Paper checks, virtual private networks (VPNs), and child care. These are distinctly different things and only the first one pertains to payments, but all three are issues that your organization might be grappling with currently. Keep reading to learn more about each, including actions for your organization to take. While you already know the inefficiencies related to check payments, your organization might not have considered the possibility of the United States Postal Service (USPS) shutting down.
Paper Checks
My head started to ache at the thought of the U.S. government’s plan to mail millions of stimulus checks to qualifying taxpayers. Didn’t they learn anything about the costs and inefficiencies of checks back in 2008? Setting the government aside, what about your organization? I have talked with various finance and accounts payable professionals who admitted their AP people are working remotely, but having to drive to the office at least weekly to process check payments. Even if your organization has accepted this crazy scenario as the current reality, everyone will be forced to move away from checks if mail service ceases for an extended length of time.
The obvious answer to this issue is to actively work with your suppliers now to convert them to card or ACH payments. Most organizations have card programs, but maybe program growth and supplier acceptance have not been priorities. Time to re-prioritize. See a summary of P-Card benefits for buyers and suppliers. Even the federal government is now creating a way for people to sign up for direct deposit.
Related Articles
From CBS News: https://www.cbsnews.com/news/coronavirus-lawmakers-warn-us-postal-service-shut-down-june/
Preparing for a Payment Crisis, by Umpqua Bank: https://www.umpquabank.com/insights/preparing-for-a-payment-crisis/
Virtual Private Networks (VPNs)
Employees have been settling into work-from-home arrangements and suddenly video meetings are all the rage, even if a simple conference call will suffice. Perhaps your organization has already experienced the crashing of its VPN because it cannot handle the surge in activity.
To prevent this pain, develop rules for when video meetings are acceptable. Consider factors such as the number of attendees, who the meeting organizer is, the meeting topic/importance, and the timing (to space out video meetings throughout the day). People should not be scheduling a video meeting just because “it’s fun.”
Child Care
Lastly, I heard from one VP who described how some remote workers decided to forego daycare for their child/children since they are now working from home. This is a sticky situation, especially during these unprecedented times. If your organization has not already done so, it should clearly relay its expectations. This VP explained that her company ended up defining that daycare could be eliminated only if the child can take care of themselves or someone other than the employee is the primary caregiver. They also provided resources to employees about how to keep children independently busy while parents work from home. Above all, though, employees should be held to specific standards, including the expected productivity.
As the pandemic crisis continues, there are sure to be more emerging issues. Organizations should try to be as nimble as possible at addressing pain points before they start to harm the business.
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About the Author
Blog post author Lynn Larson, CPCP, launched Recharged Education in 2014. With 20 years of Commercial Card experience, her mission is to make industry education readily accessible to all. Learn more…