Personally I hate clutter and mess – I am a bit of a neat freak as my friends will attest. I especially can’t stand clutter on desks, I think that the in/out paper trays that frequent so many office desks are just a huge waste of money and space – I’ve never seen a document that is put into one of those trays ever be taken out of it and used or filed anywhere else.
One of my colleagues is legendary for the state of her desk – There is piles of paper, files, letters and notes everywhere to the point where you cannot actually see any desk. She once went on holiday so a colleague and I took the opportunity to empty all the rubbish off her desk – we kept anything that was 2 years old or less and we still filled 3 bin bags! Most companies dream of the paperless office but situations like this make it seem like it is impossible to achieve. So why do people still cling onto paper? there are lots of reasons: –
So how can you combat this?
Why use a document management system instead of emails? This is the biggest rebuttal we hear when we tell people about document management systems. Emails are amazing; one of the greatest innovations in communication, providing a versatile system that allows you to have virtual conversations and ensures you have a written record of what has been said, they are simple and easy to use and very accessible. So why you should use a document management system and not email to send documents? There are several reasons, here are some of them: –
We use emails a lot in our working lives with a 2015 study showing the average employee receives 122 emails per day and sends out 40. It’s estimated that we spend 30% of working week dealing with emails that equates to around 2.5 hours per day. We need to find effective ways of dealing with the information we receive and send and using a document management system is a way of achieving this. If your sole reason for composing an email is attach a document to it, then you would be much better served using a document management system.
When it comes to booking a room I know a lot of people will be like me and assume it’s got something to do with a holiday or an event…No just me? I don’t know if it’s just good marketing from Roombooking.com or Trivago but my mind just immediately thinks of them two. But of course in true BBC fashion other hotel booking provides are available.
Anyway, let’s put our working or business hat on. Booking a room is usually done for a meeting or an event, right? And this is more often than not done by contacting the receptionist (if you’re lucky enough to work with a receptionist) and asking them to check if said room is available. To which they will need to check their diary and relay the information back to you, who will then need to see if the time and date available is suitable for you and the person your meeting with. To then find out it isn’t and the process starts again taking up precious time we could be spending doing other important tasks like….making….doing….erm…..you get what I mean. Surely there’s a better way?
Yes, of course there is. Just wing it and walk into your own meeting room and hope that no one comes in whist you’re meeting with your very important client. And if someone does walk in simply say, “Oh I thought I’d booked it?” or the classic “It must have been double booked.” I’m sure that will look professional in front of Jeff Bezos when he comes to chat about your company. Imagine not doing business with Bezos because someone walked in half way through your meeting asking you to get out, all because the room wasn’t correctly booked.
Ok, maybe Jeff Bezos was a little optimistic. But I’m sure you’re getting the picture now. The reason we’ve chosen to highlight Room Booking in this blog is because we (Red Robot) use to be like many others and wing it! And it got to the point that all the companies in our business hub were getting frustrated and in fact losing business. So being the cool guys that we are, we decided to create a solution. Thus our Room Booking Software was born. I know…catchy name right!
We developed this software with the purpose to help ourselves run that bit smoother and save time. We have since decided that because it’s worked so well for us that we would like to help other business centres and offices run as smooth as we do. Also, after receiving feedback from business centres who are already implementing it, we are currently working on adapting the software to be a marketing tool for external bookings for those of you who hire out your lovely rooms. Pretty cool right!
If you would like to find out more information on our Room Booking Software then don’t be shy. Get in touch…
This is the first article we are writing in a mini-series all about document management, how it can help your business and the tips you can use to help you integrate this system into your business. First up is the biggest question of all – why do I need a document management system?
Right out of the gate; we have developed a document management system that we are looking to sell (why else do you think we’re writing these articles? J) The reason I mention this is because when I am visiting a current or potential client and I tell them about our document management solution I often get a response like “Why do I need one of those? – we just email and that works fine” in response to using emails to manage and send documents – we have a whole article on that coming soon. The reasons you would have a document management system are plentiful, including: –
Improved collaboration – A document management system enables multiple people to view the same document at the same time, features such as comments and workflow enable groups to do things with the document quickly, efficiently and concurrently. This means that the process for approval / authorisation of documents is expedited.
Better security – Document management systems offer added layers of security; in the first place only registered users can access the system. You can also go one step further by configuring your document management system so that access requests need to be approved by an administrator and you can also set the parameters for passwords. Secondly, keeping documents on a document management system makes it a lot more difficult for documents to be read/ used/ amended or deleted by users who are not authorised to do so as permissions can be set on an individual level so each user will only be able to view and perform actions on documents that they have been authorised to do so.
Improved version control – Using a document management systems ensures that you are working on the most up to date version of a document. Many document management systems have a versioning process built into them and some even allow you to view and (if necessary) access previous versions of that document. If you rely on emails or paper copies then you are always running the risk that you are not using the most current version of the document. Also as there is only one document on the system you can be sure that everyone is working on the same document.
Easier to search through data – Most document management systems will have an integrated search facility built into them enabling you to enter key words. You can also run searches based on defined parameters or filters such as a “From” and “To” date allowing you to hone in on the documents you want to find. With paper based storage, searching for documents is extremely tricky, even if you have labelled storage boxes/ files correctly you still have a lot of searching to do and you always run the risk of someone filing something in the wrong place meaning a document is not where it’s supposed to be. Having a document management system eliminates this and means searching for documents is a quick and painless process.
Saving space and money – Physical storage costs can be extremely high, when you consider the associated costs for paper, a storage box/ file of some sort, folders and inserts and of course the cost of physically storing documents. If you use space on your business premises, it means you have less office space limiting your aspirations for growth. If you store your files off site there are warehousing costs to pay for and of course if you need to retrieve any documents you have to travel to go and get them. In comparison storing documents digitally takes up very little physical storage space and you of course eliminate the costs associated with physically storing documents. There is of course a cost associated to storing documents digitally but this should be much less than the costs for storing the same data physically.
These are just some of the primary reasons that you should consider a document management system, please let us know if you want more advice on a document management system and the type of solutions we could provide.