Replacing Outdated Processes and Equipment in the Workplace

The moment a new piece of technology is adopted into an organization, it has already begun its descent into obsolescence. Newer, fresher technology will always be available but may not be necessary for your organization. There are, however, a few antiquated processes and machines that should be phased out of the workplace for the sake of efficiency.

• For many years, faxes were the only method of sending information quickly. As time passed and advancements in email and electronic storage were made, fax machines became less relevant. Email technology inspired faxing to evolve electronically as well, and now eFax is one of the preferred ways to send documents. Pricing is based on usage so rather than paying a monthly minimum for a rarely used phone line, the organization pays only for the faxes they send. Another valuable benefit to eFax is that documents are sent in electronic format and can be easily stored or shared.

• Paper filing is another dinosaur of the office age that should be committed to the history books. Filing cabinets take up precious space, paper files can degrade or be lost over time, and there is no way to reclaim lost information. By backing up paper files electronically and storing the information securely, data is safe and accessible. Should a disaster occur and physical files be demolished, an organization that has properly prepared will be able to access information without a moment?s hesitation.

• After the initial welcome of a potential client, those clients should have a direct connection with their representative. Direct dial lines allow clients to save time by easily reaching the right person to help. By removing the receptionist from unnecessary call handling, he or she can accomplish other tasks or have more time to greet new customers.

• A wireless system has no place in a commercial setting. Using wireless increases the potential for data theft or compromise, plus is too unstable to support business productivity. While other inter- and intranet options may be expensive, it can be far more expensive to deal with lost customers and reputation in the case of a breach.

Not every company requires the latest and greatest technology. The organizational updates that are made should focus on handling customers professionally and protecting data. Using technology such as eFax and compiling a comprehensive disaster recovery plan can save an organization from damaging setbacks.

Source: http://www.infiniumcom.com/replacing-outdated-processes-and-equipment-in-the-workplace/

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