When Sue Vickerman’s firm went paperless 5 years ago, they almost immediately realized a 20% savings on office administrative costs. The paperless efficiency they achieved was due to a number of factors. By taking a deep look at the firm’s workflow, they were able to implement process improvements that saved time and money. Here’s how:
Top-notch technical support
Paperless efficiency is useless if your system isn’t working as expected. Downtime is a major efficiency killer. That’s why technical support needs to be knowledgeable and available when you need them. Vickerman was enthusiastic about the quality of technical support her firm received. “No matter what time of day you call, they’re always helpful,” she raved.
At the heart of paperless efficiency is information moving through the system with minimal user intervention required. Instead of entering data in multiple places, data should flow from one step to the next. “For one example,” she said, “You can transfer documents from Document into Engagement and vice-versa at the click of a button… Likewise, you can move data from Engagement right into the tax return… Lots of efficiencies are gained by the seamlessness of it.”
Learning the ropes
One overlooked area for maximizing efficiency in your paperless workflows is getting the proper training. Because training often comes with a cost, many firms try to minimize the amount of training they use. However, this approach doesn’t provide a long-term benefit. According to Vickerman, “You’ve spent a lot of money on this software, so why not learn to use it? Learn all the bells and whistles; learn all the ways that it’s going to work for you.”