Democratize: “to make (something) available to all people” – Merriam Webster
In general, most of us think democracy is a good thing for people, and nations, but it’s not something we usually equate with business, or business processes. I think that’s a mistake, particularly when it comes to your data and documents. Think about it: if we work with the definition above, we’re talking about making the appropriate business information available to all your staff at exactly the time they need it. Equipping your people with the right information, at the right time, is what we all want in the business world. The problem of course, is how to go about it. How do you know what information they need at any given time? The answer is that you can’t and you never will. There are just too many variables in business for you to know what all your employees need to close deals and support your clients.
Your staff knows exactly what they need though! The answer then is to give them quick and simple access to the data and documents they need and let them find it for themselves.
Luckily, technology has advanced to the point where it’s democratizing digital information in ways we could only have dreamed about just a few years ago. Imagine your Senior Project Manager is at the client’s office, and there are questions about which subcontractor is financially responsible for a problem on the job site. Why can’t he just use his tablet or smartphone to open the project specifications and contracts right there, to resolve the issue and keep the project moving? Well, if you’re using a “democratic” document management system like PinPoint, they can. With document control and collaboration systems, whether they’re cloud-based or hosted behind your own firewall, your employees have instant access to the data they need, 24/7/365. Not just that, but systems like PinPoint ensure that they get only the correct - and current - version of your business data and it’s located in just a few seconds.
All too often, I see clients struggling to control their business data and losing hours of time every day just trying to find the information they need to answer simple questions. Usually, it’s because they’re still using decades-old processes like server-based folder structures and tedious file-naming procedures to source their data. Not just that, but the data is locked down by cumbersome connection protocols that, while important for internal security, just don’t apply to project-related business data. Why not put that information into a secure, highly accessible environment that’s designed to be collaborative by nature? Stop locking your information away and start sharing it openly with your staff, so they can use it to grow your business!
Developing and implementing collaboration/document management systems is what we do here at ZenTek. We work with small to medium-sized businesses (SMB) to put together a system that gives your staff exactly what they need, when they need it, so they can stay ahead of the competition and keep your projects running on time.
Want to know more? Join us for a FREE webinar entitled "Locate and Share Important Documents 24/7/365" on April 4, 2017 from 3:00 - 4:00 p.m., Eastern.