How to save time and money with document management solutions
Every day, individuals in a company create hundreds of documents. It may take someone forever to trace those spreadsheet or world documents that you took your time to compile. Document management solutions help organize the documents to improve communication and access to the electronic documents.
Why it is important to manage the documents
Different people could work on a single document in the company. Locating it is a hit-miss experience. You have to know the last person that had the document and find where he or she decided to store the document. Statistically speaking, a company loses 150 working hours a year looking for documents. Here is how the document management programs help save time.
Windows operating systems only allows you to organize the documents in folders and sub-folders. However, you may forget the document name. A document management system allows you to label the documents so to know the kid of the content that is in them. Searching for the document is as easy as searching for the tag.
The DMS has a feature that allows you to search the documents quickly. Most software have advanced search features that let you search the files with a multiple search criteria. There is even OCR for the scanned documents to help you trace them fast.
- Index different document types
The DMS helps you index information about the file. For example, index information such as a check, invoice, proposal and so on. It can also help you get the indexing information such as the check number. This makes the document search really fast.
The DMS allows you to integrate the files into existing databases and company calendars to alert the staff on upcoming tasks and deadlines for the ongoing tasks.
Using the DMS, the staff can work on the same document at the same time and effect the changes in real time. This shortens the time used to correct the documents. In the same line, the DMS allows for audit trails where one can tell who worked on which document and the changes that were made. This maintains the integrity of the original document and allows for reversals.
The DMS has advanced security features to allow only the authorized users to access the information. It also allows easy backup and recovery to enable retrieval in case of a disaster or theft.
Modern Phone System Features for Businesses
Modern Phone Systems are key to proper communication, and is central to a successful business venture. The ability for a business to communicate effectively with other/different businesses helps it market its offers, correct feedback and serve the market effectively. The phone technology has improved over the years giving the business more tools to communicate effectively. Below are some of the most essential and common modern phone features for the business.
Automatic Follow me, Find me and Call Forward
This is a feature where the caller is redirected through alternative devices until he or she gets someone to answer the call or is invited to leave a message to the recipient.
When a call comes to the office extension and there is no one to answer, it is routed to the smartphone of the recipient. If still not available, it is routed to a colleague’s number or the caller asked to leave a message. This helps the business track callers and reach them as fast as possible even when employees are not in office.
Auto attendant replaces human attendants and receives callers, greets them, gives them a list of options and the redirects their calls to the right department or extension. Auto attendants lower the costs of having to hire call attendants and ensure that clients get to the right departments without much ado. It also shows professionalism.
As businesses spread across different locations, there is always a need to come together and deliberate about some few issues. The conference-calling feature enables colleagues and customers to set up a meeting across different locations without having to travel to a single location. This saves the business valuable time as wells as the cost of travel. It also reduces the carbon footprint of a business.
Call Management Platform
Managing a phone system with several lines, VOIP, and other features can be cumbersome and time consuming. Luckily, it is now possible to manage the phone system in one platform or a single online portal. The system administrator can update the list of contacts, assign calling quotas to employees, generate reports, add new extension, and configure the auto attendant and much more. The company offering the service can also log into the system and do maintenance of the system remotely.
Easy management of your phone system helps in lowering cost, troubleshooting problems and saving time when putting the phone system in order. The administrator does not even need to be a highly trained expert in phone systems to run a phone management system.