This comparison was made on the basis of the average time spent on management and workflow in the organization, used 50 workstations. When the number of jobs, the effectiveness of the use of systems bb workspace increases exponentially.
Comparison of time cost management and workflow before and after the introduction of effective management systems
bb workspace
Ongoing action | Time to implementation, hours | Time after introduction, hours | The number of repetitions in a month | Number of employees involved, the person | Total time to implement, persons/hour | Total time after introduction, people-hours |
The interaction of employees with each other | 0,05 | 0,01 | 200 | 50 | 50 | 10 |
Get all the information on customer | 0,5 | 0,02 | 50 | 3 | 75 | 3 |
Register external correspondence | 0,05 | 0,02 | 400 | 2 | 40 | 16 |
Registration of internal documents | 0,05 | 0,02 | 300 | 1 | 15 | 0 |
Preparation of model documents | 2 | 1 | 10 | 15 | 300 | 150 |
Preparation of regulated records and registers | 0,5 | 0,05 | 10 | 2 | 10 | 1 |
Harmonization of documents and tasks | 3 | 0,25 | 20 | 5 | 300 | 25 |
Inspection of documents and tasks | 0,5 | 0,1 | 10 | 50 | 250 | 50 |
Notices and reminders about the timing of execution of documents and tasks | 0,2 | 0,01 | 300 | 5 | 300 | 15 |
Formation and coordination of budget | 5 | 1 | 1 | 10 | 50 | 10 |
Scan paper documents with subsequent cataloging | 0,05 | 0,01 | 300 | 1 | 15 | 3 |
Search for documents from the known attributes | 0,2 | 0,01 | 20 | 50 | 200 | 1 |
Search for documents with unknown attributes (the text content) | 2 | 0,01 | 2 | 50 | 200 | 1 |
Reproduction on paper | 0,01 | 0 | 1000 | 2 | 20 | 0 |
Time spent on maintenance of copiers | 1 | 0,2 | 5 | 1 | 5 | 1 |
TOTAL: | 1830* | 286** |
* 1830 man / hours. That is, on average, for 50 staff and 20 working days in a month, it turns out that each employee spends on technology every day to work with paper documents ~ 1,9 hours ie about two hours.
** 286 persons per hour. That is, on average, for 50 staff and 20 working days in a month, it turns out that each employee spends on technology every day to work with electronic documents ~ 0,3 hours, ie not more than 20 minutes. The difference with paper-based technologies work is more than 6 times.
Multiplying this value by the average cost per person / hour in each organization, you can get a monetary value of the efficiency of applying the system.
In addition, the same can still take into account the cost of consumables (paper, ink cartridges for printers and copiers), which are increasingly consumed with paper technology work.
Effective management system bb workspace helps significantly reduce the costs of administration and record keeping, will direct those resources and funds to further develop your business.
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Small and medium business companies have an everyday problem of managing large amounts of information. To automate the document flow companies use the software the system for document management.
Originally SED was oriented on the automation of the office paperwork, but nowadays this approach doesn't meet modern demands. The system of electronic document management of the new generation is a complex system to automate and optimate all business processes in the company: manage the process of creating, collection, processing of corporate information; managing of archives; executive control and other tasks.
The use of a complex software to automate the document flow and all business processes is a constructive and universal approach.
Modern system of electronic document management should meet the following requirements:
- ensure the requirements of modern document flow; coordination, approval and control on execution of documents; creating resolutions and informing staff on the documents
- availability of fund for group work on documents and projects
- work with payment documents
- keeping the history of the document
- integration with office applications and corporate info systems
- save work with remote offices and branches
- planning and control of workload for the staff
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