Entry Software Corporation

Entry

Time Management

Why Centralized Systems Make Your Team More Efficient

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Centralized Systems Make Teams More Effective

Constantly misplacing documents, losing track of schedules, and being disorganized seem to be often an everyday routine. However, there is a way to mitigate this problem with centralized software systems. A centralized system uses a commercial database that is stored, located, and operated from one location. This means that everything such as your schedule, messaging systems, documents, tasks, support tickets, and much more are easily accessible from one system. Not only is this beneficial to you as an individual, but it also boosts the productivity of your work team, and here’s why.

Everyone Is On The Same Page

Emails constantly being sent back and forth can become very disorganized. They pile up quickly and some of the important, crucial emails can get lost in a heap of junk mail. However, with a centralized system, notifications are seldom missed. Everyone involved within the team will be up to date on the latest tasks and support ticket updates. This way, all emails, textual updates, and documents sent back and forth between you and your team will remain within the system and can be easily located. Therefore, by using a centralized system, the line of communication between you and your team members will be stronger than ever.

Efficient Scheduling

Managing your employee’s schedules can be a difficult task, especially when a shift is unexpectedly cancelled. As a manager, you need to step in, take charge and find another employee to cover that shift. Without a centralized system, this task can become difficult due to the multiple emails flying between you and your employees, determining who can work and changing the schedule. On the other hand, with a centralized system, you can create more complex schedules that are simple for you to create and for your employees to follow. Employees can also see their co-worker’s schedules and assignments so they know who they’re working with.

Increased Productivity

When using a non-centralized system, locating document after document and email after email can be extremely time-consuming. For example, an employee has a task due at the end of their shift. To their surprise, they have misplaced some documents that are crucial to said task. The employee will keep searching until they have found the item they’ve been looking for. As a result of searching for these items, an employee will have wasted precious time that could have been spent on their assignment. Instead, with a centralized system, documents are neatly stored in organized folders that can be easily found by searching for titles or keywords. Having a centralized system ensures employees can focus more on the task at hand, rather than locating items, therefore, increasing productivity.

Reduced Conflict

When only a few higher-ranking people in a company are in charge of making decisions for the larger group, not everyone will agree with the decisions being made. Employees can get upset and if the disagreement further continues it will eventually lead to conflict. To avoid this, a centralized system makes it easier to communicate with all your employees and receive their thoughts and recommendations on changes or ideas within a company. Everyone’s ideas can be stored in one place and a rational decision can be made.

In the end, centralized systems are key to having an efficient team. They ensure everyone is on the same page, increase productivity, and reduce conflict within the workplace. Centralized systems can help keep your team stay organized and on track.

Struggling To Meet Deadlines?

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With the development of technology and the accessibility of information, people have become pretty good multi-taskers, or at least they think so. The downfall to this is sometimes we lose track of time and miss deadlines of important projects. If you can relate to this do not worry, there are many apps and software to help you with this. A help desk or time management software solution is the thing that could change you from that person who is always last minute, to a person on top of their work!

A project management software solution can benefit when it comes to managing your time. This can be useful when dealing with projects, regardless of the size. You can create and assign projects, while clearly seeing all your other current projects that still need to be done. This can help prioritize and manage projects as you see fit. A calendar is also offered, allowing for you to stay on top of your deadlines. From a managers perspective, the software can assist them with staying on track of their work, as well as their employee’s work.

Some software products are integrated with Google and Outlook, so you can manage your work through standardizing providers. The software is easy to use, opening it up to anyone. You can schedule tickets, tasks, operations and other things all in one easy to follow calendar. Another feature this type of software can offer are live dashboards allowing managers and departments to see what is going on in real time. The live dashboard allows a clear visual of when tasks are to be due, completed, and overdue. This feature can help reduce late or unsubmitted work that may have been missed previously. Dashboards are great for people or companies with many tasks going on at once, helping to organize their work in an efficient and simple way.

These software products are very beneficial, especially when it comes to keeping track of tasks. People can oversee every job and project assigned so they know what and when tasks need to be done. Create a calendar with all your activities ahead of you; with this feature, employees can see upcoming tasks and prioritize them. This can allow for a more efficient and organized workplace. Overall, the software will make your life and your colleagues lives better and can reduce the stress in a workplace. Staying on top of tasks can improve your performance at a workplace, and maybe even impress your boss! Being a multi-tasker can be difficult sometimes. However, with this type of software, it will be difficult missing deadlines.

Boost Workplace Morale with Organization!

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When you are talking about boosting workplace morale, often the blame is laid on the emotional bonds between coworkers and managers. However there is a larger part to workplace morale; it is the employees satisfaction, out look and wellbeing in the workplace. There are aspects of the employees wellbeing that do not include their relations with other co-workers. One of the largest demoralizing factors that many people do not consider is organization.

