Here are some tips for getting your company or personal electronic files and documents better organized in 2019. These tips will really make life easier if you are currently storing your company files and documents on a network drive or you use a document management system but never really configured it for your business.text
Millennia Group Blog
Let’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.text
If you’re a fraudster you can easily obtain a fake driver’s license or passport. You can create a fake social media profile complete with fake friends. It’s difficult to confirm the actual identity of someone without a DNA profile or finger print on file with the FBI. And that is for confirming someone in person much less remotely.
The widespread use of electronic signatures has taken longer than some people expected and that is partially due to the ability to verify the signers. If we could feel as comfortable with the validity of the electronic signature as we do with a wet signature, electronically signed documents would become the norm. But electronic signatures come in varying degrees of authenticity so which one do you use?text
Do you ever marvel at the number of choices available in the bottled water aisle at any grocery store or online market? There are dozens of options to choose from. How about barbeque sauces, bourbon, pizza or crackers? There are far too many choices and it gets frustrating and time consuming to make any kind of decision.
This has some similarities to the frustration many people experience when they are searching for a file at work. They may find a copy of the file duplicated in multiple places. Determining which copy is the final version is both time consuming and frustrating. The process of de-duplicating is not an easy task, but reducing our choices has obvious benefits and it can be done.text
It seems simple to envision the tools required by a mobile worker. The basics quickly jump to mind including a phone, a laptop, chargers of course and a Starbucks or Panera card. Then you need a location, which could include a home office, an office suites membership or the aforementioned coffee shop.
The real tools of the trade are more software oriented. It’s critical to have a fully cloud based infrastructure or a VPN that provides access to your CRM, accounting system/ERP, messaging app, email and of course documents. The emergence of technology and the disappearance of ledger books, the Rolodex and filing cabinets resulted in amazing efficiency gains. Now that these tools are also available to mobile users, has efficiency peaked?text
We serve clients in many different industries; commercial real estate, manufacturing, insurance, telecommunications, non-profit, education, etc. Each one of these industries has some critical information that drives the company or certainly a significant department within the company.
Most of the time that critical information is data that is pulled from or supported by documents. Lease agreements and other contracts contain the terms and conditions that feed the accounting system. Customer orders contain the all-important customer information that goes into the ERP. Unorganized, mis-filed, inaccessible documents result in inaccurate data.text
At 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.text
There 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.text
For over 20 years our company has been providing services and solutions to the commercial real estate industry. It’s a very large industry. Depending on which stats you read, the U.S. commercial real estate industry is valued at over $15 Trillion dollars and growing by almost $70 Billion a year. That is the size of the U.S. stock market.
The commercial real estate industry is also very complicated. It consists of developers, investors, advisors, managers, brokers and lenders. These parties form partnerships, joint ventures, REITs, TICs and dozens of ownership structures. And all these interested parties can be involved in a single property and they all have one thing in common - they have a copy of the same lease document. At least it should be the same document.text
At some point every business probably feels a bit undervalued or unappreciated by customers or maybe by the markets. This may or may not be justified, but we’ve all been there. Over the years we have gained a deep understanding and appreciation for one group of businesses in particular that might feel this way – manufacturers.
There is tremendous complexity in the manufacturing business model of sourcing parts, labor and materials, making something out of that and then selling and servicing that product. Then there are also government regulations and customer compliance requirements to factor in. There are highly complex software applications that help keep the cost of that seemingly simple widget at $2.00. It’s really not so simple.text
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