It’s time to clear away the office clutter and bring in that much needed sense of organization. Spray on a little ECM and wipe away inefficient data storage.
Small and medium sized businesses (SMB’s) without enterprise content management (ECM) systems and processes in place, organization of information is a challenge that affects everything from productivity to cluttered filing cabinets and desks to loss of profits.
One way for SMB’s to alleviate the problem is to have a fall clean up of the office and clear away the clutter and bring a much needed sense of organization. The following 5 tips will help you eliminate the clutter and bring efficiency and improved work flow.
Top 5 “cleaning” tips to improve work place efficiency…
1) Organize data and documents- Since data comes from different sources and often has different users within the company, to be accessible it must be organized and easy to reference and update. Implement a good search and retrieval system that provides instant access to information through multiple search tools for content, documents, relationship and data.
2) Automate processes- Evaluate all processes in the SMB office and measure how much time each task takes. Find a solution that automates task to improve productivity. All relevant data for a customer could be available quickly rather than requiring employees to conduct multiple searches for documents.
3) Tag all internal communications to relevant documents- Unstructured content represents much of a company’s information in the form of electronic files and documents, email, instant messages and web content. These communications need to be integrated into the overall organization plan. Any communication that affects other data should be linked so future reference will show all communications and updates.
4) Integrate planning and workflow processes with automation- A good workflow system should automate and monitor internal procedures, allow critical path processes to be assigned to tasks and information, and enhance existing processes for improved task management with multiple levels of accountability and security.
5) Centralize the management system with an effective technology solution- Don’t handle the same papers or data more than once. Create one file that can be accessed, updated, and shared from one central information management system.
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