Not all workplaces have systems in place to ensure employees information is organized. This could lead to confusion between co-workers and managers, company employees and customers or employee and other employees about information, workloads or numerous other potential issues. The constant conflicts that occur will grind team members; demoralizing their mental state in the workplace.

So how can one improve their workplace organization?

A methodology of workplace organization is known as the “five s'”. Developed in Japan, it identifies and addresses the five aspects of understanding organization. These five aspects are sort, set in order, shine, standardize and sustain. They will each be elaborated on here:

S1. Sort

Spacial Efficiency

Sorting in the workplace is the act of designating information and services appropriately. This applies to all aspects of the business: work distribution, information, supplies, equipment etc all need to be arranged in the most specially efficient way so all those in the work place understand where it is. This will prevent workers from feeling lost when dealing with their own or others information as they will always know its position in the workplace.

S2. Set in Order

Productive Effectiveness

Set in order is about arranging sections in term of maximizing productive effectiveness. This means allocating areas for possessions in their most practical position to create a seamless workflow between tasks. This could be simple changes such as moving the printer to next to the computer opposed to across the room. Employees will be more focused on the task at hand as their concentration in work won’t be broken as easily.

S3. Shine

Visually Appeasing & Accesibility

Shine is about keeping the workplace clean of clutter. This means cleaning up once a task is completed and before you begin another. This visual appeasement will also allow you to access current use items, whereas if it were cluttered it may be difficult to find files you were working on mere minutes earlier.

S4. Standardize

Consistency

Standardization is the act of keeping all aspects of the business be consistent. This means always having the item in their place proper place, exact process when performing a reoccurring task, colour coding and more. Although it may take time for workers adjust to it, it will provide them with a clear state of mind when in the workplace. This will allow them to work to their maximum efficiency!

S5. Sustain

Self-Discipline

You may have already implanted these criteria into your work but have seen little to no results. Why is this? It may because you have to stayed consistent with the implementing. Self-discipline towards being organized is very important. It is an on-going process; not a one time thing.

Now that you know the aspects of workplace organization, it is your job to find the most efficient way of implementing it into your workplace. Each situation is different so most of the workplace organization is up to your work process, however there are some tools that can assist you in your journey. For example, if you are associated in online services, there are project management software applications that can help you organize through online tracking of your resource’s workload and time sheets.

Perhaps the morale of your team cannot be raised through team building exercises; there are factors about your workplace that can be more beneficial productively and mentally to the managers, customers and project resources.

Information Technology Project Manager | Getting things done!

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The Go To person in IT – The IT Project Manager

The saying “no man is an island” is so true when it comes to strategic thinking and action in business. You can’t always go it alone but rely on the subject matter experts (SME) to manage certain aspects of the day-to-day business, to get things done.

Without these SME’s to rely on, you have would have to wear many “hats” ranging from accounting, sales, marketing, through to customer support. Taking ownership and driving projects to a successful conclusion is what structures a business and moves it forward.

Defining and implementing business process and infrastructure without a project management function in your business means you will be responsible for managing all the tasks associated with the project; budgeting, planning, process, people, meetings, implementation, timing etc. the list goes on… which can all get on top of you very quickly.

When rolling out IT related projects it is critical to assign an IT project manager to keep things focused and on track. IT help desk are event-driven; many of these events are unplanned i.e. Help desk staff deal with calls for support as users experience problems. There are also planned IT projects that need to be implemented that are critical to support business continuity or efficiency; Server upgrades, network infrastructure upgrades, new CRM roll-out, etc. that are time critical and require participation from many business departments to succeed.

This is where the assigned IT project manager is an invaluable resource as the “go to” person for all IT projects as communication and teamwork are vital to achieve success.

Communication is critical. Ensure there are at least weekly discussions with your IT project manager that include all the key stakeholders in the project, and regular discussion of new issues between meetings. Keeping everyone on the same page will allow you to keep the project deliverables and timing on track.

It is important that the IT project manager keep the IT Helpdesk staff in the loop on the status of IT projects. This way an accurate time-line on projects can be given to anyone inquiring on the IT help desk.

Business is about teamwork, you cannot do everything alone.

Who is your “Go To” Project manager in IT?
Do you have one?

Tips

The best advice you’ll never get

  • Even though you were once a developer, that doesn’t mean your developers won’t get things past you
  • The project budget is harder to manage than you might think
    • Keep the project in good standing because you’ll likely be handing it off to someone else.

How to Calculate the ROI of Work Management Software

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Calculating the ROI of Work Management Software

As a manager, you are always looking for ways to cut costs and increase profits for your workforce. To achieve this, key areas IT can optimize include human resources, customer satisfaction and software application costs. Combined work management software can have an effect on this.

Typically IT departments use separate applications to provide insight into these areas — project management, help desk support, operations management and time tracking. Work management software is a solution that brings all of these pieces together, allowing you to streamline processes and access business information in one place.

By using a single platform to organize your employees and their work, you can see a return on your investment in the following areas: [Read more…] about How to Calculate the ROI of Work Management Software