National Office Systems (NOS) is a minority-owned business with 8(a), Minority Business Enterprise (MBE), Disadvantaged Business Enterprise (DBE), and Small Business Enterprise (SBE) certifications
Paper Isn’t Dead, but It Is a Productivity Drag

Paper Isn’t Dead, but It Is a Productivity Drag

The more times a document is touched, the greater the loss of productivity.

In our personal lives, paper is usually a passive form of information media. Paper documents such as wills, deeds, and birth certificates are carefully filed and only rarely accessed. Productivity isn’t really a consideration.

But in business, paper documents operate differently. Paper is a highly active medium in any paper-reliant organization, going in and out of file cabinets, across desks, through many hands.

Paper-based processes kill productivity in three ways:

  1. Movement – Inputting information by hand (a form, for example), and walking a document from one place to another (an approval process , for example), all happen at human speed. And if the recipient isn’t present to immediately handle the document, or the document travels via the USPS or another carrier, the process becomes even slower.
  2. Loss – DeLoitte & Touche have calculated that the average U.S. manager spends 3 hours per week looking for lost documents. That’s roughly 150 hours per year, per person, in lost productivity.
  3. Security – It is estimated that 70% of businesses would fail within 3 weeks in the event of a catastrophic loss of paper records due to fire or flood.

The explosive growth in work-from-home (WFH) adds a fourth productivity challenge. WFH staffers need access to papers locked away in the office. When staffers travel to the office, the commute time translates to lost productivity. And when documents are taken out of the office, there’s an increased security risk. 61% of data breaches in small businesses involve paper. Productivity plummets while damage is assessed and repaired.

The solution to paper’s productivity-killing tendencies is digital:

  1. Digitization (document conversion) of paper documents creates secure, accessible, searchable digital documents. Instead of moving at human speed from one desk to another, imaged documents move at near-instantaneous internet speeds. Imaged documents never get lost under a bookshelf or left in the copier. Usage authorization is managed and monitored for improved security, giving remote workers the access they need to be productive.
  2. Enterprise content management (ECM) software helps businesses move many of their paper-based processes to a digital format. Documents originate digitally, and remain in that medium throughout all operational processes. Errors are reduced, and, like imaged documents, these digital-origin documents move quickly and safely through the pipeline.

Even when businesses convert to ECM, however, paper is still generated. Signatures may be added, hand-written revisions can be made, notes may be added. An digitization program works alongside an ECM system to preserve a record of those document outputs, in digital format. Can your business gain efficiency and productivity by going digital? If you have paper-based processes, the answer is Yes.

 

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Service-Sector Organizations, This Technology is for You

Service-Sector Organizations, This Technology is for You

RFID – you know it as an inventory tool for the retail and logistics sectors, but this robust technology offers benefits to businesses in the service sectors, from finance and law to healthcare and education. If you think your enterprise couldn’t benefit from RFID, think again.

Here are a few of the ways RFID makes your professional practice, your hospital, or your educational institution function better, faster, and more cost-effectively:

  • Asset Tracking – Ever notice how there are never enough chairs in the conference room? Furniture, laptops, and other work tools have a way of wandering from their assigned locations. RFID tags tracks the location of these roving items, as well as providing information on their age and condition. Office and facility managers can easily identify aging furnishings that need repairs or replacement, and pinpoint the location of every physical asset. Plus, when inventory time comes, the RFID system can deliver a customized report listing the assigned value of each item currently in the facility, making financial reporting quicker and simpler. What does it cost your business to update capital inventory records by hand?
  • Personnel Tracking – In busy public settings like hospitals or schools, knowing the location of key personnel can save time, or even save a life. RFID-enabled personnel badges keep track of people’s movements and current whereabouts so no time is wasted when someone is urgently needed. RFID personnel badges work with an institution’s security system to manage access to restricted areas and maintain safety. And in emergency situations, an RFID system can tell first responders who is inside and where they are. What is the dollar value of that security and safety?
  • Document Tracking – We always advocate converting paper documents to digital documents via a well-planned digitization program; imaged documents are secure, shareable with teams, and save the real estate costs of large file rooms. But in many offices there are documents that need to be retained as paper even if they have been imaged. Paper files are easy to lose or misplace (one of the advantages of digitization), but with the addition of small, inconspicuous RFID tags, the location of a file can be tracked throughout a facility. Doorway RFID readers monitor the movement of files from one room to another, and files can be located with a quick look at the tracking record. PricewaterhouseCoopers estimates an average of 25 extra hours to recreate a lost document; how much would that cost your business?

Keep in mind that RFID, unlike bar codes, doesn’t require direct sight lines to record and track business assets carrying RFID tags. Once items or personnel are assigned their unique RFID tag, doorway readers track their movements automatically as they pass from one room to another. And inventory updates can be as simple as walking into a room and pressing a button on an RFID reader to collect data on all the capital assets the room contains; no need to look through cabinets and underneath furniture to find bar code IDs.

RFID systems come in many shapes and sizes, and can be scaled up or down to suit your organization’s needs. When you start adding up the costs of lost documents, lost equipment, and lost time, it’s clear that you shouldn’t miss out on the benefits of RFID.

