Is this a typical day in your office?
You hear constant grumbling from people about the current system e.g. “These invoices are a pain in the neck”
You’re ashamed (or anyone else in the organisation) of the paperwork produced e.g. “This report looks like rubbish”
Clients question your credibility when documents are received e.g. “Are you sure this is right?”
Staff members have the same complaint e.g “I hate this thing”, “Yeah, me too!”
It takes forever to get paperwork and documents out to other parties e.g. “We’ll get it to you within 14 - 21 days”
More work is coming in but, there’s no budget for more staff e.g. “Len, can you do a couple of hours on Saturday?”
Only a few staff members know how to complete some tasks e.g. “Ask Jill, she knows how to format it”
Productivity is at a standstill e.g. “Your team has been at 65% target for the last 2 months”
It takes months for new staff members to learn and get comfortable the system e.g. “How do I do this again?”
If your office suffers from any of the complaints or remarks above, then it’s time to look at your document management system.
It’s probably a safe bet to say most of your staff members do their best to complete their work and stay on task. And, yet they’re miserable because they feel they’re never on top of things. Meanwhile, your management team are beating their heads against the wall because they’ve run out of ideas on how to motivate and push their staff towards productivity targets.
While others would take the above comments and recommend more training on your current system or an attitude adjustment from your staff, we go deeper and look at what’s causing the problems.
We assess how easy is it for your staff to complete their tasks.
How easy is it for them to:
- Access the information
- Store and retrieve information
- Disperse the information to outsiders in a consistent and professional manner
More and more often we find the main reason most organisations have staff members who find it hard to complete their tasks is because they are using an off the shelf solution for their unique tasks.
In short,
The staff don’t have the correct tools to write, create or prepare their work efficiently.
As you know, most offices like yours use Microsoft® Word for word processing and generally most people can open a document and start typing....but other than that, if they need to format a document or present their work professionally it could take them an eternity of fiddling around with the formatting features to get the document looking professional and crisp.
Now, that’s the problem - most people only know enough to get by. After that, it’s just trial and error (with a mountain of frustration).
And, it’s this trial and error around the word processing software which is putting a massive strain on your office’s productivity.
Your staff are hunting and pecking for the information they need, and then spending at least an extra 30 minutes trying to format a table or move paragraphs around to make their document look professional. This is killing their productivity.
If they had a set system and structure to follow they’d easily be able to increase their efficiency.
For example:
If you had a set letter template, with all the necessary fields. All they would have to do it insert the information. No more guessing on where to put the address or how many spaces they need to fit a signature. A customised template would take all the guess work out. They can get on with the real task - writing the actual letter.
This is how we help you, we take all of these guesswork out of the equation and build your unique word processing paperwork system so you save time and money.
The choice is yours – we work hand in hand creating the best system to fit your business and the best part is, if your business already uses Microsoft
Word then you don’t even have to learn a new operating system.
Our systems have been designed to seamlessly fit in with Microsoft Word™ and Excel™, saving you and your staff the headache of starting from scratch and taking hours or even weeks to learn ‘another system’. Everything seamlessly integrates ready for staff members to be quick off the mark and start using the system as soon as possible.
Take a look at our business forms and templates service.