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Hours of Efficiency Gain Per Employee: They're Won So Easily!

Hours of efficiency gains per employee: they are so easily won!

Just a question.

Any idea how much time an employee spends, on average, looking up information in their own systems and making it suitable for a new document?

No? Well, don't be alarmed.... Come on! About two hours a day!

 

Unit4, a global manufacturer and supplier of standard business software, has commissioned research into the performance of administrative, repetitive tasks such as collecting and entering data. This survey of fifteen hundred employees in eleven countries - including the US, Germany and the Netherlands - shows that the average employee spends some 552 hours per year doing this work: 69 full working days! Oops...

 

"Or was it the e-disk...?

So we spend about a quarter of our working time gathering information and integrating it into a new document. Information we can't find that quickly: 'I put that on the c-disk, didn't I? Or wait... wasn't it the e-disk? And that document was just under 'Data', wasn't it? Or was it under 'Documents'? Jeez, who put it under "Quotes"?

 

Interfering with colleagues

Two hours a day. Also to bring that new document in line with the corporate identity of the company. Not to mention the time involved in interfering with colleagues: 'Do you know where I can find that document?' 'Can you look it up for me?' 'Do you understand why that printer doesn't work? And by checking whether that copy/paste went well, whether the data is correct, fixing errors, making another printout...

Two hours a day, which the employee can put to better use for work in which his qualities come to their full advantage.

 

Valuable

That should be easier, you'd think.

And fortunately you can.

One of the most valuable developments in the field of office automation is the use of document creation programs. Programs that ensure that the right information and data is used in documents at the right time and in the right place. Such a document creation program

  • offers the user the choice between different document types: contract, letter, offer or whatever,
  • Requests one or two details (e.g. a name or customer number),
  • then selects all the necessary data for that document - but only that data! - automatically from the CRM system and put them in the right place,
  • chooses the right template, neatly in the only good house style,
  • asks you to fill in the unique variables,
  • ensures that the document with its metadata is safely stored digitally and can be retrieved very quickly in the document management system (DMS),
  • provides a logical link with other programs (workflow management, inventory management, HRM, etc.) and the most up-to-date data,
  • guarantees that such a document simply looks licked and uniform (bet the quote that shows the best also has the best chance?).

 

Thirty programs linked

Documentaal has such a document creation programme: dStyle 365. It can link with over thirty different business software programmes; a number that is growing rapidly because our customers are asking for more links and we are happy to meet them. A programme that takes care of the efficiency killers that every employee and every company knows (remember those two hours of lost efficiency every day?).

 

"What am I gonna do now?

In conversations with employees of our clients, we often come across the same experience: 'Before, I used to run my legs under my body and had the feeling that the work was never finished. Nowadays I have the feeling that I finish my work at 3 o'clock and I think: what am I going to do?

Well... do more useful work in which the qualities of that employee really come into their own! That's the benefit of a document creation program.

Pure efficiency gains, then.

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