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Millennia Group Blog

Absolutely positively this is the one

Thursday, October 11, 2018

via Flickr - Dan Zen and William HookLet’s face it, if we encounter 10 of our co-workers during the day, it would be impossible to categorize all 10 as highly structured, organized rule followers.  It might be more realistic to say maybe three of the 10 fit that description.  If you extrapolate those numbers out in a company of 1,000 employees, that is 700 employees that can take a unique approach to structure and organization.  No big deal unless any one of those 1,000 employees needs to go back to find a document because the CEO has a question.

An easy way to turn all 1,000 employees into super organized, happy rule followers is to use electronic workflows where-ever possible.  The end result of workflow is the final, approved set of information upon which all employees can rely.  There will be no more guessing on which supporting documents were the basis for the final credit approval or what version of a spreadsheet was the final one used in the report.  All users will be able to confidently say to the CEO, Yes, this is absolutely, positively the one.

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To Repair or Replace

Tuesday, September 18, 2018

via Flickr - Tetsuya Yamanoto, click for licenseMost likely every business school in the country teaches a section on lease versus buy analysis.  That may be trickier now with the constant tax law changes, but nonetheless, it is a systematic approach to comparing the cost variables and economic benefits of each option.  The end result of the analysis will hopefully provide a clear choice that shows one option with a superior return on investment.

Believe it or not, this type of analysis is helpful in the document management world as well.  It’s called the repair or replace quandary.  We find that a high percentage of companies that completed a scanning project, or inherited the end product of one, found that the work was poor quality.  This makes it difficult and frustrating for users to find important information.  Does it make more sense to repair the damage or just start over?

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Training to Overcome Failure

Thursday, February 15, 2018

via Andrea Arden on FlickrThere are many examples of human endeavors that would not have ended well without training.  Moon shots, marathon running, heart surgery and triple axles (not 100% sure what that is) are just a few that come to mind.  But don’t just think of training as necessary only to achieve super human feats. 

Training is one concrete way to maximize the value of your software investments, a more mundane but very worthwhile goal.  It doesn’t matter what type of software it is, if users don’t use it (out of fear) or use it incorrectly, the investment will not pay off – aka, Failure.  That failure can be avoided with well thought out training.

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Digital Initials vs Digital Signatures

Tuesday, January 30, 2018

via Flickr by Kurtis GuftonAt some point in our working careers most of us have planted our initials on some form or memo to signify our approval.  Yes, I agree that purchasing this $1mm piece of equipment is a good idea – MC.  It’s not a legal issue such as when a contract requires a full signature, but it does indicate that we take responsibility for or acknowledge the contents of a document.  There is a justified need for the initials.

The legitimacy of digital signatures for legal documents has been debated in the Supreme Court and every major country in the world.  Software solutions exist and thrive providing secure digital signatures that comply with the law.  This is all positive for our economy as it makes business processes more efficient.  Here is a little hint – there’s a lot of bang for the buck replacing ink on internal forms with digital initials.

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Don't be Frightened, Be Practical

Monday, January 15, 2018

via Flickr, Allen WatkinsThere is no denying that many businesses absolutely need automation in order to get to that next level of efficiency.  Unfortunately, large companies with large budgets drove the development of most automation solutions and therefore, those solutions are very complex.

This legacy complexity creates an actual and perceived barrier to implementation.  Small to medium businesses (“SMB”) don’t have the training and support resources, nor the cash runway to implement and achieve the promised benefits from automation.  But SMBs, don’t be deterred, there are automation solutions that will fit your budget, workforce and customer needs.

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What work will work on my $1,000 phone?

Thursday, September 14, 2017

Via Flickr, by Phil WilkersonThe typical mobile phone these days has a 2 ¼” x 4 ¼” screen and a pop up keyboard.  Most cost something close to $500-$750 and will soon move up to $1,000 – not counting cellular service.  A very competent Windows laptop can be acquired for the same price and a powerful tablet computer can easily be obtained for a lot less.

For many of us a laptop or tablet, possibly with a supplemental monitor and keyboard, is our primary workstation.  Most of us also accomplish much of our daily tasks using some type of cloud based solution, such as a CRM, financial system, document management system or email.  So when we need to be mobile AND get work done, it’s no problem.  But, how much of that work can we actually complete using only the ultimate mobile workstation, our expensive new phone?

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Why is the mustard in the fruit drawer?

Tuesday, July 18, 2017

Via Celeste Lindell at FlickrHave you ever found a jar of mustard in the fruit drawer of your refrigerator?  How about the Penske file in the folder labeled Clients D-E?  Let’s face it, there are those of us that are very organized and there are others that aren’t.  This could be at home or at the office and it can be both frustrating and in the case of the office, costly. 

We were recently asked if there is an optimal company size that dictates when it’s time to use an electronic document management system (EDMS) rather than a file storage solution like a network drive?  I would say as soon as you find the mustard in the fruit drawer, it’s time.  However, there are several factors that should be taken into consideration when considering the need for an EDMS and two stand out, number of employees and industry the business operates in. 

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Technology goggles make work flow

Wednesday, May 31, 2017

via Flickr - Chief RangerThe first thing that comes to mind when you hear about workflow is most likely order and process.  There is validity in that thought.  Workflow is intended to deliver efficiency and cost saving by using defined order and automated process. 

Defining what the process should be is the tricky but necessary part and it’s the fun part.  Yes, fun.  When you dig in and people realize how many time wasting tasks can be eliminated, you can feel the joy.  So how do you re-connect the dots to create an effective digital workflow and really make work flow?  Put on your technology goggles and look at the process.

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Vision Influences the Purchase Decision

Wednesday, August 31, 2016

Speaking strictly from the standpoint of workflow and document management, there are factors that support a purchase and issues that can lead to a “Don’t Need it” response. via Flickr, Jase Lam Ifyou can’t determine need, then cost, as a factor, is irrelevant.  If there is need, it is clear that cost impacts the decision and the expected return must outweigh the cost.  It is a fairly simple concept but establishing need is not so simple.

How can you uncover the factors that determine need and create opportunities in the buyer’s mind?  This is where the technology really must shine.  There has to be enough Wow factor to override the fear of change, the expected implementation effort or simple doubt.  But is it really Wow that makes someone think they need a solution or is it something subtle that sparks a vision of need?

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Want better software ROI? Hug a risk taker.

Thursday, July 14, 2016

Image via Doniree Walker at FlickrWhen it comes to software, it is important to have the right features, but you also need good functionality and some risk takers to get the most out of the investment.  Features are the capabilities of the software.  Functionality is all about how easy it is to use those features and apply them to real world tasks.

Most if not all users will discover the basic features and will become functional once they are trained.  Only super users will play around with the application enough to figure out all the features.  But how quickly will they translate the discovered features into functional solutions?  That depends on how many risk takers there are in the company. 

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