THINKING DIFFERENTLY ABOUT DOCUMENT MANAGEMENT AND WORKFLOW THINKING DIFFERENTLY ABOUT DOCUMENT MANAGEMENT AND WORKFLOW

Transcription

1 THINKING DIFFERENTLY ABOUT DOCUMENT MANAGEMENT AND WORKFLOW

2 YOUR INSTRUCTORS Charles Wilson Client Solution Specialist, Doc.It Don Emery, CPA, CA Director of Client Solutions, Doc.It

3 COURSE OBJECTIVES 1) Learn about document management and workflow challenges being faced by firms of the same or similar demographic. 2) Explore methods other firms have used to ensure they make decisions that streamline processes and support their goals. 3) Learn what success looks like. 4) Learn how to use a simple model to mentor staff about how document management and workflow fit in your firm.

4 COURSE AGENDA KEY TERMS & CORE BELIEFS THE CHALLENGES WE FACE WHAT DOES SUCCESS LOOK LIKE? MODEL - HOW IT ALL FITS TOGETHER KEYS WHEN TO USE THE MODEL BRIEF PRODUCT DEMO SUMMARY & CLOSING

5 DOCUMENT MANAGEMENT AND WORKFLOW AFFECT EVERYTHING YOU DO IN YOUR PRACTICE EVERYDAY

6 KEY TERMS All of the methods and tools you employ to create, store and deliver expert content are your DOCUMENT MANAGEMENT system. WORKFLOW is an improved digital equivalent of paper files moving through your practice as expert content is created and projects are completed.

7 KEY TERMS SUCCESS is more than destinations, it s also how we travel. Being EFFECTIVE is doing the right thing. Being EFFICIENT is doing it well. PRODUCTIVITY is what happens when we are EFFECTIVE and EFFICIENT. FILES are stored on computers. DOCUMENTS are organized content displayed by programs.

8 CORE BELIEFS YOU VALUE BEING KNOWN AS A KNOWLEDGE BROKER AND TRUSTED ADVISOR YOU WANT TO RETAIN CONTROL OF YOUR DOCUMENTS AND AVOID ENVIRONMENTS THAT KEEP DATA PROPRIETARY TO A VENDOR S SOFTWARE DM AND WORKFLOW SOFTWARE SHOULD ENABLE YOU TO WORK MORE EFFICIENTLY WITH TAX, ACCOUNTING, PAYROLL, TIME & BILLING, AND BOOKKEEPING SOFTWARE

9 CORE BELIEFS EVERY DOCUMENT SHOULD BE A FEW CLICKS OR KEYSTROKES AWAY, REGARDLESS OF THE SOFTWARE PROGRAM USED TO CREATE IT THERE ARE TWO DIFFERENT TYPES OF DOCUMENTS, DYNAMIC AND STATIC TIME AND MOTION ARE IMPORTANT TO PERSONAL EFFICIENCY BUT ARE SECONDARY TO TEAM EFFICIENCY

10 CORE BELIEFS DURING ANY ENGAGEMENT THERE SHOULD BE ONE CENTRAL LOCATION FOR ORGANIZING EVERYTHING RELATED TO THE ENGAGEMENT YOU EITHER KNOW WHERE TO FILE A NEW DOCUMENT, OR YOU KNOW THE PERSON WHO WILL FILE IT PROPERLY YOU WANT A FIRM-WIDE APPROACH TO DOCUMENT MANAGEMENT AND WORKFLOW, NOT INDIVIDUAL OR DEPARTMENTAL WORKAROUNDS

11 1 ST POLLING QUESTION

12 THE CHALLENGES WE FACE 1. IT S DIFFICULT TO KNOW WHO TO TRUST 2. IT S HARD TO KNOW WHAT TO MEASURE 3. IT S A LOT MORE THAN PAPERLESS 4. ADOPTING THE RIGHT NEW HABITS IS KEY

13 PUBLISHED FEBRUARY 2014 NATIONWIDE PARTICIPATION ACCOUNTING PRACTITIONERS INDEPENDENT, THEREFORE NOT SKEWED TO ANY ONE AUDIENCE

14 THE BIGGEST TECHNOLOGY CHALLENGE YOU FACE MANAGING YOUR PRACTICE IN THE NEXT 1-3 YEARS?

15 WHAT DOES SUCCESS LOOK LIKE? 1 ST A SIMPLE AGREEMENT ABOUT WHAT YOUR BUSINESS IS. We produce expert content and provide trusted advice 2 ND ADDITIONS ARE SPECIFIC, MEASUREABLE AND EXPECTED TO CHANGE. No paper file room A certain percentage of clients using a portal A particular improvement in realization / efficiency / etc 3 RD IT S BALANCED. Consider the value of personal goals, environment, client experience and opportunities you wish to create for your team

