Coworking: Where Do I Store My Papers?

Coworking: Where Do I Store My Papers?

Coworking space is a hot topic in commercial real estate. Companies like WeWork and Regus continue to lease more and more office space for the temporary use of their subscribing members. Even the GSA is looking at coworking space as a way to meet some of its space needs. However, coworking spaces can create process challenges for distributed teams and their managers. Imaging is the solution.

Statistics compiled by real estate service company JLL show the proliferation of coworking space, particularly in the past two years. The benefits of coworking office space are well-documented: few or no build-out costs, no long-term lease, tax benefits, and simplified telework. From a facilities management standpoint, coworking office space is an ideal solution to the need for temporary space.

For the occupants, too, the quality of coworking space has improved considerably since the early days when complaints about privacy and noise were common. Many coworking space providers are now reconfiguring their spaces to offer privacy pods and noise abatement.

One problem most coworking spaces can’t solve is document storage and information accessibility. Coworking offices are in the business of offering working space, not paper-document storage space. Document-dependent organizations struggle with their work processes if their teams are distributed in several widespread co-working spaces, without access to the paper documents they need.

Fortunately, there’s a solution for that: Imaging. Converting paper documents to digital documents makes those documents shareable. Distributed teams can have full access to all the information they need. Further, the converted documents are even easier to use than paper documents, since the conversion process makes them searchable – a key word or phrase can be delivered with electronic speed.

Converted documents offer a level of security and safety that paper documents can’t match, especially in a coworking environment where outsiders might have unauthorized access to confidential papers. With a database of imaged documents, managers can ensure information integrity by setting access permissions and tracking document usage.

Judging from the results of JLL’s study, coworking is going to be a significant part of many organizations’ real estate choices. If your enterprise is considering adding coworking spaces to your real estate mix, now is the time to put an imaging plan into action and add speed, security, and information accessibility to the other benefits of coworking.

 

Photo © Vladimir Melnikov / AdobeStock

Document Findability Adds Up to Profitability

Document Findability Adds Up to Profitability

Google, Bing, and all the other online search engines have raised the bar for information accessibility. We have come to expect, in mere seconds, the answers to queries that used to take many man-hours of research and compilation. Such easy access to data is a great time-saver for any business operation, and as we all know, time is money. But if your business operations rely on paper documents, you may feel there’s a lot of staff time spent hunting down data stored on paper, whether it’s a single document in a file folder, or a single sentence buried within that document. If you think it’s reducing your profitability to operate this way, you’re right.

Findability is the key to speeding up your document searches, and the best way to improve findability is to convert your paper documents to digital documents.

Imaging, also known as document conversion, is much more than creating a simple PDF. Digital e-documents are searchable and sortable. They are essentially “smart” documents, and because they are stored on a server, your data’s findability rate is as fast as a search engine. Instead of having to go look for data in a file cabinet, the data comes to you. It’s like having your own internal Google for your documents. And while Google’s documents are public, your imaged documents are accessible only to your authorized users.

Information is an asset. Likewise, your team’s time is an asset. When you improve document findability, you maximize the value of your informational assets. Your team is able to get vital information quickly, and everyone remains focused on your organization’s primary mission, with all the assets – information and time – working together to increase throughput. And as economists tell us, increased throughput will lead to increased profitability.

Findability could be your success tool to improving productivity and profitability. A document organization specialist will help point you to the right system for your enterprise.

 

Photo © pablocalvog / AdobeStock