Double vision is not something normally sought out, yet it would be a gift if we could call up clear doubled objects of choice and use them to our advantage.  Think of the possibilities:  one monitor could become two; three open on-screen applications could become the six you truly need; and you could work “on the double” whenever you needed to.

In businesses where routine processing involves multiple software applications, and wasted time or mistakes can result in costly fines, penalties, or loss of business, management is constantly under pressure to find efficient and cost-effective solutions to boost productivity.

The prescription for sought-after efficiency may be in your hands: Dual Monitors + Document Management.  You can help process-burdened clients increase productivity significantly, making it an easy, natural up-sell opportunity. Smart choices don’t have to be expensive, and a well-planned implementation of the right technologies can produce a solid return on investment.

Neither dual monitors nor electronic document management (EDM) are new, but adopting both in tandem radically improves productivity. This makes it an attractive combination.  Several market drivers are pushing businesses toward adoption:

• A soft economy that necessitates doing more with existing staff
• The new emphasis on ‘going green’ with paperless processing
• Efficiencies and accuracies gained by keeping multiple objects in view during routine processing

When businesses are able to integrate EDM with applications that employees use routinely, increases in efficiency are often exponential.  Employees who frequently refer to images and documentation can pull requested data onto their screens for comparison and screen scraping while continuing to work on their documents.  Staff with extensive work queues can manage jobs and related emails efficiently on one screen (ideally 17” or 19”) while using the second to work on a file, or they can switch more easily between several open applications on the expanded virtual desktop the second monitor offers.  EDM enables instant, efficient, and secure access to all information staff needs; dual monitors bring everything more easily into view, saving time and eliminating frustration.  

Marketplace Examples
Businesses that stand to gain the most from the ‘double DM solution’ are those whose staff regularly access files and information from multiple software applications for routine processing. 

Scenarios that can exemplify your customers’ offices in the vertical markets:

Insurance Agency
Rick, an agent, is processing an application for a new life insurance policy.  He must make sure it’s complete; evaluate the medical history for risks; cross-reference assertions with medical exam results; access data in a quoting application to verify premiums based on risk; review credit history; and conduct a criminal background check since the application is for an unusually large sum of money.

• Before: Rick managed multiple paper files, including notes from examining nurses as well as applications and supplementary documents.  Criminal background checks, credit histories, and rate quotes were conducted online, but each application had to be managed separately.

• After:  Rick’s company bought a good EDM system. The company integrated it with a quoting application as well as optical character recognition (OCR) software that reads and indexes medical exam notes, and a desktop scanner that digitizes applications and documentation.  Applications are available on the company’s website, saving Rick time and reducing errors from re-keying paperwork.  Dual monitors make it easy to access, reference, and pull data electronically from documents stored in the central repository.  Multiple logins and repeated switching between applications to copy pertinent data is history.

• The result:  Rick accesses everything he needs efficiently.  He gets more work done, faster and easier, without longer office hours.

Law Office
Lisa, a legal assistant, is pulling together materials for tomorrow’s court case.  Little time remains to create documentation to strengthen the client’s position, which her boss passionately supports.  She needs data from the case management software as well as access to related emails, written correspondence, faxes, and digital photographic images.  Significant information has been presented by the opposing party; some of it could be turned to their client’s advantage, but it’s all on paper.  Time is running out. 

• Before:  Lisa already had access to digital files, but each application had a separate login sequence and data was not stored centrally.  Accessing multiple applications and performing duplicate searches for relevant information meant slow progress.  Some files she couldn’t access directly, so she had to request information from colleagues.  Minimizing/maximizing screens and copying and pasting data takes time.  Her single monitor made working on cases so challenging that it was often faster to enter data from printed papers than to scan, search, copy, and paste it, despite potential errors and omissions.  She felt ineffective as she struggled to help her boss prepare compelling cases, even though the information was available.

• After:  By implementing EDM software, the firm established rules to let Lisa access everything she needs, while protecting sensitive data.  Dual monitors let her make preparations on one screen while conducting searches, examining files, and screen scraping data from case documentation into her current preparations.  The centralized EDM system lets her conduct exhaustive searches  quickly. Relevant emails, faxes, images, lists & other information are delivered through a single search without login hassles or switching screens and applications. Lisa pulls together pertinent data quickly, enabling more time for analysis. Her boss has the time she needs to prepare a compelling presentation in court on behalf of her client.

• The result:  Greater efficiency results in Lisa’s ability to pull significantly more information together, quickly.  Her boss has more time to scrutinize and prepare, and she shines in court.

Financial Tax Accountant
It’s tax season. Amy, an accountant for a finance company, specializes in international taxes, working with multiple foreign-based American citizens who file both domestic and foreign taxes. She is trying to complete paperwork for her clients prior to the filing deadline.  Tax forms need to be cross-referenced, data must be reviewed from foreign tax forms, receipts have to be examined, and international currency conversion tables for earnings must be consulted.

• Before:  Accessing information quickly and efficiently was always a challenge.  Although processing became easier when the company digitized its papers, multiple data sources, formats, and applications still made progress slow.  Dual monitors were considered, but without an EDM system to centralize and unify information, Amy knew efficiency would still be compromised.  A member of staff recently lobbied for an EDM system. Without dual monitors, Amy was afraid the challenge of using multiple applications on a single screen would result in staff not taking full advantage of paperless processing opportunities. Fortunately, Amy understood the benefits of both and was able to convince the firm that this was the right time to purchase dual monitors and engage in a robust EDM system.

• After:  Now Amy can push new data into multiple applications simultaneously and run central queries via the EDM system.  Two monitors let her process tax forms while entering and/or examining digital data on the second screen. 

• The result:  Amy increases her client base this year and meets her deadlines.  Better service and fewer errors result in her winning new long-term clients for her company.

Calculating Savings
Each minute staff spends transferring information is expensive.  To calculate the potential gain of a ‘double DM solution’, all your client needs is a routine business process involving multiple applications or files, and several data processing staff who would benefit most from EDM coupled with side-by-side screens. Observe processing closely. Calculate time spent migrating from desk to screen for information that must be transferred, or switching from one on-screen layout to another to copy data.  When you eliminate time spent looking for information—the savings are significant. Knowledge workers get accurate information quickly; data entry clerks shine; and yes, morale improves.  Without a doubt, Dual Monitors + Document Management = Efficiencies Mastered!

Laurel Sanders is the Director of Public Relations & Communications for Optical Image Technology, Inc., developers of the DocFinity suite of imaging, document management & workflow products (www.docfinity.com) lsanders@docfinity.com.