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Large amounts of data change hands every day in business. In a financial practice, there is a great deal of sensitive information that not only needs to be shared but also needs to be kept secure. Additionally, data can go through several revisions as more information is learned or someone else contributes their portion to the document. Now documents are being shared back and forth, possibly being read through several different devices, and everyone makes the assumption that the document they receive is the latest version. Next thing you know, there are three versions of the document floating around and nobody can really figure out which, if any, of the documents has the correct information. So they start again. Talk about frustrating! There’s got to be a better way to do this.
One way to control the document flow is to have active documents stored in a central location. No emailing documents back and forth, but allowing access to the document which updates as people change it. You should be able to see whether someone is editing the document currently when you view it, and how many people are in the document. If there are several active documents or the documents that deal with different topics, then folders can be assigned. If further controls are desired, then folders can also be marked for sharing only or sharing and editing. This keeps unauthorized people from being able to make changes to the document. It is the equivalent of the “read only” feature in Microsoft Word.
A weekly or bi-weekly meeting of the staff is a great way for everyone to share the current projects they are working on. This not only lets everyone see the big picture but also serves as an alert to let staff know if two people are working on the same project. Additionally, this can serve as an alert to show if there are projects that no one is working on. There’s nothing worse than everyone thinking that someone else is working on a project. This creates a more efficient and productive office.
Consider the Cloud
Instead of having a desk full of papers, consider moving documents to the cloud. It is understandable that actual paper documents might be required in some situations, but look over your current stack of papers to determine which are actually necessary in paper form and which are not. Your documents can go with you wherever you can access the cloud. You can also access the cloud from a multitude of devices. Sharing documents is easy, and collaboration is a breeze.
Reviewing your current document and workflow can bring to light several ways to increase efficiency. Sharing active documents in a central location will cut down on the back and forth that takes up the work day. Utilizing the cloud can clear up the clutter on your desk. Interested to know more?
Contact ClearPath IT Solutions by calling (309) 263-5600 or emailing us at sales@clearpathIT.com to talk about increasing the efficiency of your financial office. Let ClearPath IT Solutions handle all of your technology needs.