16 2 ND POLLING QUESTION

17 HOW IT ALL FITS TOGETHER LET S TAKE A LOOK AT THE PAPER OFFICE VS. ELECTRONIC OFFICE

18 PAPER OFFICE UNPUBLISHED Dynamic Easy to change Applications 3 col, 14 col, green, red, lead pencils, adding machines, many PUBLISHED Static Cannot change Application 8.5x11 paper Librarianship Less formal Access Control/Audit Trail Librarianship More formal Access Control/Audit Trail

19 ELECTRONIC OFFICE UNPUBLISHED Dynamic Easy to change Applications 3 col, 14 col, green, red, lead pencils, adding machines, many PUBLISHED Static Cannot change Application 8.5x11 paper Librarianship Less formal Access Control/Audit Trail Librarianship More formal Access Control/Audit Trail

20 ELECTRONIC OFFICE UNPUBLISHED Dynamic Easy to change Applications Word, Excel, Outlook, Tax, Depreciation, Trial Balance, Windows Explorer, QuickBooks many Librarianship Less formal Access Control/Audit Trail Document Management Windows Explorer Tax Paper Electronic Binders Client Portal PUBLISHED Static Cannot change Application PDF Librarianship More formal Access Control/Audit Trail Document Management Document Archive Client Portal

21 3 RD POLLING QUESTION

22 WHEN TO USE THE MODEL ONBOARDING NEW STAFF INTEGRATING NEW SOFTWARE FACILITY & LOCATION CHANGES ANY TIME WE LACK CLARITY ABOUT WHERE SOMETHING IS WHAT WE USE TO GET IT DONE

23 WORKFLOW CREATE Word Excel Tax TB Scan Fax Notes GATHER Prepare Review Archive Deliver Produce expert content and provide trusted advice

24 THINK DIFFERENTLY IDENTIFY CHALLENGES DEFINE KEY TERMS DETERMINE WHAT SUCCESS LOOKS LIKE USE A MODEL TO SHOW HOW THE PIECES FIT DECIDE WHAT YOU SHOULD DO NEXT

25 4 TH POLLING QUESTION

26 ELECTRONIC OFFICE UNPUBLISHED Dynamic Easy to change Applications Word, Excel, Outlook, Tax, Depreciation, Trial Balance, Windows Explorer, QuickBooks many Librarianship Less formal Access Control/Audit Trail Document Management Windows Explorer Tax Paper Electronic Binders Client Portal PUBLISHED Static Cannot change Application PDF Librarianship More formal Access Control/Audit Trail Document Management Document Archive Client Portal

27 ELECTRONIC OFFICE DOC.IT UNPUBLISHED Dynamic Easy to change Applications Word, Excel, Outlook, Tax, Depreciation, Trial Balance, Windows Explorer, QuickBooks many Librarianship Less formal Access Control/Audit Trail Document Management Doc.It Work Binders Doc.It Portal PUBLISHED Static Cannot change Application PDF Librarianship More formal Access Control/Audit Trail Document Management Doc.It Archive Doc.It Portal

28 15-MINUTE PRODUCT DEMO

29 FINAL POLLING QUESTION

30 KEY TAKEAWAYS DEFINE SUCCESS BY STARTING WITH THE END IN MIND THE DECISIONS YOU MAKE SHOULD SUPPORT YOUR STATUS AS A KNOWLEDGE BROKER AND TRUSTED ADVISOR DEPLOY TECHNOLOGY AND METHODS THAT ALIGN WITH YOUR CORE BELIEFS ACCURATE MODELS ARE THE FRAME THAT SHOWS TEAMS WHERE TO BEGIN

31 THINKING DIFFERENTLY ABOUT DOCUMENT MANAGEMENT AND WORKFLOW Q&A Chuck Wilson Client Solution Specialist, Doc.It (e) (p) Don Emery Director of Client Solutions, Doc.It (e) (p)

32 THINKING DIFFERENTLY ABOUT DOCUMENT MANAGEMENT AND WORKFLOW THANK YOU! Chuck Wilson Client Solution Specialist, Doc.It (e) (p) We welcome your or telephone call! Don Emery Director of Client Solutions, Doc.It (e) (p)