March is well underway, and we are so excited to have (slightly) warmer weather, longer days, and signs of life from the foliage. The official start of spring is nearly upon us, and we see the light at the end of the cold winter tunnel. 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!
Get Rid of “To Be Signed” Bins or Folders
Nearly every business or organization requires a signature at some point. You have contracts to deal with, Statements of Work, receipts, checks, and more that all need to be signed. Unfortunately, the pile seems to grow steadily, clogging up desks with “to be signed” bins, folders, or files. In true spring cleaning fashion, you need to find a way to get rid of those piles. Luckily, you can opt for Electronic Signatures and say ‘goodbye’ to paper entirely! TrueSign, ImageSoft’s proprietary eSignature platform, comes equipped with features that make sending and collecting signatures more convenient for all parties. Instead of adding a paper to the bin, you’ll get a notification that a document is waiting to be signed. Users can turn their mobile device into a signature pad via email, text, or QR code. Sign with your finger and voila! Not only does TrueSign help prevent a backlog of documents, but it also helps to clean out your agenda by removing travel time to various offices to meet with signers. Everything can be done remotely, so you spend less time on the road and more time focusing on high-priority tasks. Just about any business can benefit from an eSignature platform like TrueSign, making it one of the top choices for spring cleaning of processes.
Clean Out Evidence Lockers and Storage
Are you involved in the Justice System? If so, you’re no stranger to evidence and you’re certainly no stranger to organized (or disorganized) chaos. Lawyers, clerks, judges, prosecutors, and other Justice personnel are constantly shuffling a million tasks at once. In court, you’ll be hard-pressed to find a daily duty that doesn’t involve paperwork, files, or something that needs to be stored on-site. We’ve seen first-hand that the evidence portion of trials can be the most difficult to manage. Some court cases involve thousands of exhibits. Consider that law firms, police departments, and courts have dozens or hundreds of cases at a time, and you’re looking at a lot of evidence. Based on the filing cabinets of evidence that are too full to close, the evidence room that has expanded past its four walls, and the stacks of boxes hauled into trials that we’ve seen, it’s safe to say the evidence area is a prime target for some spring cleaning. ImageSoft recently announced Vault, our Digital Evidence Management system. With help from Vault, you can take entire rooms of exhibits and bring them all to a single, centralized database in the cloud. Files of various types can be easily uploaded so you’ll have a digital copy of everything you need. You can then go about cleaning the room, getting rid of the filing cabinet, or emptying a box to start fresh. The best part about Vault is that you can store and organize all files with just a few clicks, and you’re always able to add more. Not only is this year’s spring cleaning freeing up space, but it’s also ensuring that said space stays free because evidence is all in the cloud!
Clear Off Clerk and Admin Desks
Sticking to the Justice System, we have to address the elephant in the room; desks with stacks of papers that never seem to shrink. Clerks and Court Admins are responsible for an incredible amount of documentation. It makes perfect sense that their desks resemble skyscrapers of paper. However, as everyone knows, organizing documents is a task in itself, and no matter how many times you adjust a pile, your desk always looks messy. Spring cleaning is the perfect opportunity for you to reclaim your space by improving processes. eFiling is one of the most popular digital solutions for Clerks and Admins, as it drastically reduces the time spent on filing and essentially eliminates the need for paper. ImageSoft’s TrueFiling is an all-in-one platform for electronic filing, allowing court personnel to send and receive documents virtually. TrueFiling can replace your stacks of files with a cloud-based platform on your laptop or computer. As a bonus, TrueFiling will clear your schedule as well as your desk, making time for other important tasks! The platform is very intuitive, and the seamless process will allow Clerks and Admins to spend significantly less time pushing paper. It’s a winning situation for everyone!
Go Paperless In HR
Lastly, we couldn’t conclude this blog without mentioning a department as crucial as Human Resources. HR is the backbone of any organization whether it’s a small business or a multi-billion-dollar enterprise. If you’ve ever worked in HR, or even just taken a stroll through their section of the office, you’ll notice a sea of paperwork. HR team members handle the information of all company employee -they’re involved from the recruitment stage, all the way through departure. As you would imagine, there’s a lot of information to keep track of and organize on a daily basis. Upgrade your HR processes to digital workflows with OnBase by Hyland Software to accomplish everything you need to, without the mess. Tighten up processes, easily manage employee records, enlist automation for screening assistance, and utilize technology for payroll and other financial duties. OnBase is a hit amongst HR departments because it comes equipped with tools that can save time and money from application to retirement procedures. OnBase is the perfect solution for remote work, keeping HR connected from anywhere. Wherever your HR team is located, they will be more organized than ever, and you won’t need to scale the Mount Everest of paperwork to get to them.
Maybe this isn’t what you had in mind for spring cleaning, but we hope a professional refresh is now on your to-do list. We spend time cleaning our homes to improve our personal lives, but what about the offices where we spend hours each day working? Cleaning up processes at work is beneficial on multiple fronts and is guaranteed to make your life easier in the long run. Whether you implement digital solutions within your department or throughout the business, start the change this spring and see where it takes you. Feel free to reach out to our experts or learn more about ImageSoft’s solutions at https://imagesoftinc.com/.