The OfficeScope Spotlight

Back to School : Back to Business

Anyone who’s seen the recent flood of television commercials (and how can you miss them?) knows it’s that time of year again – “Back to School”.  Teachers are busy preparing classrooms, curricula and resources to bring students the best education possible.  After all, that’s what parents expect – and schools must be prepared.

And while parents are mostly concerned with new AP classes, gymnasiums, and football fields — there’s one area often overlooked:  The Back Office.  At its core, the school district is a business and must operate at peak performance.  Because information drives the learning infrastructure, administrators must easily access these resources to perform most effectively. Continue reading

It Doesn’t Just Save Trees, Document Management Is all About Dollars

It goes without saying that a good document management system is critical to greener business operations.  After all, there’s less paper – meaning a smaller impact to the environment.  But dig a little deeper and it becomes apparent that the paperless office is more than just saving a few trees.  It’s about saving dollars.

But it does all start with paper costs.  The Environmental Protection Agency estimates the average office worker uses 10,000 sheets of copy paper each year.  Reports indicate the United States alone consumes 30 percent of the world’s paper – even though we house less than 5 percent of the globe’s population.  Translating it to carbon footprint, 40 reams of paper is akin to 1.5 acres of pine forest absorbing carbon for one year.  Getting the picture?  But there’s more to the story. Continue reading

Content Management: Making Every Swing Count

Anyone who’s met me knows I’m a huge fan of golf.  When not working, I take every opportunity to hit the links. Golfers understand that the game is very strategic:  Complete the course while using the fewest number of swings possible. That’s why every time you pick up a club it pays to think ahead, to plan your shot – getting as close to the hole as possible with each strategic hit.

The more I play, the more similarities I can draw between golf and my business. When you think about it, golf and content management really leverage the same strategy.  Golf focuses on reaching the 18th hole with minimal swings, while content management is geared towards finding, managing and leveraging critical information with the fewest steps possible.  And to be successful, it’s all about aligning with the right technology to act as a caddy that suggests the right shot. Continue reading

Content Management: The Missing Piece of the Puzzle

Anyone with children knows just how much they love puzzles.  Even for adults, there’s a certain sense of satisfaction derived from transforming a roomful of jumbled pieces into a complete, clear picture.  It’s a good way to fill a day if you have the time.  The trouble is, quite often, there aren’t enough hours in the day.  Sometimes it’s better to have the completed puzzle ready — right out of the box.

In today’s business environment, information is power.  Companies rely on access to fast, actionable intelligence to make decisions and gain competitive advantage.  Most cannot afford to waste countless hours searching every databases and system for necessary content – as delays greatly impact customer service and the bottom line.  When you think about it, Content management is all about a clear picture – much like a finished puzzle. Continue reading

Training: There is No Finish Line

We’ve all been there:  Sitting in a classroom for annual software training.  Mandated by management, the course is considered a job requirement.  For most,the goal is to take the training and get it over with.  But this mindset is the top reason most companies fail to maximize technology investments.  Because when it comes to training, there is no finish line. Continue reading

Not Your Mother’s Document Management

There’s a lot to be said about the good old days. Life was simpler back then. We had summers off. We all watched the same 3 television stations and the only problem at school was getting caught chewing gum in class. But as we get older, our tastes mature. The same goes for the technology we use on a daily basis.

Twenty years ago, business needs were less complex. We weren’t flooded with as much information and data. There wasn’t a “Digital Universe” and many couldn’t conceive of a zeta-byte. Document management was also easier. There wasn’t a significant amount of information to be scanned, stored, managed and filed – and systems didn’t even address streamlining workflows. Now those days are long gone and companies need to keep up with this new fast paced world.

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Cloudy with a Chance of…Content Management

Watching the local news last night, I was thinking. Why is it people get so emotional about the weather? It’s the hot topic of conversation at water coolers – Is it going to rain? Exactly HOW much snow are we getting? After a while, I came to a conclusion – Clouds really get a bad rap. Sure, clouds bring rain and snow (I think we’ve seen enough of that lately!), but they also mean good things. Clouds cool off hot days, contribute to wind flow, and help change the seasons. And they’re also the driving force behind one of the biggest technology revolutions today – cloud computing. By now, everyone’s heard the term, but how many understand how cloud benefits business? Continue reading

It All Starts Here

There’s a town nearby widely known as the start of the Boston Marathon. “Hopkinton – It All Starts Here,” reads the welcome sign. While the Marathon ends in Boston – all the athletes, years of training and knowledge initially rest in Hopkinton. It’s the beginning where the entire Marathon process begins.

That got me thinking about the work I do every day. In the world of content management and workflow, our business relies on the ability to quickly capture, manage and leverage information. But none of it happens unless it’s done right from the beginning. Without a “starting line” where information is queued, the “race” itself means nothing. Continue reading

Knowledge is Power

Remember the saying: “Knowledge is Power?” Over the years, everyone from philosophers to authors have used the phrase to stress the importance of informed decision-making. And it makes sense. Because how can you make critical decisions about business, operations and performance without the knowledge at hand?

Real-time decision-making is critical as markets move too quickly to work any other way. Executives require an accurate view of project and employee performance to make the right call. But how do you harness data that’s literally spread throughout an organization? For many, the answer lies in content management, and specifically, automated workflow. Continue reading

Document Management: An Essential Piece of Any Disaster Recovery Plan

Sadly, natural disasters have become a way of life. Hurricanes, tornados, and floods can devastate any community in the blink of an eye. But these recurring disasters also have a profound effect on local businesses and economies, as often critical files are lost forever. That’s why so many are turning to leading-edge technologies like Document Management and Streamlined Workflow as an integral part of their disaster recovery plans. Continue reading