April 2022 Tech Talk for Government

April showers bring May flowers, but only if you’ve prepared your garden! You can’t expect to get a crop of delicious tomatoes, crunchy carrots, or vibrant flowers if you don’t first plant the seeds. The same is true for big transitions within your company – you can’t expect successful growth without a solid foundation!

Much like gardeners do around April, you must prepare your organization for the changes it’s about to go through. If you’re hoping to grow a crop of your own, you need the basics – seeds, pots and soil, a conducive environment, and a plan for watering and outdoor planting. When it comes growing Government organizations, your basics are similar – the desire to initiate change, a solution to implement, funds to get started, a conducive environment, and a solid plan.

The Desire to Initiate Change
The first step to any process is deciding there needs to be change. In this case, you need the entire organization on board if you want to expedite the process and avoid fighting battles of opinions. Plenty of decision-makers have an innate desire to bring the best of the best into their organization. When it comes to getting others on board, you can create a desire for change by showcasing the hardships currently faced and discussing how making Changes X, Y, and Z will alleviate problems. At the end of the day, every worker desires a simpler way to get things done. If you can show your team the value of the changes you’re proposing, it shouldn’t take long before everyone is on board.

A Solution to Implement
Once you garner up support for change, it’s time to find a solution to those problems. When looking for a new system, make sure to do your research. You don’t want to pick the first choice that pops up anymore than you would grab the first plant you saw on the shelf. Speak to experts and the developers to find out which solution is a good fit. Look at how flexible pricing and packages are, consider the scalability, and ask usability questions to find a solution that’s well-suited for your team. For Government departments, consider technology solutions like TrueSign, OnBase, and Cloud Hosting to overcome some of the most common challenges in the industry.

Funds to Get Started
When choosing a solution, make sure to consider budget. In your garden, the $30 tomato plant may look like the best option, but if that’s most of your budget, your garden will be rather unimpressive. The most expensive option is not always the best; you can get some great solutions for a fraction of the price of the big brands! If your budget is tight, we suggest planning early, deciding on multiple phases, and looking for grants and funding that can go towards your ideas for change. Take a good look at the financials and allocate funds to thenew solution. Even if upfront cost is a bit high, you’ll make your money back several times over in saved time, resources, and labor.

A Conducive Environment
We all know that some plants simply cannot thrive in certain climates. If you don’t make the environment conducive to growth, you can say ‘goodbye’ to a successful harvest. The Government can create a conducive environment by consolidating and downsizing when possible. This doesn’t mean letting people go or removing positions – simply go through files and documents and clear out the clutter! For industries like the Government that are so paper-heavy, there’s a lot of transfer to handle if you don’t start by getting rid of what you don’t need. While you’re at it, make sure the office space is going to work well with the new system by removing stacks of hard-copy forms, scanning documents to be signed electronically, and preparing the server/internet for the influx of digital data you’re about to store.

A Solid Plan
Lastly, you need to make sure that you have a solid plan in mind for the next few steps of the growth process. Work with your team to create specific timelines to stick to, prioritizing things as you go. Be aware that plans often have to be flexible when it comes to implementing a new system, but you need to have the groundwork outlined so everyone can work towards the end goal. Your best bet is to create both a short-term and long-term plan. Typically, the short-term will cover immediate to-do’s and high priority items, while the long-term plan looks at future upgrades, slower changes, and things that you may want but don’t necessarily need.

If you take the time to properly prepare for growth and change, the process will be smooth and efficient. The more prepared you are going in, the less hectic you’ll feel if things change slightly. You won’t be driving blind, and you’ll have the entire organization supporting you however they can. With the basics in place, you’ll be ready to start growing in no time. Everyone on the team will thank you for digitizing their daily tasks, and you can watch your project bloom and thrive.

If you are feeling inspired to start preparing for growth, please feel free to reach out to the ImageSoft team. Our experts are happy to answer any questions you may have, and we offer customized demos of our solutions.

Spring Cleaning Your Processes

Most people are motivated to start fresh in the spring and partake in the age-old tradition of “spring cleaning.” Did you know that spring cleaning isn’t just for your home? You spend hours at work every day, so it’s worth cleaning out your professional life as well! It’s time to go through your daily tasks, find clutter you don’t need, and get rid of it. What’s left of your tasks and to-do’s will be clean, sleek, and seamless. If you’re in need of some inspiration about spring cleaning your job, we suggest starting with paper-based processes!