WFH (work-from-home) was an unwelcome mandate for many businesses until they began to see the reduction in operating costs. Global Workplace Analytics estimates savings of $11,000 per year, per employee, just for part-time work-from-home. Full-time WFH represents even greater savings. It’s no surprise that Facebook, Twitter, Morgan Stanley, and other major companies are opting to keep WFH in place permanently.
But are these businesses going overboard with the WFH perks? Many are providing computers, tablets, telephones, and broadband service to their work-from-home staffers. Some are providing office furniture. Google, for example, gives its WFH employees $1,000 for home-office setups. Others even offer meal deliveries for lunch meetings that used to take place in person but are now on Zoom. The employer-hosted Zoom “happy hour” is widespread.
It all sounds like an overly generous perks package. When you look a little closer, however, those so-called perks are almost no different than the standard productivity tools which businesses would provide in an office setting. In fact, some organizations are sending complete workstations from their offices to employees’ homes. This could be an asset-management nightmare if not for RFID tags which track each electronic device, each chair, and each desk that leaves the office. These businesses can then reduce their office size, and the overhead that goes with it, without disposing of excess furnishings.
Most important, organizations successfully making the change to WFH are ensuring that their employees have remote access to paper documents stored in the business’s offices. Retrieving the paper documents would create an unacceptable security risk. Instead, these businesses have imaged their paper documents, creating a secure digital database of informational assets.
Imaging converts paper documents into secure, searchable digital documents. Remote workers access the digital documents from their home offices via employer-provided high-speed data connections, on their employer-provided laptop, seated in their employer-provided chairs at their employer-provided desk.
It’s a win for everyone: WFH staffers have the tools to get the job done, and businesses continue to be productive while enjoying the benefit of lower operating costs.
Studies have already shown increased productivity rates achieved by WFH. Forbes cites several reports of 35-40% productivity improvement, with an output increase of 4.4%. Engagement and retention are also improved – another cost savings. WFH may have started out as an imposition, but with the right productivity tools, its benefits are here to stay.
Now that businesses are cautiously reopening, RFID is being deployed in the form of wearables that help employees maintain social distancing and stay safe in reopened workplaces.
In the U.S. and Europe, RFID suppliers are creating bracelets and smart watches with embedded RFID chips that alert users when they are too close to one another. Ford Motor Company, for example, has been testing an RFID wearable in the factories where it produces ventilators and respirators. Workers wear an RFID-enabled smart watch that vibrates and issues a color-coded warning whenever they move too near.
The watches also send social-distancing data to supervisors so they can modify workflows for better distancing. Further, the data provides supervisors with workplace contact tracing. If an employee becomes infected, other employees who have been in contact with that person can be identified for testing.
A spokesman for Italian RFID tech company Engineering points out that RFID’s proximity and contract tracing technology lets businesses isolate only the infected workers and their contacts, rather than all the employees. If only a small percentage of employees have to be pulled off the line, production can continue with little or no interruption.
Employees at many companies are teleworking to reduce their risk of infection. But even when telework is enabled by document imaging and digital asset management, it isn’t practical for every type of enterprise. Manufacturing, scientific research, logistics – these all require workers to be in the same place at the same time. The “new normal” is going to call for new ways of doing business and new applications of existing technology.
RFID is a mature, robust technology, a proven risk reduction tool for asset management and security. This same technology can be applied to a different kind of business risk: an infected workplace. RFID is easy to adapt for the socially-distanced workplace. As RFID is protecting your staff, it’s also protecting your business from additional production slowdowns. RFID is part of the solution for a safer workplace during reopening, and into the future.
Speed is the name of the game when it comes to inventory and asset management, and RFID delivers the data faster than any other technology.
RFID is everywhere. Those plastic tags you’ve seen in retail stores; the small square metallic stickers on packaged goods; even your pet’s ID chip – those are all RFID tags. They store information about the item they’re attached to, and they deliver that information to an RFID reader’s screen.
Don’t bar codes manage information the same way? Not exactly. The key difference is in the way an RFID tag communicates with the reader. Bar code readers must “see” each bar code to collect the data. There has to be a clear sight line between the bar code and the reader. RFID readers, in contrast, don’t “see” the tag. They “hear” it, via radio waves sent by the tag. RF = radio frequency, ID = identification.
RFID readers can “hear” the signals from all the RFID tags in an area, all at the same time. Bar code readers, because they rely on “seeing,” can record only one bar code at a time. This video shows a bar code reader and an RFID reader in a head-to-head race.
Spoiler alert: The bar code reader is not going to be invited to the Kentucky Derby.
