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saving time

Seven ways software can reduce your workload and save you time

In the modern workplace there never seems to be enough hours in the day to complete all those important tasks. And if you don’t have your business systems configured correctly, the problem is exacerbated.

According to a report into UK productivity published last year, 57% of office workers spend a staggering hour a day looking for missing documents while a depressing 20% admit to having to recreate documents they couldn’t find.

This situation leaves over half of workers (56%) feeling overwhelmed.

Intelligent Technology

There is, however, a solution that we call Intelligent Technology. It involves tailoring existing systems to suit the day-to-day operational needs of a business, improving productivity and profitability, and giving you back valuable time.

Here are seven ways Intelligent Technology can help you in your day-to-day work:

1. No more filing

Many of us spend at least part of our time filing pieces of paper – in some  cases this can add up to several hours per week.

For standard documents, such as invoices, delivery notes or Word documents, software can now learn where to look for the data and file them automatically. This removes dead time and allows people to become more productive.

no filing

2. Document retrieval

Once a manual document has been filed, retrieving it is a simple process…… that is, it should be – assuming it’s where it should be. All you have to do is go to the filing cabinet or cupboard, find the relevant folder and you have the document. However, using electronic document management, this can be done quicker, meaning you can find the document before you’ve even had time to get to the cupboard.

3. Deadlines

We all have tasks that need to be completed within a certain time.

Using Intelligent Technology these will automatically appear on a webpage or in your Outlook task list – giving you a clear view of what needs to be done by when. What’s more, you can assign the task to someone else, if it’s more appropriate, and the task will be automatically added to their list. All tasks can also be viewed by a line manager to ensure all work is kept on track.

4. Document tagging

We normally file documents in folders on our server or PC and then retrieve them by folder and document name. But Intelligent Technology lets you tag a file with a number of different labels, such as customer or project name, document type author or site.

In fact, you can tag a document with pretty much anything you can think of. Any of these labels can then be used to view and retrieve all documents.

5. Search

Alongside tagging, Intelligent Technology makes searching for a document easier and quicker. Searches can be carried out by title, part of the tile, or by using any text contained within the document. Once you get the search result back you can filter further by factors such as date range and author.

It’s like having a Google search on all the documents contained in your system.

search

6. Workflow

Preparing proposals, signing off invoices, allocating costs codes to deliveries – we all have instances where we need to collaborate on documents. Intelligent Technology handles all of these effectively and efficiently – and offers a complete overview of where any particular document is and who is responsible for the next action.

7. Working remotely

One issue with working remotely is that you cannot see or file paper documents. With a simple scanner, and these days even a mobile phone, Intelligent Technology lets you file and retrieve paperwork in exactly the same way as if you were in the office.

Want to streamline your business IT?

Call React now on 01394 387337 or contact us