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Room with a View: Redefine Your Office with Enterprise Content Management by Laurel Sanders
Redefining an office means different things to different people. For some,[link widoczny dla zalogowanych], it means changing the furniture to offer an updated look, or introducing cubicle partitions to accommodate more people. To others, it might mean adding a communal kitchen to encourage better intra-office communication, or a child care facility to help workers conveniently manage or even extend their work day. While these are important improvements, they overlook the real challenge of business: making work more efficient.
Although optimally designed physical spaces were vital in organizational competence of the past, efficient desktop control of business information is the key to the future. The good news is that you don��t have to be a many-armed octopus or a mythical goddess with a thousand hands and eyes to be victorious over the demon of inefficiency. An enterprise content management solution can help you take charge over your information and abolish the enemy of disorganization. It gives you control over your documents, provides business insight, and offers you a thousand extra virtual hands to handle more work, faster, wherever you are��with the click of a mouse or a few keyboard strokes. If you are searching for ways to redefine your office and bring your company to the next level, you should seriously consider a robust content management system��for all of your business information.
Drowning in demands: when your back��s to the wall
Take a moment to think through a typical day in the office �� sorting through the day��s paper and digital mail, prioritizing tasks, distributing time-sensitive documents to the right people, suggesting changes to existing files, collecting required signatures on final documents, and trying to make progress on assorted projects. The workload is strenuous, and deadlines loom. You spend more time than you like waiting for answers and decisions, and there are never enough hours in the day. A few extra pairs of eyes and hands would be helpful, but since you know your work best, they would almost need to be your own. How will you ever get ahead, or even catch up?
Imagine your office redefined: pipe dream, or reality?
Times change, and successful businesses change with the times. Imagine that:
? You are an insurer, enjoying a two-week holiday. A customer submits a claim that is time-sensitive. The mailroom staff scans it into an imaging system along with supporting documentation, and forwards it to you for review. The system is instructed that if you are out of the office, the digital claim file will enter a common queue to be tackled by the next available staff person. Your customer gets what he needs without delay.
? You are building a new house, and are eager to see the final designs. Your work schedule makes it tough to find time to visit the planning office, review blueprints, and provide changes and signoff where needed. Fortunately, your architect scans in all of his blueprints and stores them digitally, using integrated document and process management software. The system is instructed to take note of the structural,[link widoczny dla zalogowanych], electrical, sewer, telephone line, and other drawings and to collect them into one digital package for your final review. Within seconds of the last file being collected and approved by the architect, you have the files on your desktop. You provide a digital countersignature, and the file is automatically forwarded to the contractor for a cost analysis. Your office work and your home-building project both remain on task and on time.
? You are part of a team that is responsible for reviewing college applicants for an engineering college. In the past, your institution has missed out on some excellent candidates because the person responsible for the initial review doesn��t work very quickly and is often absent. Delays result in other colleges snatching away the best students before you can make a decision. This year, the Dean approved an ECM solution. Now, materials are sent simultaneously to multiple faculty members and administrators for digital review, with rules that instruct the system to seek alternative reviewers if absences occur or responses are late. You are able to attract and receive firm commitments from the best students for your college before they receive more attractive offers elsewhere.
? You are a public relations and advertising executive, attending a conference at a mountaintop resort. The scenery is inspiring, giving you great ideas for a new ad campaign. While you are working during a break, you receive an alert about a series of time-sensitive files from your staff, each requiring your approval and signature. You endorse the documents digitally and add annotations to one that requires changes. The document change request is automatically returned to staff, and those you approve are packaged electronically and forwarded for your boss��s final approval within moments of receipt. You return to your inspiration, knowing that deadlines are being met and no one is waiting for you in order to do his or her own job.
If these scenarios seem like castles in the air, they aren��t. The robust ECM software of today gives you the power to be the architect, contractor, and beneficiary of virtual communication, for a fraction of the cost of manual processing. Careful planning, an honest assessment of your needs, and a strong and integrated product from a vendor that is as committed to your success as you are let you redefine your office and triumph in the marketplace.
Sure,[link widoczny dla zalogowanych], it all sounds wonderful, but how do you get started?
