Working From Home

Working From Home

As we head into 2021, many employees will have worked from home for nine months with no real date of when they will see the inside of their office building again.  Not only have organisations had to manage people working across multiple locations, but organise hardware and software to ensure work can continue as near to normal as possible.

According to the BBC’s Future Forum research of 4,700 knowledge workers, the majority never want to go back to the old way of working. Only 12% want to return to full-time office work, and 72% want a hybrid remote-office model moving forward.  Is your organisation in a position to offer this flexible working?

Cost effective cloud-based solutions

This year has shown that if anything is going to slow down production, its inadequate technology.  Processes that could once be done seamlessly in the office needed to be replicated in a home environment.  Poor VPN connection, no accessible or centralised documents and processes that fall down when paper can’t be passed between departments has made this difficult.  This is where a cloud document management system can help.

Cloud based software can be used remotely to streamline processes and create automated workflows.  Working in the cloud means problems with internal networks are eliminated and employees can work at the same pace from any location.  A cloud based model can also be more cost effective and means there’s no need to make large investments in new hardware.  It’s suitable for organisations of any size, across any industry and is scalable depending on your requirements.

While working from home compliance issues could arise through data mismanagement, problems with document version control or duplication of effort.  Having the right tools in place to ensure guidelines are followed, minimises risk and provides full process visibility needed by management. Our cloud based solutions have high levels of security, offering strong user authentication, multi-level access control for documents, 256-bit encryption and HTTPS data transfer.

If your organisation is looking to offer its employees continued or enhanced flexibility as we move towards next year, look into the benefits a cloud based document management system could bring.

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The Pandemic will bring changes

It is nearly a year now since the UK went into lockdown, although we have had a few breaks in the summer where restrictions were loosened, we are now back to where we were before, with the hope that the vaccine will give us hope that life will return to normal around Easter. However, realistically most medical experts believe the summer will be a time when normality may start to come back.

The big question is what does this mean for business? At the start of the lockdown companies reacted as best they could. Employees were instructed to work from home and the government gave help with a wide range of support including notably the Furlough scheme and bounce back loans. This position has been extended but will business be the same when normality begins to take place.

Predicting the future is difficult especially when the business environment is turbulent. Many companies are on their last legs and others are planning how they can gradually manage to restore their position with the years ahead. Will the office look the same? will people start to go back to work from the office again on a full-time basis?  do companies want to retain large offices? and how are business going to work in the future, all leading questions that need to be considered.

Looking at how many people have adapted to working from home it looks like there will be some long-term changes even if we do return to some form of normality in the summer and this is where we need to consider making changes now to manage the position in the future. A strong competitive business has the ability to communicate internally and externally effectively and one area since this pandemic has taken place is the issue of communicating internally. With all the business processes from the accounts department, human resources, sales, order processing, sharing information across different departments, working on projects together collectively, storing information and accessing documents has been difficult. Yes, the Cloud has been a great help, although the biggest issue is finding all the information in one place, working on projects together, sharing and accessing information. Another area that has become a headache is compliance and security and although information is held in the Cloud it does not mean that the information is secure and compliant.

With the cost of running the business and survival being of utmost importance many companies are now looking at ways to reduce operating costs whilst maintaining productivity and having a competitive edge in the marketplace. Investment in the IT infrastructure has never been more important and many companies are looking at a Document Management system to streamline the business to make it far more competitive, as well as linking all their systems together, meaning information is available at a touch of a button, business processes are streamlined, ensuring that business processes are speeded up and the requirement for office space and employee resource is reduced, cutting the costs dramatically for the business and making the company more competitive with plenty of room for controlled growth in the future.

If you would like to look at ways of streamlining your business, whilst improving all your internal business process, then perhaps its time to look at our Document Management software it will put your business back in the driving seat for now and especially the future.

Easy Searching

Easy Searching in DocuWare

Finding information either hard copy of electronic can be an absolute headache across different locations. Look at this you can find a document in seconds by a touch of a button on your pc or a mobile tablet or phone, anywhere in the world, amazing. If you want to learn more please get in touch.

 

Difficult times are ahead in Business

Difficult times are ahead in Business

Guy Fawkes tried to bring the country down on the 5th November 1605, the COVID Pandemic is more likely to bring this country to its knees in 2020/2021

Since March, companies throughout the UK have had to make some rapid decisions on how to cope with the immediate effect of this COVID pandemic and how they can operate and, more importantly, how they can survive.

The government came up with several very helpful support packages to help us get through the lockdown and since then we have been employing a number of these schemes to keep the business afloat.  As a number of these schemes are coming to an end in October the big question now is, where do we go from here?

We talked about the new normal with people working from home. Initially, financially for companies this looked an ideal solution to cut costs and continue operating and great for the employees as they did not have to commute and could work flexible hours. In some cases, this has actually been really beneficial for everybody.  Sadly, in other cases, people have found working from home has its distractions, as well as issues communicating properly internally and externally and has had a detrimental effect on the business.

