Speed and efficiency is the name of the game when trying to keep up with more clients than you can count. It is time to update the office to streamline your document and file sharing system. Enterprises agencies are often overwhelmed by the amount of requests they get each day; requests that range from medical history to recent billing statements. These tasks can take up precious time and nobody likes staying after hours to deal with paper work when it will take hours of, often unpaid, overtime. Improve your record keeping and file sharing abilities with these simple steps.
Delineate your work process and routine. You cannot streamline a project or a routine if all the parts are not defined and scrutinized. Only when you have a set repetitive routine can you begin to cut out wasted resources and inefficient practices. Every employee in every department should have their routine, from accounts receivable to the receptionist. It is much easier written than achieved. Having everyone consistently doing the same routine day in and day out is highly improbable. It gets boring and it gets tedious.
So make the routine easier and offer them some shortcuts to get to their goal for the day. Any documents that are repetitively received by or sent to clients should be digital. Paper documents start to add up and organization becomes a problem. Not to mention storing all of these paper documents costs money. By eliminating the time spent filling in forms by hand, there will be more resources available to finish all work on schedule. Through the use of e-forms, your company will be organized, fast, efficient, and cost effective. Don’t worry, if your older employees have trouble learning the new tech, there are tech rep’s standing by for any tribulations
If there are large documents which you feel uncomfortable transferring over the internet due to security risks, research a managed file transfer. This new software allows users to safely transfer large swaths of data from system to system or individual to individual. The most intriguing feature of this software is that it is a safe and quick way to move data if you need to. Don’t wait until you find yourself in a pickle attempting to send a huge file over your e-mail. You will be happy you make the decision to apply this software to your business operations.
Have confidence in these software programs, but personal opinions from employees can also be a great way to mitigate wasted time even more. One on one discussions or progress meetings with your employees to check up on time management is a great way to see what your most productive employees are doing to save time and money. Pick the best examples and have those employees teach their techniques to anyone who is having issues with their work load.
An efficient workplace is a happy workplace. No more coming in on Saturdays or staying up until the crack of dawn to get your paperwork done. Enjoy your weekends and your holidays by streamlining your work process now!
Sharon Reynolds is an entrepreneur who enjoys horse back riding and going to the beach