If your organisation is anything like most organisations – and well, according to the law of averages, it should be – you may be under the impression that efficiency and productivity is dependent on the efficiency of your employees. Things moving slowly? Maybe that’s too much time on Facebook! Maybe Instagram is their vice of choice! Maybe the lunches are too long, and the chairs are too comfortable. Maybe your employees are napping at their desks. Maybe they’re putting off important work emails to share posts on social media to win competitions for concert tickets.
Regardless! You’ve bought in to a lie. The efficiency of your organisation is not dependent on your employees’ efficiency at all. Your organisation’s efficiency comes down to a complex set of factors:
- the secure management of information,
- whether or not space is used efficiently,
- the dynamism of policies which are enacted and followed,
- the scope for innovation and growth, and
- compliance, compliance, compliance.
There are several different practices that determine whether these factors are fulfilled. However, the one thing common to all of them is proper information management. Yep, that’s it. Proper information management.
Any information business is naturally dependent on its documents and data. The proper handling of this data can help you to:
- keep sensitive data confidential,
- cut down on unnecessary taking up of space,
- review and revisit old records to learn from your mistakes – this in turn helps you to achieve dynamism, innovation and growth,
- stay compliant on all counts – since your records won’t be jumbled up and out of control.
Proper Information Management Increases Efficiency
Information that is managed efficiently and responsibly needs to pass through a few checkpoints within its lifetime. Whether it’s documents, data, records or invoices, the data should be:
- scanned and imaged for digitisation,
- stored off-site,
- tracked – from creation to destruction –
and then eventually destroyed, according to an effective retention schedule.
Your information management strategy not only needs to be secure, but it needs to be transparent to avoid any issue of compliance. Putting that strategy in place can be a tricky balancing act, and therefore time consuming. Once it’s in place effectively, however, you stand to gain. The proper management of records ensures:
- you stay on the ride sight of the law by minimising the chance for loss and theft of data,
- a more efficient office set-up that’ll save you time deciding where and how to store information,
- employees will be saved from spending time and effort on the finding, sorting and filing of information – which can be a big hurdle to achieving growth, innovation and productivity.
And what’s more? If you outsource the information management procedure to a reliable partner, you give your employees an important gift. In relieving them from the burden of information management, you gift them with time: time to breath, to work, to innovate and to ultimately add value to the company.
Information Management Contributes to Compliance
When your employees are overburdened with having to take care of their jobs as well as all the information that your company produces in a day, mistakes happen. Like bacteria in a petri dish, slip-ups really thrive in any overworked environment. Mistakes can be hard to avoid but they’re important to mitigate as they can make you quite vulnerable to costly litigation – the kind of litigation that can destroy your organisation’s reputation.
Implementing a comprehensive information management policy allows the entire procedure to be broken down in to discrete, manageable steps. With each step being separate, planned and integrated into your business processes, compliance becomes part of the way you do business, not an additional task for your employees to manage. Increasing the number of checkpoints significantly reduces the margin for error. It ensures compliance is maintained at all levels: creation, storage, copying or shredding.
In addition, outsourcing the information management procedure considerably decreases the extra effort to be put in by your employees. This is a step forward for your organisation who can grow to be organised, compliant and innovative.
So, for the health of your company, it’s time to tie up with a good partner to outsource information management to and increase efficiency. And who might that be?
We’d offer up ZircoDATA, as a suggestion. To get in touch today to ask whatever questions you may have or to discuss your information management plan, call 13 ZIRCO, email firstname.lastname@example.org or follow the link.