The biggest challenge ....Uniform File Naming Conventions!  
      eSecretary ensures Discipline in Naming Files

Everyone find it difficult to remember the exact file name and it's storage location. The common practice for organizing files/documents is to use My Documents or Windows Folder Hierarchy, but once  the number of documents / files start increasing, the situation becomes more critical as regard to identifying and retrieving prior work documents, resulting in loss of efficiency and productivity. If you have a network environment and users are still storing their documents in their own My Documents folders, then the situation becomes critical. 
 

If your knowledge workers  still need to open multiple documents to check whether it is the desired document, then the situation is out of control .You must take effective steps to correct the situation  &  implement the right software tools.
 

Identify and relate the hindrances that you normally face while working on computers and especially in a team work environment and learn how eSecretary provides solutions for these hindrances....

Pain Points

 

Solution  by eSecretary

Scattered Contact addresses and relevant information
 In Card holders, Desktops & spread sheets, Address Diary etc., Individual Outlook address book.

Manage & Organize Business & Personal contacts

Enables systematic use of contact information for varied purposes.
     

Varied & confused naming of files

File Naming Conventions always differ from person to person and one does not follow same file naming rules always.

Automates File Naming & Saving

Documents are named and saved automatically at central repository and hence ensures discipline in organizing

     

Un-Organized Documents, Correspondence and emails

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Retrieval of existing documents is cumbersome and frustrating

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Work suffers due to turnover and absenteeism of staff

Central Administration

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Documents, Correspondence & emails.
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Provides multiple options for quick access to desired documents.
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Ensures continuity management and provides quick learning for new entrants.
     

Bulky hard copy documents

Messy My Documents Folder is the reason for the same. Lack of confidence to retrieve soft copy when required, leads to the practice of keeping print out of computer generated documents. This also creates space problem

 

Effective organizing of documents

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Eliminates the need to take print of each document.
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Promotes paperless office concept.
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Well Organized central administration of documents, mails and templates, accessible  instantly, and hence hard copies not necessary  except for important documents.
     

Creation of documents from scratch.

No or very scant usage of knowledge base, templates and formats etc, for creating new documents.

Builds a Central Repository of knowledge base, templates and formats etc.

Promotes the practice of maximum usage of the templates for  new documents generation because of easy access and visibility of all the templates.
     

Accidental overwriting of documents

Some times, after editing on existing document to create new one, one clicks on "save" button instead of "save as" button, resulting in the loss of the original document.

 

Names and saves each document before you start working on it.

Ensures no accidental overwriting as documents are being named and saved first before you start working upon them.

It is very user friendly software. The best feature is the not to remember where we stored our letters because of which the stress is taking off our brains.  We can send the some mail to   many recipients that help to   reduce time as well as energy.

Shyam, Director,  S R P Enterprises, Mumbai