What’s your company’s superpower? It could be a technology, a marketing edge, engineering talent, or exceptional service. Whatever your secret sauce is, it’s important in generating your revenue. What could be its kryptonite? Obviously, whatever could harm or stop your superpower would logically be your kryptonite.
It’s also obvious that you want to prevent kryptonite situations from occurring. You visit important customers frequently, pay a lot for marketing and engineering talent and invest in your technology and operations. But somebody always wants to see proof. You do have the critical documentation, right?
Continue reading “This is Critical”
Banks and other financial institutions have a requirement that all officers must take two consecutive weeks off work. The reason, which is advocated by the FDIC, is so that the institution has a better chance to uncover fraudulent activity. If the employee is gone for an extended period, strange correspondence and irregular transactions handled by the backup employee could expose the fraud.
However, irregular and strange don’t only relate to fraud. That type of activity can be related to current business processes. Our last post was about how costly exceptions to the standard business process seem to go unnoticed because managing the exception becomes routine for that employee. Therefore, whenever there is employee turnover or extended PTO, plug in a trusted squeaky wheel and take notes.
Continue reading “Go ahead, take two weeks off”
We love to dig into our client’s business processes and help them overachieve their stated goals of improved efficiency or compliance. It’s a mentally challenging and stimulating exercise that we really enjoy. However, we have learned that part of the challenge is the fact that there’s a real bias to under-divulge information about what the current process consists of.
This bias is not intentional by any means. It’s a function of unconscious acceptance of exception management as part of the job. Put more simply, most employees just handle the issues that come up when there is an exception, and it doesn’t register as a “step” in the process. However, it is exactly these exceptions that take the most time and therefore cost the most money. Therefore, eliminating the bias to get to the true process is a great place to start.
Continue reading “Workplace Bias, the Process Kind”
It’s difficult to claim that you are compliant with internal or external rules and regulations if you don’t have a good base to start with. Take the concept of the accurate value of your customer contracts for instance or exposure due to vendor contracts, both part of any Sarbanes Oxley regulations (SOX). It’s hard to imagine having complete confidence in those values or exposures, defined as no more than 5% deviation by SOX, if you don’t have confidence in the collection of supporting documentation.
The focus on customer contracts should take precedence and probably does already in terms of recording the contract terms in your billing system. But the effort for the most part is still a manual data entry process unless it’s a B2C relationship and all executed digitally online. Having those contracts to support the revenue is still very likely a messy, disorganized affair with some digital and some paper, some in the cloud and some on the network or attached to the ERP. An impossible task to corral it all right?
Continue reading “Mission Not Impossible”
When two people seem very happy together, it’s “a match made in heaven.” When something just works exactly as you expect it to, you will hear someone say “bingo” or “the stars aligned.” More recent versions of this would include “life is good.” They are all just sayings that express the fact that something went right.
We won’t provide examples of common sayings when things go wrong. That could be humorous, or it might offend some people. Your employees should have “life is good” moments daily to the point where its just the way it is. They should quickly find a document that someone requested at the very end of the day. They should pull a collection of documents together that support an important compliance report in minutes not hours or days. How do you get there?
Continue reading “Match made in heaven”
As a follow up to our last post about having a system of record to make audits seem like a walk in the park, there is more to it. Recall that a system of record document management solution holds the confirmed supporting documentation for your critical company data, such as, transactions, client accounts, vendor contracts, etc. If your current file storage solution is not working and you want to convert it to a system of record there are a few things that are required.
Like all good things, it will take some effort on the front end. But as we stated in the last post, it is well worth it. And the value is more than just having a better audit experience. Its worth it because you also have better information at your fingertips and that leads to better decisions. So what’s required? Be humble because you will likely learn that your organization is not perfect, be diligent and have some fun because you will discover nuggets of gold.
Continue reading “Not so fast with “bring on the auditors””
Does the thought of going through an audit scare you? What is an audit? According to The American Heritage Dictionary, an audit is – An examination of records or financial accounts to check their accuracy or confirm adherence to policy or regulation. And what does an auditor do? Performs verification and substantiation procedures. And what types of audits are there? Financial, compliance, internal, security and many more.
Continue reading “Bring on the auditors!”
Audits are not something that most of us enjoy going through. Not for nefarious reasons, but mostly because of the extra time demands and that feeling of uncertainty about providing the required information. Your accounting system or ERP has been designed to collect and keep your transaction information. However, can your auditor verify and substantiate the transactions or adherence to policies by matching it to your supporting documentation? If not, you need to take a system of record approach to documentation and you’ll say “bring on the auditors”.
Has anyone experienced the dad who angrily says ‘where’s my screwdriver’, because it wasn’t put back where he thought it should be. Are some of your family members more organized than others? Is one more detail oriented or creative or devil-may-care? Maybe if your house was a lot smaller, say one room, you wouldn’t have this problem.
Ok, blow that up by 1,000 work associates and think about your critical information. You can’t make that “house” smaller. No HR department can choose work associates who all think and work alike. And you can’t effectively force a single method. What can be done to give users a reasonable chance to avoid wasting time looking for that screwdriver? Or more importantly, avoid a negative compliance or audit situation.
Continue reading “You need a smaller house”
Try to remember the days of all files being on a shared network drive or all data in spreadsheets. Try to remember creating and sharing the responsibility of managing a spreadsheet. What was the largest group of cohorts that you worked with to create a spreadsheet? Is that easier now than before? If you need to go back and find the final version of that file, is it easy to do? Is it easy to share internally and externally? Do you even need to create spreadsheets anymore?
Is your world any better now that you have implemented that all-encompassing, do all solution be it ERP, contract management, collaboration, or document management solution? Is it easier to create, collaborate on, find and share information? Is there better continuity after employee turnover? What is the best solution? Is it one mega app or is it best of breed? Is simpler better or not? Better still, does what we have actually work? Let the debates and exploring continue!
Continue reading “How old are you?”
There was a time when all important company information was on a shelf or in a file cabinet. Well organized companies could be fairly satisfied that people could find legal documents in the legal department and accounting files in the accounting department. And with photocopiers and overnight delivery services, documents could even be shared. When the department appointed a czar to manage their stash of documents, it all seemed to work even better.
But we all know how the story ends. The czar retired, the company bought four other companies, people forgot the alphabet and this new-fangled computer thing arrived. Then people weren’t so happy. Documents weren’t easy to find. However, with email and the internet, documents did become easier to create and share, a bright spot. So no, file rooms are not making a comeback, not really in a physical sense.
Continue reading “Are file rooms making a comeback?”