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Is Your Office Half Full? You Need Hybrid Workplace Technology

Is Your Office Half Full? You Need Hybrid Workplace Technology

Office data tracker Kastle Systems reports that U.S. offices are now half full of employees – 50.4 percent, to be precise – compared to pre-pandemic occupancy. Many experts predict that this is as good as it’s going to get, in employers’ return-to-the-office goals. Stanford University economist Nicholas Bloom, who studies the evolution of flexible work, says, “Office numbers have flat-lined.”

The pandemic taught us that many jobs can be performed remotely, or with only part-time in-office hours. The Great Resignation showed that employees really, really like remote work, and want a high degree of flexibility in their in-office schedules. Even jobs that aren’t traditionally considered as off-site positions are now being modified, with many heads-down tasks being handled outside the office.

Interestingly, some of the push for returning to the office is coming from young workers newly entering the workforce. They feel a lack of the mentorship and team connection that comes with full-time remote work. Like many more-seasoned employees, these novices like a hybrid schedule that lets teams determine when they all need to be in the office, giving them both face time and flexibility.

Some large employers continue to push for a return to full-time in-office, but they are definitely in the minority. The majority of U.S. offices are adapting their workflows and personnel management to hybrid.

Now new technology is springing up to manage the communication, scheduling, and information management needs of the new workstyle. However, if you’re organizing hybrid workflows in your office right now, there’s no need to wait for new tech to come online when there are already robust tried-and-true solutions.

  • Document ConversionInformation on paper documents is nearly impossible to share when team members are in more than one place. While they may be assembled in the office one or two days a week, they may need to refer to those documents when they’re out of the office. Document conversion transforms paper-based information into secure, searchable, remotely accessible digital information.
  • RFIDAs employees come and go between office and home, so do an organization’s assets – laptops or research materials, for example. RFID tags and doorway readers keep track of these assets as hybrid staffers take them in and out of the building.
  • Smart LockersNo one shows up at the office empty-handed. With so many hybrid workplaces using hot-desking rather than assigned workspaces, people need secure storage for their personal items. Smart lockers can be remotely reserved and managed, creating a solution for staffers’ stuff as well as providing an aesthetically pleasing design feature.

Hybrid is here to stay, with all the management challenges that come with a new way of doing business. Talk to a storage technology consultant and take full advantage of the supportive tech already available. No matter how many people are in your office on any given day, these solutions will help your operations transition into the new hybrid reality.

Photo © Victor Zastol’skiy /AdobeStock

Choosing the Right RFID System for Facilities Management

Choosing the Right RFID System for Facilities Management

Automation technologies, according to McKinsey Global, can be applied to 64 percent of data collection and 69 percent of data processing. The more data-heavy an operation, the more it benefits from automation.

If you’re a facilities management professional, you deal with a lot of data, a vast number of physical assets from furniture and art, to tools and materials. Maintaining an inventory of all these assets is a labor-intensive, error-prone task if each individual item has to be physically located and manually counted. Far faster and more accurate than manual methods, RFID is an ideal automation solution for asset management.

You may be considering adding RFID to your other automated systems. But moving from a manual system to an RFID system can feel very risky without any guidelines to follow.

John Rimer, writing in FacilitiesNet.com, outlines the steps to choosing the best technology for facilities management, including asset management systems. His roadmap recommends:

  1. Identify the stakeholders – senior management, human resources, finance, and end users – and determine the impact the asset management technology will have on their work. Ideally, everyone will benefit from the new technology.
  2. Examine the workflow for your facility’s asset management, and look for problem areas. Are there duplications of effort? Inaccuracies? Incomplete communications? Safety issues? Then, define your target workflow, one that asset management technology can help to achieve.
  3. Develop system requirements that fit the target workflow needs. The primary need for your workflow may be quantities – quantities on hand, or in use, or expended. Or your workflow may be oriented toward location – where assets are located in any part of your facilities. Your RFID solution should be designed for your specific workflow.
  4. Research potential providers by talking to colleagues, attending industry conferences, and talking to third-party experts. Set specifications for your ideal vendor – areas of expertise, years in business, product lines, etc. – and create a short list of vendors who fit your requirements.
  5. Solicit proposals from the vendors on your short list, including your goals for the technology, and a detailed scope of work. Remember: the lowest bid isn’t always the best bid, and a bargain price may be masking a lack of functionality or robustness.
  6. Interview top candidates, and give them a “script” of several tasks which their technology should be able to solve. Then observe a demo of their solution for these tasks, looking particularly for ease of use, flexibility, and intuitiveness.
  7. Negotiate the contract with the successful candidate, and work with them to develop an implementation plan.

Key takeaways from this roadmap:

  • Determine your organization’s unique needs.
  • Define and quantify the benefits to the entire organization.
  • Choose the best vendor to meet your needs now and in the future.

Your FM operation is one of a kind. The ideal RFID technology vendor will be willing to consult with you to determine the best system for your workflow needs and the stakeholders’ goals, prior to any sale. Choose a vendor who can customize the technology to fit your unique needs, one who will stand by you, and stand behind their products, for the long term.

 

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