Many businesses now have time to reflect. Initially, they reacted to the immediate issues threatening their livelihoods and put in tools to manage the position. Now, with a second lockdown looming in November, is this pandemic going to cause greater disruption than Guy Fawkes ever could by blowing up parliament?

It’s time to look ahead, respond to the position, accept that we are going to be living with this problem for quite some time and look at how we are going to operate in the future.  What plans, business tools, cost cutting, and employment decisions need to be made to keep in business?

The major costs that spring to mind are the office rent, the wage bill and office operating costs. A number of these costs can be difficult to cut as there are long term agreements in place. However, there are several other hidden costs that can be reviewed and, in many cases, can provide valuable income back into the business.

One area that you can look at immediately is the office operating costs and, if you are having to sadly make redundancies, you need to look at technology that can help manage the new position. This can be in areas such as unique software that provides full document management, meaning information is available at a touch of a button with full security and compliance or internal leases like office equipment that could be refreshed at much lower rates and more suitable for your future operating requirement and needs.

Where is there help?

Our business, Document Workflow Solutions, was set up in a joint venture with Xerox UK to help companies see the future and adapt to the changes companies are confronted with, as well as providing unique and valuable business tools that will cut costs, increase business efficiency and help provide a very competitive edge in your market place. If this is something your business wants to look at, we are happy to provide a free office audit and look at all your document costs and processes.  We have been very successful in helping many organisations make at least 30% savings and, in many cases, even greater cost efficiencies.

Working from Home

DocuWare as the Ultimate Lockdown Tool

 

With the present situation meaning more people are working from home than ever before, the need for offices to go paperless has become an urgent issue.  Doing this efficiently can, not just allow people to work from home more easily and protect the environment by reducing wastage, but also help people access the documentation they need quickly, easily and in a way that protects all the important data from prying eyes or identity thieves.  Our DocuWare system not only makes homeworking much more efficient and productive, it has the following benefits too:

Enabling Teamwork

Working together while you’re apart is always a conundrum for businesses with people working from home and now that everyone is working from home, it’s a problem that simply has to be overcome.  With DocuWare, it’s very easy for the whole team, no matter where they are, to have access to the same documents without the need to email files which isn’t very secure and often ends up with different version of documents flying around and everyone getting in a pickle.  Documents are just there for everyone to use when you go paperless with DocuWare.

Saving Space

Because DocuWare is cloud based, you don’t just save space in your office by not needing to have lots of filing cabinets to store your paper documents, you also don’t take up space on your servers by storing them on your own computer network.  This means they’re quicker to access and you don’t risk slowing down your network with people downloading documents from it.  By switching to a cloud based system like DocuWare now when everyone is forced to work from home, you get to keep these benefits when the lockdown is over so you can save money on storage space for paper documents and servers as everything is getting back to normal.

Smoothing Processes

Being cloud based means there is no work you need to do to maintain or repair any issues with DocuWare.  There are all kinds of redundancies worked into the system so it always runs smoothly and you don’t have to worry about updates etc.  It also helps things to run smoothly by incorporating features like an app that allows members of your team to scan documents very quickly with their phones and add them to the system.  Additionally, DocuWare has electronic signature capacities which are very handy for contracts, quotes, etc. when it isn’t possible for contacts to be there in person and the postal service is too slow and unreliable.  Having all these features doesn’t just make things possible that would otherwise be difficult in the current situation, it improves efficiency, data security and productivity all round.

The ability to put everything together at a time when everyone is being kept apart is what makes DocuWare so useful at the moment but it can also help businesses to run more smoothly, save space, time and money and be more secure in their processes when things are back to normal.  Implementing this type of cloud based systems during lockdown could be one of those things that helps you to drive forward into the future with your business when it’s all over.  To talk to us about how DocuWare could help your business, call 01444 462980 or email info@dwsl.co.uk.

Translating documents through your printer

Translating documents through your printer

Getting a document translated into other languages can be time-consuming and manual depending on the resources you have available. Even when using an online translator, it can take time to ensure that the final documents are accurate.

Having a way to translate documents easily and quickly is a game-changer for those that often need information in different languages for different audiences, whether it be internal communications with other global offices or creating content for your global audience.

The Xerox® Translate and Print App utilises state-of-the-art technology to provide instant, machine translations via your Xerox multifunction printer (MFP).

This means you can scan a document, choose one of 44 languages and then get an instant, accurate translation of the document in your chosen language. Further still, powerful OCR capabilities can automatically convert non-editable documents into an editable format for additional translation edits, if needed.

Here’s how it works:

Step One: Log into your Xerox MFP and select the Translate and Print App

Step Two: Select the source and target language (i.e. source: English – Target: Spanish)

Step Three: Scan in the source document

Step Four: Receive the translation draft as either a printout and/or via email

Find out more in the video: