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Gen Y Workforce R U Redi?

10 Nov, 2009 By:  Laurel Sanders imageSource

Gen Y Workforce R U Redi?

Technology tools are vast today, and the information generation utilizing
them to peak performance is changing the way we conduct business. Researching
any subject or company known to man, or almost, gives each of us the ability to
be informed before making key decisions, especially in business. Today, changes
are many as the workplace attracts eco-conscience and tech-savvy Generation Y
workers as managers, staff and customers.  The question is: Can you meet their
business needs for greener products, supplies and services?

Employees increasingly demand instant, accurate information from technologies
that let them access it wherever they are, whenever they need it.  Going to work
is being replaced by the need to deliver information and ideas quickly
regardless of location, by way of the Web and/or enhanced software programs.
However, many will still have to navigate through disconnected paper and digital
files, slowing their progress and creating roadblocks to efficiency.

Whether they are your staff or customers, Gen Y workers have the talent, smarts
and drive to initiate real, workable change.  They expect to get what they need
when they want it, and are unafraid to buck the system to exact the connectivity
to information their lives demand.  If you embrace change, using Gen Y workers’
abilities rather than ignoring or fearing it, you can take fuller advantage of
your product and services. If you don’t adapt, your competitors will, and are
now, adding a fresher spin to their business. 

Understand their world

Gen Y grew up with the Web. Whether shopping for goods or looking for
answers, they’re used to getting what they want immediately. Why shouldn’t they
expect the same from businesses where they work or from which they buy? Today’s
equipment captures information electronically, and enterprise content management
(ECM) software makes sure everything is securely accessible in one place. 
They’re the perfect combination for Gen Y—and you.

Change your mindset

What’s the best way to overcome feeling threatened?  Learn.  Engage.  Embrace
change.  Visit associations like AIIM and ARMA to learn what’s available and how
the pieces fit together.  Read industry publications and visit their Web
portals.  Learn how others enable connectivity to information by integrating
hardware, telecommunications, and software for powerful results. Adopt what is
pertinent to your own business. Move beyond your comfort zone.  It’s not as
tough as you think.

Do more with what you have

If you have scanners, copiers, MFPs, faxes, or printers, you’d be insane to
not turn them on.  Yet if you aren’t capturing incoming mail electronically, you
might as well turn them off, because you’re not controlling or directing the
flow of information.  You wouldn’t consider buying a smartphone just to make
calls.  Why have powerful equipment and not maximize its capabilities? 

By enhancing your equipment with electronic document management (EDM) software,
everything you capture or import—documents, photos, images, or even data from
print streams—is indexed into a single searchable repository.  Isolated
information becomes immediately available, electronically, to everyone who needs
it. Demand more from your equipment.  Improve how you use it:

1. Capture information at start of document lifecycle

A common mistake is neglecting to capture paper the moment it’s received. 
Many scan documents after related business transactions end  & miss the real
value of digital capture.  Documents that are stored and managed manually are
valuable only to those who hold the document or a copy.  Although copiers play
an important role in business, they’re ineffective if information is restricted
to paper and workers can’t access it when they need it.  Whether your staff’s
onsite or working remotely,  electronic capture lets them access, manage & act
on stored files according to permission given them, ensuring everyone makes
decisions based on all available information.

2. Aim for information connectivity, not isolation

Scanners & MFPs.
Most desktop scanners, MFPs, and copiers enable simple
indexing, but if you’re not scanning into a central system, your information’s
electronically disjointed.  Checks, employee contracts, supplier guarantees,
service agreements, and more can be instantly accessible to authorized employees
by scanning them into a document management system.  Detailed, catalogued EDM
makes contents easier to find while enabling desktop, laptops, PDA, and
smartphone retrieval.  Employees no longer act on information presumed current,
only to learn someone had a file or new information available.  Centralized
access has a measurable impact on productivity.

Fax machines.
Fax machines are an important tool, yet businesses often miss
important messages due to poor transmissions, insufficient paper or ink, or
missing pages.  By capturing fax data electronically and storing it in EDM,
every page is immediately retrievable and a thorough audit trail is created for
each transmission.  If digital workflow is part of the solution, faxes can be
routed electronically to intended recipients or used to launch routine business
processes, following your rules.  

When you or your staff click ‘print’ there’s a reason,  yet not
all information is most valuable in print.  By tapping into EDM, data sent to
your printer can be captured, manipulated & analyzed, reducing paper waste. 
Sorting through payroll & other reports is faster and easier with digital
search.  Printers are a business necessity, but printing hundreds of pages to
search for information is senseless when you can retrieve what’s needed.

3. Pull it all together

No matter what you capture or which device is used, the key is pulling
everything together into a single, digitally searchable repository where
workers—or customers—can access what they need, wherever they are.  EDM brings
everything together, enabling self service while making sure sensitive
information is protected.  Integration with company websites and portals
supplies the information the customers need.  Business continues 24/7, wherever
people are. By eliminating time wasted on digging up routine information, you’ll
find yourself spending more time on meaningful service calls that strengthen
overall business relationships.

Laurel Sanders is the director of public relations and communications for
Optical Image Technology.  For information about the company’s award-winning
suite of DocFinity software, visit www.docfinity.com or contact

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