Workflow Automation Software

Millennia Group Blog

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

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…

Why is the mustard in the fruit drawer?

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…

Technology goggles make work flow

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.

The first step is to have the people involved in the process document how the process works.  This will initially result in a small number of simple steps.  The…

Vision Influences the Purchase Decision

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…

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…

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…

Workflow Metrics, the Extra Benefit

via FlickrAll of our clients that have implemented our workflow solution have done so to improve their efficiency and profitability. However, it has become very apparent that there are significant added benefits derived from the process metrics reports that are generated. 

A quick definition of process metrics is the number and duration of activities throughout each workflow process, ie. how many completed and how long did it take. Additional measurements are possible depending on other data available within the system, such as completions by region, by person, by amount, etc.

At first glance, gathering the data and measuring the metrics seems like a big brother approach. However, when you look closely, this is a win win situation for the company and the employees and here are a few reasons why:

A win for the…