Workflow Automation Software

Millennia Group Blog

Captains of Industry are Building Conglomerations

via Flickr HRP2911I heard a story about how there is a push to bring the “Hipster” crowd to Eau Claire Wisconsin, a family oriented, affordable, city of 150,000+ in Northern Wisconsin.  My first response was that with current technology, people can choose to live wherever they want, so why not Eau Claire.  Having this opportunity is not a new concept and in fact, people working remotely is very commonplace already. 

However, what it brought to mind was that it’s not just your remote employees that you need to plan for these days.  Today some portion of your business process may be outsourced and you need to plan for those workers as well.  Where are those workers and how will they be included in the process?  How does your technology support this new conglomeration?

Who is part of your…

Want better software ROI? Hug a risk taker.

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. 

I heard someone say the other day that they would try the new application – “why not, I can’t break…

Lost Document Cost? – The Search & Wrong Answers

via Flickr - Dru KellyWhat is the cost of a lost document?  There are two components to the cost regardless of the document being either lost or just misplaced. 

One component is the potential cost that a decision is made or action taken with incomplete information and there are negative consequences.  For instance, if a contract is lost, one party to the agreement could take advantage of the other party.  This situation might occur even if a replacement document could be obtained, but maybe not in a timely manner.  Therefore, the employee makes a decision based on what they remembered.  We call this the “Oh Sh&#” cost because it usually doesn’t get noticed until it is a surprise, and its usually a bad surprise.

Another component is the cost to try to locate the document.  Some amount of time is taken…

When Is Automated Workflow Justified?

There are dozens of processes that every employee must participate in during the typical work week. Review the budget, create the report, enterVia Flickr by Ian Carroll the new contract. When does it make sense to automate that process?

If the process happens every day all day, yes, automate it. If the process is complicated and prone to errors, yes automate that. What if the process only happens once a week or once a month? Let’s look at a few other key reasons to automate.

Having a flexible solution might help grow the company by attracting new business or expanding in a current area of focus. For instance, if a process requires a special skill set but those employees are difficult to hire, having a cloud based workflow might allow you to offer a work from home…

Active vs Final Documents – Co-habitation?

Via Flickr - Stuart BassilA technology issue that companies deal with on a regular basis is using one application for managing active or working documents and a separate application for the archived or final documents. Active being defined as documents in the creation or working stage and final being final or executed.

This situation exists because of how and why these documents are created, accessed and shared. Certain employees are document Creators and others are document Users and their needs are very different. The Holy Grail is one application to manage both. The reality is you need two applications. Let us explain why that is not a bad thing.

Speed and flexibility is demanded by the document Creators. The Creators just want to get their job done and get it done quickly. But that…

It’s Tax Day – Do you know where your Supporting Documents Are?

IRS Publication 4837, otherwise known as “Achieving Quality Examinations through Effective Planning, Execution and Resolution” published by the IRS Large Business and International Division, indicates that it would be wise to have supporting documents readily available when audited.  Because you want to defend your position and you really don’t want the cost of responding to the audit to be greater than the potential tax impact.

The IRS will make Information Document Requests (“IDRs”) to support claims made on any entities tax return involved in an audit.  Various types of documentation support revenue recognition and expense claims.  It is highly recommended that this documentation being organized, accessible and easily reproduced – sounds like a perfect scenario to justify an electronic document management system (“EDMS”).

Some types of documents that support revenue recognition are contracts, leases and licenses.  To support transactional events like…

Do we really need a Secretary of the Future?

Via Flickr by Maurizio PesceThere are plenty of references in our daily lives to the future and yet, somehow, we don’t always spend time to really consider the future. Songs refer to the future, books refer to the future, so do TV shows and movies, the news and much more. Even the Government is now talking about a Secretary of the Future.

In fact, it may be very useful for all of us to spend a little time each week to consider the future. Not the dreamy type future, but the realistic future that is occurring right before our eyes. For instance, will you need a pen ten years from now or will every contract be signed digitally? Amazing how a simple thought like that can set a process of critical thinking in motion.

Try this to start focusing your…

Fear of change is okay, if it only lasts 5 minutes

In a past era processes were set in stone. Assembly lines were created and they ran for three shifts a day year after year. Big mainframes were programmed and some of those programs still run today. Change was slow and methodical for both consumers and businesses.

Today, manufacturers and businesses of all types are struggling to meet the new era’s requirements and challenges including personalization and on-demand. The only way to manage in this environment is to have a workforce and applications that embrace and smooth the way for change – in 5 minutes or less.

Unfortunately most employees, even younger ones, fear change. The fear comes not only from having to learn something new, but also from a break in routine or loss of time. With the crazy busy schedules that most employees have…

Do you need Sherlock Holmes or Martha Stewart?

We have heard it from nearly every company that we have come into contact with over the past 20 years – “the entire office was recently consumed by the search for the Pensky file”. Most likely 15 to 20 years ago they were absolutely referring to a paper file. Now this reference is to a digital file, which in some cases makes it even harder.

If finding documents in your document system (SharePoint, network folders, Box, etc.) is painful and time consuming, you could call Sherlock Holmes or try to reorganize the files with the help of Martha Stewart. Reorganizing is of course the better approach and therefore, you should take some time to learn about Taxonomy.

According to Webster’s, the definition of Taxonomy is “classification; especially: orderly classification of plants and animals according to…

Poor Man’s Business Intelligence

During a recent lunch conversation a comment was made about the great benefits of business intelligence (“BI”) – a tool used to connect lots of information dots to generate useful data. However, that was quickly followed by a second comment about the often failed attainment of those benefits. The culprit seems to be bad or incomplete historical data, ie data stuck in documents or inconsistently entered data.

Another discussion at this lunch centered on co-tenancy, a complicated topic that impacts the commercial real estate industry. As an example, a co-tenancy clause could allow one tenant to reduce its rent if another, typically significant, tenant exits the property. The significant tenant is a draw to the property that benefits other tenants. So how do these two topics…