When things get busy at work and the pressure is on,
locating and controlling key documentation is of paramount
importance to ensure efficiency and productivity ' but how
often do you find yourself coming up against any of these
eight familiar complaints?
Workflow Efficiency: The Eight Familiar Complaints
If any of these complaints are familiar to you, then a
document management solution can help:
- I employ somebody just for filing and archiving
- I can't keep up with customer service enquiries
- When somebody goes on holiday, we're lost without them
- I never seem to know where anything is
- I've had to rewrite important documents because we lost
the originals
- If we were sued, we'd spend ages finding the appropriate
documentation
- We have too many paper records for compliance purposes
- Everyone in my company seems to have their own filing
system
Workflow Efficiency: The One Simple Response
Document management is a glamorous name for keeping things
organised. Perhaps the truly paperless office might never
happen, but at least all the documents you have can be
organised properly. Consider for example - what is the true
cost of a key proposal which gets lost on somebody's
computer because they've gone on holiday and no-one can
find it? Or what is the true cost in lost time of rifling
through acres of archived documents looking for one sheet
from five years ago?
Document management is the result of several useful
technologies (printing, scanning, archival and storage)
coming together in a useful and co-ordinated way. Good
document management software has the following properties
these days:
- Easy for staff to use
- Won't break the bank, and offer a genuinely money-saving
ROI
- Can be installed in-line with your existing IT
infrastructure.
Document Management Systems: Save Time
Forget filing and photocopying (and their associated
costs). With document management tools, everything is
stored electronically on computer. Everything is named too,
so finding documents is simple - helping you improve
service to your customers and your colleagues too.
Document Management Systems: Reduce Costs
Of course good document management saves staff time. But in
practice there are so many other cost savings too. Free up
your storage space and use it for business! Reduce
administration time. Manage projects more efficiently and
reduce the margin for costly errors. Improve communication
internally, response time, and customer service. Our
document management solutions can help you achieve all
these cost savings. And you'll spend less on paper, postage
and faxing too!
Typically, a good document management system installed and
configured correctly can pay for itself in six months- time
you can wisely use to push your business forward.
Document Management in Practice
Here are some key elements to workflow and communication
improvements which stem from the use of document management
systems:
Creating documents:
Whenever a document is created, it's named according to
your own conventions (even if it's scanned or copied).
Everything's organised from the start and you'll never lose
a document again.
Everyone has an In-Tray:
Documents, pictures, e-mails, whatever... they all come in
through your in-tray, where you can categorise them, label
them, and then act on them. Send them on, collaborate with
other people, and manage versions of documents
automatically- so you'll never be stuck working on
yesterday's project.
Find and retrieve:
Before document management, you had to remember filenames.
Now, search by author, client, date, project- even just a
phrase, and you'll soon have the document you need.
Out of the office?
No problem- we can give you access to your office documents
with the same find-and-retrieve functions over the web- at
home or on the other side of the world.
Scan it in...
No need for huge paper archives. Scan it in and forget
about the paper copy. You can even scribble notes in the
margin electronically.
...e-mail or fax it out
Electronic documents are so much more flexible than paper.
With your documents in electronic form, emailing and faxing
them (and making alterations and corrections) is only a
click away.
----------------------------------------------------
Jimi St. Pierre writes for several Office Equipment
suppliers in the UK, including Principal Corporation, where
you can find out more about INVU document management
software on their comprehensive office equipment website
at: => http://www.principalcorp.co.uk/
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