Features to Look for in Your Paperless Software

If you’re thinking of going paperless, prepare to enter a world swarming with features. Which paperless features are important? Which aren’t? What features does the best document management software have? Ideally, you want to find a solution that meets your basic requirements but doesn’t burden you with a lot of expensive features you’ll never touch.

From our experience interacting with clients, we find that the following are the most important features to most small businesses. These features should be considered “must haves” if you want to have a smooth and seamless transition to a paperless office.

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Where Do I Begin Scanning Documents?

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One of the most common questions I have gotten over the past decade working in document management is “What is the best approach to scanning our old files?” There are three different approaches you can try that will help you stay organized while converting your documents and going paperless.

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6 Tips to Maximize Business Productivity

Do you want to ramp up your business productivity, increase work output among your employees and improve your workplace efficiency? If yes, this article is for you.

Business productivity is not merely about purchasing the newest technology or hiring awesome talent. It is more about making the most of the resources available to you.

If you want to increase your business’s productivity, start by doing the following …

Delegate Your Less Important Tasks

You should not have to do everything in the workplace. Follow the 80/20 principle. 80 percent of your results will come from the most important 20 percent of your tasks. So take those on yourself, then delegate the remaining 80 percent of your tasks to subordinates, or outsource them.

This will go a long way in helping you achieve more, as well as become more productive. Since your energies are focused, your time will be more productive on the tasks where it matters.

Set Deadlines and Stick to Them

Multiple studies have shown a correlation between writing your deadlines on a piece of paper and your brain’s ability to achieve them.

These studies show that when you set a goal, your brain automatically focuses and tries to achieve that goal within the stated timeline using the information it has available. So, set those goals, break them down into manageable units that will make achieving the goal easier, and write down deadlines for each piece.

Work in Time Blocks

If you have not heard of the Pomodoro technique, you probably have not been as productive as you could. This involves setting a timer for anywhere from 25 to 35 minutes then doing focused work until the bell rings. Now take a 5-minute break, then repeat. After doing this work/break period four times, take a 15 to 20-minute break. If you work in time blocks, you will find that you get more done than if you try to work in long, extended stretches.

Eliminate All Distractions

All workplaces have distractions. The trick is knowing what to do to eliminate those distractions. If you are working in your office, something as simple as closing the door and putting up a “Do Not Disturb” sign or instructing your personal assistant to hold all calls will do.

If you are working in an open space, however, it is imperative to look for ways to minimize distractions. For starters, turn off your internet and put your phone in airplane mode (or if you need to receive calls, turn off all of your notifications). Put on a noise cancelling headset to block out all noises. Then get to work. You’ll achieve more without these distractions than with them.

Avoid Meetings or Hold Standing Meetings

Meetings must be avoided where possible. However, when you cannot avoid the meeting, try holding a standing meeting. Standing meetings help you get to the point more quickly. Many employees point to meetings as the chief time waster in their organizations.

If you can’t avoid meetings and a standing meeting isn’t feasible, try to minimize the frequency of meetings. For example, limit a required meeting to one 30-45 minute session per week. If there has to be a follow-up meeting, invite only the individuals crucial to the meeting and send out a memo to other employees.

Go Paperless

Often, many hours are lost in the process of looking for lost or misplaced documents. It’s not uncommon to spend more time searching for a document than extracting the necessary information from it. Change that by simply going paperless. Rapid file navigation and almost-instant document search will put the information you need right at your fingertips. Multiple this small amount of time saved by the number of documents you look at a day, and you’ll see some significant productivity gains.

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Garnering the Best Performance from Your Employees

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Every business owner, supervisor, and manager knows that an effective company does not simply happen. It takes the best efforts of everyone in the company. Managing employees is not an easy feat and learning how to do so can take some time. Here is a guide to help you manage your employees and run a successful business.

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Ways You Are Messing Up Your Paperless Conversion

We live in amazing times. Business in 2015 is conducted in a way that wouldn’t have been imaginable a scant 20 years ago. Technology has allowed businesses to operate without having to churn through entire forests of paper every year. It has also sped the dissemination of information to unbelievable degrees and allows a document created in San Francisco to be viewed by a client in Beijing within seconds of creation. Compare this to what we had to work with at the start of our own lifetimes, and one cannot help but wonder what the future will hold.

However, we must temper our enthusiasm with a healthy dose of reality. Technology is the result of science, not magic. As anybody who finished high school knows, science is a slow, methodical process of proven methods, and technology demands the same to work for you. If you are converting your office to a paperless office and expect an overnight transformation, you are going to be disappointed. Here are some of the ways you might be sabotaging yourself when you attempt to go paperless.

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Selling Your Boss on Paperless Conversion

For years, you have been drowning in a mountain of paperwork. You have lost count of the number of documents you have printed, written on, scanned, shredded, mailed, filed, and lost. In fact, you are pretty certain that your office has single-handedly leveled at least one rain forest in its demand for paper. Furthermore, you keep wondering who still conducts business in this manner now that it’s 2015. People have built flying cars and personal jet packs, and here you are conducting business by pressing a stick full of ink to processed wood pulp.

It is time to convert, but the budget is not entirely in your hands. You have to be able to justify the expense to your boss. So how do you sell them on a paperless conversion? The following tips should help make your case.

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5 Ways to Improve Your File Management Strategy

File and document management are an integral part of the business process. It is the systematic organization of files and documents in a manner that encourages productivity, efficiency, the delivery of quality service and products, and increases business output.

If you have been a victim of missing documents and files at work, then you know what that loss cost you. It is always satisfying to locate a file when you need it immediately.

If you find yourself frequently losing essential files when you need them the most, the following tips should help you improve your file management. Thus, you can spend your time on more important business activities instead of hours every week looking for missing documents and files.

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Ensuring Quality Customer Service by Going Paperless

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Paperless storage is fast becoming a staple for many businesses. The benefits that paperless can bring to a company, like increased productivity and efficiency, are well-known. There is another area we rarely consider when we talk about the benefits of a paperless office: customer service. Read any Yelp review and you will find that the single largest influencer of a customer’s reaction to a company and, as a result, the one factor that can make or break a company’s reputation is customer service. Here is how a paperless office can help you achieve your goal of improving customer service.

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New and Smart Alternatives to Paper

Office space and office work, when first envisioned, were based on the widespread availability of paper. Starting with the late 1800s, the efficient, cheap production of paper opened new horizons for companies and organizations worldwide. Offices were stacked with piles upon piles of paper – documents, records, registers, books, bills, notes and any other media imaginable. Newspapers, magazines, and other media outlets blossomed, many reaching a circulation of millions every single day. Paper has changed our society profoundly and made information readily available for everyone. However, the heyday of paper, at least how we see it today, has passed. The times are changing, and now we must embrace the new and smart alternatives to paper, which are quickly gaining ground in both the public and private sectors.

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Time Wasters!

What Time Wasters are Killing Your Productivity?

Inefficiencies come in all sorts of shapes. While we can’t help you solve all of them, we can help you with a big one: paper waste. And when we say paper waste, we’re not talking about wasting paper (exclusively), but how much time you waste on paper: printing it, sorting it, filing it, hunting for it.

It’s time to try the paperless solution that’s got everyone talking: FileCenter. FileCenter is simple yet powerful desktop software, designed to help businesses, professionals, and home users scan, organize, edit, convert, OCR, and find files … effortlessly.

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