There has been a lot of new words banded around over the last couple of months. One of those is “The New Normal”. How is “The New Normal” going to impact businesses and the tools that companies use in the daily routine.
We all have started using on-line meetings considerably more and not just for social gatherings, quiz nights and party nights. Businesses have taken on the platform more in the last two months than ever. Zoom’s daily active users jumped from 10 million to over 200 million in just three months. That figure could see some drop-off, but more companies will see the benefits of on-line meetings saving in travel time and travel expenses. As “The New Normal” makes us work more efficiently.
With more staff working from home (where possible) there has also been an increase in the purchase of additional laptops, printers, webcams and audio devices. All this allows staff to continue from working away from the office. Forbes reported that some companies had seen a 47% increase in worker productivity, which may be quite surprising for some of us.
Having the correct tools to allow staff to work at home is essential, not with just the hardware but also the software that is available to the staff. The software can be a mixture of remote access to desktop-based software, cloud-based software or even cloud-based software located on the businesses servers.
When working with the small to medium-sized business, it is clear that one of the stumbling blocks when working from home is access to the documentation in the office, mainly if paper-based. If there is no structured put in place for documents that staff access daily, then it can easily become frustrating to complete the tasks required.
A document management system is a solution. One that the user can create filing cabinets with the required basic search information. A solution that can have documents added manually from a folder or downloaded from on-line storage locations such as DropBox, GoogleDrive, OneDrive, and of course from the good old scanner. Having local cloud-based access so that staff could access documents from any remote device would make things even more efficient. Ensuring digital-documents are encrypted and that only certain employees have access to allowed filing cabinets is also required.
This level of functionality would typically put it beyond the reach of Small-to-medium sized business, even on the cloud monthly per-user rate. PDi Document Management solution has all the above functionality and more. Added to that, it is within the price range of small-to-medium sized business.
PDi Document Management is a stand-alone system, with a local cloud-based viewing software module. As well as the above functionality, documents can have reminders attached, can be uploaded to your cloud storage devices for general access if required. If the business is using the popular Sage 50c Pastel Partner accounting software, then documents can also be linked to Customer, Supplier, Inventory and GL Codes. But it is not a requirement for the software to function.
Integration with PDi CRM is also available, allowing the staff to view documents linked to customers and suppliers right from within the CRM software. The functionality gives the user the information they require to complete their tasks and makes them even more efficient and seamlessly integrates them with the documentation in the office.
Even if you are not using PDi CRM or Sage 50c Pastel Partner, the application still improves your efficiency. Giving staff the ability to store and retrieve the documentation that is needed to complete daily tasks. At it’s simplest form a photo of the document can be taken and uploaded to cloud storage or a folder on your server and then retrieved and assigned to the relevant depository. At that point, it is available to all staff who have access to the location of the document.
The cloud-based module is your cloud; the application and all the digital documents remain on your server. You have complete control of your documents, and they are only stored on cloud storage if you are using that as a way of passing documents. Cloud solutions will also have the issue for a small-medium sized business that the digital records remain on another server. What happens if you stop using the service, what happens if the service ends, do you have enough time to retrieve all the uploaded documents. With the PDi Document Management system, you don’t have to worry as everything remains on your servers.
PDi Spirit wants to make “The New Normal” as easy as possible and increase your efficiency. We believe in building a relationship with our client base not just selling software and moving on to the next sale. We listen to our user base and continue to add functionality that has come from user requests or suggestions.
For more information, contact your PDi Spirit consultant, dealer or directly with us.