Mail and Messaging Solutions. Webinar Programme

Transcription

1 1 Mail and Messaging Solutions Webinar Programme Brought to you by In partnership with

2 ways to regain lost time and improve workforce efficiency 2

3 3 Stop and think

4 4 Stop and think» Do you ever stop and think how much time is wasted on unnecessary admin, manual or inefficient processes and non-money making activities?» If you measured that time in terms of cost to the business, you may well be shocked. You are likely to see that it has a real impact on your bottom line» In this presentation, we will look at five easy areas where, with the right IT solutions, businesses are able make the best use of their valuable time and resources, so they can focus attention high-priority tasks like increasing revenues

5 1. Focus on critical business needs 5

6 6 Free up IT time to focus on critical business needs» In a survey conducted by Opinion Matters on behalf of GFI Software in March this year, a total of 82% of IT Administrators are working 3 or more hours of overtime a week in order to keep on top of their workload» Here are some of the daily tasks that take up an IT administrator s time and prevent him from focusing on the bigger picture of driving revenue: Print the document that needs to be faxed, including a cover page Cleaning up -borne viruses that put company security at risk Dealing with performance issues and server crashes Requests from managers to hunt down lost or deleted s across an array of online and offline storage options» However, daily IT distractions can easily be handled, enabling your IT administrator to focus efforts on growing the business» With a superior IT security solution, you can prevent around 99% of -borne viruses from infecting your company s network» And management is a breeze when you have an archiving solution that stores all s centrally away from your server and allows for easy access by all employees

7 2. Maximise on response time 7

8 Streamline business processes and maximise response time by automating manual tasks 8» Employee productivity directly affects the success of businesses big and small. Wasted time results in fewer opportunities to serve customers, make sales and increase revenue» Common examples of wasted time include: Walking to the fax machine and waiting to send or receive a document Accurately archiving s and paper documents Sifting through an inbox filled with junk and spam, searching for a lost or deleted message» By introducing simple IT solutions, your business will quickly become a more productive operation. For example: Implementing a solution that can automate time-consuming manual jobs such as faxing saves workers valuable time And use of a spam-blocker for inbound spam and junk mail keeps machines running at peak performance.

9 3. Improve workforce productivity 9

10 Improve workforce productivity by providing employees with the tools they need 10» Employees and managers struggle if they do not have easy access to the information they need to do their jobs in fact according to one IT Pro survey, workers spend 19% of their time tracking down information to complete their tasks*» Yet s and other messages containing business critical information are often scattered around in various local and network stores and impossible to keep track of, searching and retrieving key information can be laborious at best» Managers are expected to make strategic decisions without access to the intelligence they need» There are some simple solutions to these issues: With the right archiving solution business critical information contained in documents, s and other -enabled messages such as fax, SMS and voice messages is stored centrally and instantly accessible direct from Outlook Searching for and accessing this information can be quick, easy and efficient for everyone And when your archiving solution includes a reporting tool that can mine the valuable business intelligence to be found in a company s history, managers have direct access to the information they need to identify issues and make smart business decisions without having to rely on the IT department to provide it *

11 4. Respond quickly to business and legal requests 11

12 12 Respond quickly to business and legal requests» Being able to respond instantly to internal and external requests for information is crucial for business efficiency yet many businesses have a chaotic, all hands on deck approach to responding to even the simplest request» It is easy to under estimate the potential time spent gathering information requested for a simple internal management review.» If a company finds itself at the centre of a legal dispute then gathering a complete set of relevant information quickly and efficiently becomes a legal necessity» Yet these issues can be solved easily with some simple technology solutions in place Step one implement a good filtering service to ensure that you are not wasting your time and money storing and managing junk Step two an archiving solution that stores your company , and other -enabled messages like fax or SMS, in a single central store means you can find and retrieve business critical information instantly

13 13 5. Always prepared, wherever they are

14 Ensure your team is always prepared, wherever they are in the office or on the go 14» Working 9-5 from an office-based desk is becoming a thing of the past. Employees are increasingly mobile, conducting business on the go, so they need the tools to be as fast and efficient on the go as they are in the office» If a sales rep had to call into the office to get help to restore a lost presentation moments before an offsite meeting it could mean the difference between a won or lost deal» Fortunately for your business there are some great solutions available to ensure your employees can conduct business efficiently round the clock, wherever they are» When your laptop lets you down, you can turn to your smart phone or tablet» And when you have a good archiving solution in place and an automated faxing solution that allows you to access the business tools you need via any device, there is no excuse for inefficiency

15 15 virus and spam protection Centralised archiving Automated faxing solutions

16 16 There are many reasons for loss of productivity in a business, but just a few smart solutions can help companies regain lost time For more information contact: Grant McGregor Ltd 22 Hanover Street EDINBURGH EH2 2EP T E - david.bell@grantmcgregor.co.uk W -