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Millennia Group Blog

Let's talk X's and O's

Friday, May 08, 2020

Small businesses are always looking at ways to grow and prosper.  This is a ritual that is practiced regularly but more now than ever and it’s not limited to small businesses either.  But while owners and executives throw sh** at the wall, whiteboard ideas or put on our rally caps to generate that grand, economy saving solution, it’s important not to forget the X’s and O’s.  That means do the little things right so in the end the chances of winning (or surviving, depending on your perspective) improve.    

That is sound advice even if it is from the sporting world and not Wall Street.  So what are some of the little things your organization can be doing to increase its chances of winning?  Remember, its little things we are talking about, not “Increase Sales” or “Outsource Production”.  More like - does your CRM have the correct industry code for every client or do we have fraud controls in place for our wire transfers?  Let’s take some clues from those head coaches who at half time always say, “we need to do better at the X’s and the O’s."

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Pandemic Pajama Plan

Tuesday, April 14, 2020

via Flickr - Nelson PavloskyThese 9 suggestions are meant to help your company come out of this pandemic with a fresh, invigorated attitude and a platform ready to take advantage of the opportunities that come your way.  And, if your company has a document management system, substitute “network drive” with the name of that document management system.  Good luck and can’t wait to see you on the other side of this.

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As necessary

Friday, March 27, 2020

Via Flickr  - US ArmyThere are plenty of companies and individuals making decisions over the past few weeks and for the coming few months that are based on a get-it-done strategy.  This is completely understandable as we all face unprecedented business and personal circumstances.  Looking on the bright side of things, some of these “as necessary” reactions and solutions may just be the spark that helps a company be a little more productive, a little more efficient or a little less stuck.

So what parts of the business world is grabbing attention that otherwise gets very little?  The mail room for sure.  Filing cabinets and the documents stuck in them, absolutely.  Virtual video conferencing backgrounds so nobody sees your bedroom, I mean home office.  The quality of the mobile phone carrier and the quality of headphones will definitely get a look.  There will be plenty of stories from people forced to work remotely or otherwise change their work habits.

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So you think your data is clean

Thursday, January 30, 2020
Via Flickr - Elizabeth

Having clean data is important for running any business.  Clean data being defined as accurate, suitable for its use, organized and complete.  Clean data means revenue is maximized, the IRS stays at bay and your strategy sessions are effective.  However, what once seemed clean can end up looking very dirty when that data is exposed through a different lens. 

What worked as good data in the old accounting system may fall short in a new system.  A well-organized network drive full of supporting files can look like a spaghetti bowl when trying to migrate the files into a document management system.  No big deal if the data isn’t perfectly clean, it’s worked so far.  That may be true, but what are you missing out on?

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Go old school in 2020

Tuesday, January 14, 2020

Way back in the 1970’s, according to Wikipedia, the information age began.  This was a period after the industrial revolution where computers started to be part of the daily business landscape.  Vast amounts of “information” were now created, stored and transmitted by these computers.  A good long run considering it is still going on.

Along comes a time, not exactly sure when, where the computer revolution became all about “data” and “tech”.   These are fine things, but what are they?  Data is data until someone turns it into information that is useful.  Tech is certainly cool on my wrist, but isn’t it being informed of an upcoming meeting the important part?  We’re still in the information age, but why doesn’t it feel like it?

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Open for Business

Tuesday, December 17, 2019

Via Flickr - Brian HawkinsAs a provider of a workflow and document management system we hear first-hand the number of applications that companies use to support their business.  There is always a discussion of how data and documents are being captured, created, shared and the flow within the organization.  We have never interacted with a customer or prospect that is on a single solution for all business functions.  Like Sasquatch, the killer app doesn’t really exist.

The reality is that many different applications are used throughout the organization.  Departments tend to fight hard to get the application most suited to their needs so they can carry out their mandates with effectiveness and efficiency.  That leaves the IT department scrambling to ensure that each department’s key solution can interact with all the others.  Every solution provider strives to be an open platform to accommodate this effort, but what does that mean?

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A little can go a long way

Thursday, December 05, 2019

via Flickr - JJ MereloGiven that we are coming up to the end of the year, we thought it would be helpful again this year to provide some ideas on how to use your time wisely, if and when projects and meetings slow down at year end.  In order to have this supposed time available does presume that you are working.  However, even some simple changes or small efforts can produce a tangible and noticeable effect across the company.    

Change can be difficult but also extremely rewarding.  Reach out to your co-workers, talk to others in your industry or even just friends and family about new things they are doing at work (that make their lives easier).  Best of all, talk to existing vendors that you trust and like to work with to see what more they can do to help you.  You can even reach out to other vendors to see what other opportunities might exist.  Call it R&D.  Call it whatever you want and here are some ideas to get you started.

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Just like people, Bots are diverse

Thursday, November 07, 2019

Via Flicker - Peyri HerreraWe have been researching the idea of creating a Bot as an enhancement to our workflow and document management solution.  The struggle is defining what this Bot is going to do.  There is no single definition of what a Bot is or how it can be used, but we generally think of it as a process automation tool.

Despite “Bot” sounding like it could be a piece of equipment, ie. RoBOTic Process Automation, it is generally a software solution that could be mimicking human thought process or even keystrokes.  There are a lot of thought processes and physical processes that could be automated.  Is there an ideal use of such a diverse and powerful tool?

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The pendulum is back in the middle

Friday, October 18, 2019
Via flickr - Rob Young

Ten to 15 years ago, the document management world started to feel an itch.  The major DM players couldn’t quite figure out where it was coming from at the time.  But then corporate users started to talk about how they were just dropping files into this online folder system and how easy it was.  Box, DropBox, ShareFile and others have since created very successful businesses with simple online storage.

The expectation for how a document management system should work took on a whole new meaning from the perspective of the users.  This is true not only of document management but of most corporate software platforms.  This great new experience arrives and the expectation pendulum swings way over to one side.  Then reality starts to set in.

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Piece of Cake

Wednesday, September 25, 2019
via Flickr - Shyn Darkly

Not many companies have the resources to operate on a global basis.  It can take a large team of lawyers, experienced financial professionals and local facilities or representatives.  To go global for a product or service also requires understanding the local custom so you don’t accidently insult the community.

Operating a business, locally or globally, will involve customer contracts, vendor contracts, financial reports, etc.  The business processes and document content might be vastly different from Bavaria to Bali and Caracas to Quebec.  However, we see four key characteristics of document management on a global basis and if you focus on getting these four correct, it will be a piece of cake.

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