The Advances in Business Information Management

In today’s busy office environment, it is essential to have in place efficient document management procedures to make sure departments run smoothly. All data capture processes need to run efficiently so that a business can keep its staff, clients and stakeholders happy.

For example, invoice processing and mailroom automation are two operations integral to the smooth running of an office and so therefore need to work precisely. With huge advances in technology over the last decade or so, automated systems have now been developed to ensure that these tasks can now be effortlessly accomplished.

These clever business process automation tools have been invented so that enterprise can now be run digitally. The developments in information management software mean that efficiency is improved and therefore both time and money is saved in the long-term.

A huge range and volume of information including invoices, mail, financial reports, plans and drawings can now be centrally controlled, managed and distributed across internal departments and external global frameworks with ease using this innovative software.

Digital automation of business documents helps to further develop a paperless office environment and keep business as efficient and accessible as possible. No longer do invoices sit in a pile waiting to be paid. When they are managed via data capture software they can be organised and paid more quickly and efficiently.

A company that offers these innovative data capture tools is UK-based DCS. They provide a range of software suitable for most business sectors that can deal efficiently with a wide range of processes. They offer high volume data and form capture that can convert a huge range of information to electronic data file format. The FileStore EDM software automatically structures information into an easy to access database.

DCS’s systems give specific functionality for business compliance, records management, reducing document processing costs, archival and audit control of emails and files, remote scanning, automated invoice and forms capture.

DCS also provide outsource document scanning and data capture service for high volume scanning of documents, drawings, micro films and photographs. This enables archived material to be rapidly captured into the digital domain to be efficiently controlled and stored. Their scanners can cope with 1 million images per day, making them one of the largest capacity outsource services in the UK.

DCS provide their information management solutions and associated services to over 400 leading businesses worldwide. When using DCS software, their clients regularly comment that they have enhanced supply chain efficiency, increased customer satisfaction and reduced operating costs.

So in a modern business environment it is clearly essential to have data capture solutions in place. The increased efficiency and streamlined processes resulting from the use of document management software regularly results in long-term improved corporate performance.

Protect Your Business Information

Protect your information and your business

It is not uncommon to encounter media accounts of a data breach or loss. The consequences are usually severe, including monetary loss and loss of confidence in the organization. In fact, a study completed by Symantec in 2006 determined that 60% of organizations that lose their data shut down within six months of the loss. You don’t want to find yourself in this number, but where can you begin to make a difference?

What information do you have?

In order to effectively and efficiently manage information, it is necessary to first confirm what information assets the organization has and also to identify people in the organization that “own” the information. The owner of the information is responsible to determine who can access information and how it will be used.

What types of data do you have?

After information assets are identified, they should be classified according to their sensitivity relative to unauthorized disclosure. For example, there may be legal or regulatory requirements that specify that certain information must be protected. There may be industry guidelines that address information protection, for example the Payment Card Industry Data Security Standard that outlines requirements to protect credit card data. When classifying information, it helps to consider information in broad categories, for example, corporate intellectual property, human resource information, financial information, information to access systems and records (user-ids and passwords) and information that could typically be found in the public domain.

It is important not to develop too many classifications of information because such a scenario will likely become unmanageable. Quite often, three classifications are often sufficient. For example, information that should only be shared amongst management may be classified as restricted. Information that is less sensitive, but should not leave the organization may be classified as confidential. Information that typically exists in the public domain may be classified as non-sensitive.

Getting started?

  1. Make a list of the information: who is responsible for it? Who should have access to it?
  2. Determine the different categories of information: remember, probably no more than 3 categories should be enough.

Building Your Coaching Business – Information Marketing in Networking

Here’s another step in information marketing (see the other articles on Information Marketing), this time applied to networking.

This is a way to take a prospect through a step by step warming up that results in 20% to 70% of them moving forward….this time through networking.

As a coach, you should be an unlimited resource for helping your clients. A part of that can be continually sending them emails, articles, and just plan face-to-face opportunities to expand their business (business coach, executive coach), or answers to their life or career problems (for life coaches and career coaches). This should apply to any kind of coaching. Just provide as many of the answers to the problems that your client is facing.

The more you give, the more value you have established that you provide. If you are really good, you can establish such value in a very short time that they will be begging for more.

Some coaches respond with, “People will drain me, take it all for free.”

Let me state what I said earlier, IF you are good, you can give a little, prove so much value in that short time, that they will clamor to want more. So, you encourage them to want that next meeting…and the next…and the next. Each step is a bigger commitment in time, and eventually cost. This is all about giving value until they want more, then asking them if they’d like more at the next meeting.

So, how do you do that in networking?

When you are talking to someone at a networking event, start asking them what they are struggling with. Then say something like, “I wrote an article about how a client of mine did ____________, and __________ (state measurable results). Would you like to have a copy?” Send them a copy, and make sure that you sign them up for your weekly emails, Hints and Tips on _________________. The email is a way of continually nurturing that relationship. If you are using an autoresponder, then it can be nearly on autopilot.

In most cases, I offer to send the first article to them by email, IF they’d be willing to discuss how it might work for them, and then we set a time for a call to discuss if that will work for them.

Sometimes I email them a copy, sometimes I mail them a printed copy, sometimes I send them a link to the articles that are published in online articles. In any of those cases, I make sure that they see that I am a published online author, an expert in the field. And, I am there to help them through this issue.

At no time am I trying to sell them anything. I want them to want me after exploring how those articles helped someone else with exactly their problem.

Of course, I will always be asking, “was that helpful?” “How helpful?” “Do you think something like that would solve your problem.”

And if all of those are “Yes, it was great.” Then I will be asking “would it be helpful if we set down together to work through issues like those that helped the client in that article?”

The “Yes,” in that instance is the first step toward closing the sale.

You do have to ask for it, but it isn’t a high pressure sale at all. Most of the time the prospect will be asking you for the next step.

General Ledger Accounting – Keeping Track of Your Business Information

If you are in business, you have data-it’s just a simple fact. It’s what you DO with that data that can greatly affect your business success. Do you throw all of your invoices and receipts into a drawer? Or worse yet, do you not even keep that information at all? Doing either of these leaves you in the dark about your business finances, which can quickly end in the demise of your business. This is why general ledger accounting was created. General ledger accounting is a system whereby, in a double entry accounting system, each transaction is posted using debits and credits. The purpose of general ledger accounting is to know where you stand financially, so you won’t have to guess about your financial position, and you can make better decisions.

To record, in the formal sense of accounting, means to make an accounting entry in a journal or in a ledger. What has previously handled in a paper journal is now typically handled by a computerized accounting system. The analysis of business transactions in the form of old-fashioned journal entries is still important; it is merely handled in a different (and more efficient) method as technology has grown over the years: with a computer and software.

Each transaction must somehow be recorded so that people may be able to refer back to the details of that transaction. The ‘journal’ serves as a diary where each transaction is recorded. The next step is to take the same transactions and record them into the ledgers. Journal transactions are recorded chronologically as units. The ledger is organized into as many different accounts as needed to accumulate the pieces posted from the journal, and are classified according to significant financial elements.

Once a general ledger accounting system is set up and in use, it provides extremely useful information to the business owner, allowing him or her to base future decisions on solid financial information.