The Working Dead: 5 Technologies to Terminate From Your Office Today

Technology is constantly evolving, which means that old, outdated technology is constantly being placed on the endangered technology list, and eventually becoming extinct altogether. Employees should be provided with technology that will help increase their productivity by saving time and effort, reducing human error, and driving speed of service to customers.

Outdated tech, or cobbled together solutions, limit your ability to respond to the needs of your organization and to changes in the market. The following list is our list of the 5 most endangered technologies that you should replace today.…

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Email-based Workflow; More like Work Trickle

Source: Email-based Workflow; More like Work Trickle

An important part of my youth was spent working on projects with my dad and my grandfathers. Being a little kid, my main responsibility was to fetch tools. (Eventually the adults realized I could be trusted to lift heavy objects and clean up after the work was done, too.) The thing is, we didn’t always have the right tools for every job but, when we did, things went a whole lot smoother. We finished in less time, and everyone seemed to get along better.

Many companies rely heavily on email as their “tool” to manage document-based workflow processes. A document is created and emailed to a person or group to review, edit, approve and forward to the next person or group in the process. This all seems pretty simple on the surface, but when compared to ECM (Enterprise Content Management) workflow, email workflow has some serious deficiencies.
The differences are clear from the start, when the required document is initially created. If only one person ever creates new documents, it’s easy to make sure the most current version of the document kicks off the workflow. However, if multiple people initiate document workflows, it becomes a challenge to make sure everyone uses the correct and most up-to-date version of the document. (For more on this, see one of our previous blogs.) If someone initiates the process with an incorrect version of a document, delays and the potential for errors both increase. With most ECMs all up-to-date documents are kept in the system, so any user who initiates a document process automatically kicks off the right document every time.

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The Impact and Inefficiency of Paper in the Office

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Source: The Impact and Inefficiency of Paper in the Office – The Paperless Project – Join the grassroots movement

According to PricewaterhouseCoopers, finding a lost document will cost a company $122 on average. It is also estimated that 7.5% of all company documents are lost completely. Let’s assume your company works with 10,000 documents – an extremely light figure. That would mean, about 750 of those documents are doomed to be lost, ultimately costing your company around $91,500. Plus, if you had to recreate any lost documents, the time and supplies involved would make that number jump well over the $100,000 mark.

Or what if a customer calls in with questions about a specific invoice? With a paper based filing system, the employee taking the call would have to hang up, walk to the storage area, search for that specific invoice, walk back to their desk and return the call. What if they need a copy? Then that employee must walk over to the fax machine, send a copy, return to the storage area and refile the document. This process can take up to 20 minutes for one simple question.

Are you paperless?

MCC’s Integrated Solutions Division provides your organization with the options to get rid of all that paper! With Cabinet SAFE, document management has never been easier. This technology helps increase efficiency, tighten security, save actual office space and reduce your carbon footprint. It’s time to look to the Cloud for paperless document management. Are you…