RFID technology has an application for every business sector.
Every business has a need for speed, because time is money. The less time it takes to collect information about assets, the more time you have to spend on your organization’s primary mission. RFID streamlines your workflow, improves inventory accountability, and monitors assets. Turbocharge your business with RFID.
Until there’s a COVID-19 vaccine, social distancing is the new workplace normal – either you’ll have fewer people in the office, or your office space will have to be increased to achieve a less dense workplace.
Now that businesses are looking at ways to open up again, maintaining social distancing in the workplace is a top priority. Densely populated open plan layouts were the norm before COVID-19 struck. But open plan workstations of 60-70 square feet per person are far too small to maintain 6-ft distancing. Bringing everyone back into an old-style open plan office is simply not workable.
De-densifying the office is vital. Clustered workspaces have to be spread out. Separation structures have to be put in place. In-office traffic routes have to be re-arranged to preserve distancing.
All of this adds up to a larger office footprint. But even if additional space is available, increased real estate costs are something every organization wants to avoid in the current economic climate.
Telework is the answer: With fewer staffers in the office, it’s easy to decrease density without increasing the office footprint.
Telework has become a way of life for many of us during the past months, and we’ve learned some valuable management lessons. One is disaster planning; our companies’ emergency plans have been tested in this crisis, and we’ve learned what works and what doesn’t. Another lesson is telework capacity; many businesses or departments may have done some limited telecommuting prior to the pandemic, but were not prepared for a full-scale switch to 100% remote working.
As many of us discovered, access to documents was an ongoing obstacle to getting work done remotely. Paper documents are easy to share in an office, but hard to share remotely. Document conversion is essential to productive telework. Imaged documents are accessible to everyone who needs them, regardless of location. And they have the advantages of findability and searchability: Documents can be found in seconds, far faster than searching in file cabinets, and key words or phrases can be searched for and located with digital speed.
The new workplace normal doesn’t have to mean new real estate costs. Take the lessons we’ve learned from these challenging months, and translate them into action – support telework with document conversion, and de-densify your offices without expanding your footprint.
Telework has unquestionable benefits – employee satisfaction, health, and productivity are often cited – but without easy access to business documents, those benefits may not be realized.
Forbes reports telework savings averaging $11,000 per employee per year, including the value of healthy, productive employees and the cost savings of reduced real estate and other facilities expenses.
But teleworkers need access to information in order to work efficiently, and that includes access to data which may currently be available only in paper form. Remote sharing of physical documents is obviously unwieldy. Teleworkers must to come to the documents’ location or the documents must be delivered to the remote workers. And if teleworking team members all need the same documents, the logistics get even more complicated and expensive.
All the teleworking productivity gains are wiped out by the paper document bottleneck.
You might think that a simple PDF of a physical document would be easy to share with any teleworker who needs it. That’s true. But what if there are hundreds or thousands of pages that teleworkers need to access? Further, what if they need to search for specific individual elements within those many documents?
That’s where enterprise-level imaging becomes a vital component of teleworking productivity. Imaging, also termed document conversion, creates “smart” digital documents – secure, searchable, and shareable via cloud computing. When paper documents are converted to a smart digital format, teleworkers’ productivity is preserved. Digital documents remain secure (have paper documents ever been lost or destroyed in your business?). And managers can monitor staffers’ work and support their collaborations remotely.
Some businesses have the time, expertise, and resources in-house to plan and execute a comprehensive imaging program. For many, however, an experienced outside vendor saves them the time and cost of a long learning curve and the personnel to administer an imaging program. If your business is making a move to telework, and time is of the essence, talk to a trusted imaging vendor about the best way to convert your paper documents and avoid the information bottleneck.
The benefits of digital asset management (DAM), including RFID, are a hot topic these days. RFID applications are available for any sort of business. But owners and managers of organizations in the service sectors, from finance and law to healthcare and education, may think RFID is just an inventory tool for the retail and logistics sectors.
If you think your enterprise couldn’t benefit from RFID, think again.
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 keep tabs on the location of these peripatetic 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 document listing the assigned value of each item currently in the facility, making financial reporting quicker and simpler. What is 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 RFID-managed security and safety?
Document Tracking – We always advocate converting paper documents to digital documents via a well-planned imaging 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 imaging), but with the addition of small, inconspicuous RFID tags, the location of a file can be tracked throughout an office. 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. You’ll instantly collect data on all the capital assets the room contains; no need to look through cabinets and underneath furniture to read bar code IDs. RFID is a timesaver, and like its other benefits, that translates into money.
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.