What can SharePoint do for my office?

14 03 2013

Don’t you ever get tired of shuffling through all those files? Or searching for the most recent copy of a document on the computer?

 

Allow me to shed some light on the perks of what we like to call a “Simplified Office”

To begin, let’s look at a few statistics. Did you know there are over 4 trillion paper documents in the U.S. alone? This number is rapidly growing at a rate of 22% per year!  91% of organizations have multiple and out dated copies of the same document taking up wasted space on the server.

A Simplified Office is an office that minimizes the use of paper and duplicates files by storing documents electronically.  A Simplified Office will increase your productivity. Think about it!  Your boss asks you to locate an employee manual from last year and email it to him. Last year? After several minutes, you finally locate what you think is the correct file on the server.  But now you have to shuffle through those papers in a file cabinet to find the printed version and make sure your saved version is the correct and most current version. Once you find the printed version and are able to verify that it matches you then have to email the file on the server to your boss.  Your boss then opens the file and save another copy of it for editing.  Quite the process, huh?

Okay, now think of this scenario in a Simplified  Office.  Your boss asks you for that employee manual but rather than shuffling through the clunky file cabinet and searching the file server, you can relax at your desk and with a click of a button the manual is retrieved and link is emailed straight to your boss.  Easy right?

Not only will you have easier accessibility, but also a simplified process of editing and transferring the document. You can simply search it, edit it, and send it right to his email.

Best of all a Simplified office will help reduce costs within your company. On average, it costs a company $10 in labor to file a paper document, $80 to find a misfiled paper document and $260 to reproduce a lost document.  That’s a lot of waste time and money!

Let’s sum this all up. The benefits of a Simplified office include:

·         Exceptional customer service – A Simplified Office allows you to provide the highest level of customer service as you can respond to requests in a timely fashion.

·         Cost reductions – Your business will save a sufficient amount of money without the need to purchase large amounts of paper and can reduce network storage which in turn can reduce electric consumption.

·         Easy storage – No longer will you have to hassle with bulky file cabinets. You can now enjoy the comfort of your spacious office.

·         Organization – You can now stay more organized with electronic filing. No longer do you have to worry if you placed that document in the right file or if you are editing the most updated version.

·         Security – When storing documents electronically, you are able to place essential security settings to allow selected people to view the stored documents.

·         Simplicity – Not only will a simplified office provide easier accessibility to the documents, it will also simplify the process of creating, saving and placing a document in an easy-to-find location.

·         Productivity – The less time spent guess and locating allows for more time spent working.

Want to find out if SharePoint will work for your office?  Contact me for a free consultation.

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