The four basic elements: imaging, bar codes, desktop scanning and online forms
We��ve all had experiences of needing something when it is just out of reach. Struggling to stretch a land-line cord phone as you reach for a file, standing outside the office of an employee who is in a meeting when you need a file on her desk, or searching for data in a software application so you can copy and insert it into another program are three common examples. By digitizing all of your information and storing it in one central location, or pointing to where it is housed within another software application, you lessen mistakes and save considerable time.
With a high-quality capture and Web-based document imaging system, paper documents and images can be scanned, digitally stored, and ultimately retrieved at the same quality as the originals, directly from a desktop or other digital device. Bar codes can be embedded with critical information such as the recipient��s name, address, ID, and type of document on forms that are printed, mailed, and require a response. As they are returned to the office, bar code reading eradicates duplicate entry, eliminating errors and redundancy and accelerating processing. Even companies with large, centralized scanning stations benefit from adding desktop scanning. This provides an easy way for employees and on-site customers to add routine forms to the system via a few simple menu choices. Finally, on-line forms that you offer on your company��s website or portal provide 24/7 convenience, allowing customers to provide information you need from them wherever they are, and for you to access it within moments of receipt.
Information brings knowledge. Knowledge is power. Like the elements of earth, wind, fire, and water,[link widoczny dla zalogowanych], these four basic technologies work together to form a cohesive capture system. They provide a fully accessible and searchable digital environment for all of your information.
Web-based retrieval: a thousand eyes that find it all
The security and convenience of a Web- and permission-based ECM system makes it easy for people to find whatever they need, regardless of your office hours or their location. Detailed and automated indexing, supported by thorough taxonomy guidelines and software that demands consistency, ensures diverse workers can find what they need to complete assigned tasks. It can point to data in diverse systems such as accounting, SAP, ERP, and other applications. It can also store paper and audio-visual files as well as photos, images and emails. True ECM puts eyes in the back of your head and makes the walls of inefficiency vanish.
Workflow: many hands make light work
Having the right information available to those who request it is one part of the efficiency equation. Delivering it to the right people in a timely manner is the other. After a business has fully embraced electronic storage, digital workflow performs the work of many hands simultaneously, dramatically improving processing speeds and freeing people for creative and meaningful tasks that add value. Routine chores such as gathering and associating files, sending them through the organizational hierarchy for approvals, soliciting signatures, notifying customers with important communications, or sending customized letters in response to receipt of a document take place automatically in accordance with your business rules. Managers can restrict time allotments for handling specific documents, distribute materials according to employee work volumes or based on preferential hierarchy, keep an eye on staff members who are performing poorly and make procedural adjustments, and monitor potential system bottlenecks. If your task is routine and has a standard set of rules for processing and exceptions, chances are it can be automated.
Summary
An ECM solution is the cornerstone of office efficiency. It lets you collect all of your business information digitally into one centralized, searchable location. It makes sure the right people can access the information they need, data is collected consistently, bottlenecks can be avoided, incoming workloads can be distributed effectively, and people can manage their projects �� wherever they are. Web-based access ensures the right employees have full access to all of the information and analytical tools they need to make sound decisions, eliminating the all-too-frequent cry of ��inadequate tools�� for jobs poorly executed or left undone.
Efficient content management puts you in control of all of your information and keeps your projects moving. With extra eyes to find what you need quickly, and virtual arms to mechanize and execute the routine labor that is the foundation of most business processes, you can focus on more meaningful contributions to your business. Tear down your organization��s walls of inefficiency. Your business will profit from the unobstructed views provided by ECM. With the added eyes and helpful hands of ECM, you will have more time to be inspired or to enjoy yourself �� whether you are on vacation, attending a conference at a resort, or just tearing down the walls of inefficiency in your office. With your ��office redefined��, you��re ready to roll!
For information about how Optical Image Technology��s DocFinity? suite of enterprise workflow and document management software can help you to redefine your office, please visit our website at [link widoczny dla zalogowanych] docfinity. com, call 814. 238. 0038, or email us at info@docfinity. com.
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Optical Image Technology offers an integrated suite of imaging, document management, and workflow software, including document archiving, lifecycle management, electronic forms, and email management products. To learn more about our products and services, visit our website at [link widoczny dla zalogowanych] docfinity. com, or call us at 800-678-3241.
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