By Rich Eichacker
Vibrance Technology Corporation
Many businesses have yet to fully take advantage of the benefits that technology makes available to them. Here are some practical tips to leverage that technology and make your operation more efficient.
Scheduling A scheduling program that shares schedules will allow users to see others schedules and arrange meetings without the hassle of chasing down attendees.
Forms on Line Almost any paper form can be "computerized." The complexity of these forms can range from simple on-line word processing tem-plates to more complex database programs that save and track the form's information.
Scanning You may be able to eliminate more than a few filing cabinets by scanning your documents. Scanned documents can be electronically stored and indexed for easy retrieval. Legally required hard-copies can be scanned, then stored on- or off-site in storage boxes for the requisite length of time. Scanning also works with articles you want to send to clients or employees: Simply clip, scan and distribute via email, fax or printed copy.
Centralized Storage Many companies have documents scattered all over their network. Centralized storage allows your users to organize files in a logical hierarchy, share documents, and reduce the storage of duplicate copies in multiple locations. With centralization, the company's information can be easily backed up, and when necessary, user level access can be set up to pro-vide security.
Database Develop databases that manage all pertinent detail on clients and products. This will allow one source of accurate, uniform data which can be independently accessed and updated by departments; and avoids the inevitable discrepancies that occur when information is stored and managed in multiple locations.
Syncing Tools If your employees spend time in the field with lap-tops, obtain tools that facilitate the transfer of information to and from your main network. "pcAnywhere" and "Windows Briefcase" are examples.
Contacts Centralizing contact management data used by your field on their laptops will allow you to have access to the most current client and vendor contact information.
Quotation Tools Quotation systems enable your sales reps to create bulletproof quotes using a standard format. The resulting database of quotations will provide you with valuable information on who is buying and what is selling.
Spring 2000 - Volume 10, Number 2 - Spring 2000