Goal: To increase security and improve communication and information sharing by using SharePoint 2010
NNG, a national company that provides housekeeping, laundry and food service to a variety of health establishments, contacted 3wC in 2010 with the hopes of creating a system that would improve communication and efficiency with the help of a more secure document sharing program. Due to its user-friendly interface, customizable options, and security features, 3wC selected SharePoint 2010, a document management system by Microsoft, as the best fit for the NNG project.
In order to best configure SharePoint to meet NNG’s needs, 3wC first created a digital library of documents that allowed individuals at NNG to choose the level of security for each document and select specific individuals who would have access to each file. By using SharePoint as the platform, 3wC was able to set up configurations that sorted documents into security levels based on the preferences set by the company. Documents marked as “common” could be read by almost anyone, whereas, other documents were either selectively shared or confidential. While 3wC helped create these more secure levels based on custom requirements set by NNG, the developers at 3wC also trained members of the IT department at NNG to configure those levels and set up security features for future documents.
In order to utilize the security features and identify select document sharing, 3wC and NNG needed to identify teams within the company and structure access features to meet the requirements of that team. Once NNG identified groups of individuals, 3wC would configure the settings in SharePoint to accommodate the needs and access levels of that specific team. For example, NNG might select a series of account managers responsible for employee records in the laundry division so 3wC would configure the team settings within SharePoint to allow those individuals to access and share specific sets of records and data related to their position.
3wC and NNG also wanted to use the SharePoint 2010 platform to create easier navigation for employees using a login system with opportunities to explore information and benefits of each department within the NNG system.
SharePoint also gave NNG the ability to customize libraries for specific departments and gave them even easier navigation using drop-down boxes to manage and organize forms and documents.
Results: Now that NNG has SharePoint, they can take advantage of the entire SharePoint system. SharePoint 2010 is an improvement over the 2007 version with lots of customizable options that are easier to configure for each individual company. The platform is also easier for individuals to use than its predecessor and is becoming increasingly more popular due to its improved flexibility. And with this new system, NNG and its employees can communicate more efficiently and maximize productivity with streamlined document sharing and information exchange giving them even greater flexibility as the company grows over the coming years.
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Client: No Name Given (NNG): Client requests anonymity.
Goal: To create an Employee Directory in order to facilitate information exchange and improve organization and to create a Budgeting Application to minimize information loss and maximize productivity.
NNG, a national health services organization specializing in providing laundry, housekeeping, and food service to healthcare facilities, approached World Wide Web Communications (3wC) with the need to improve information exchange between employees and administration and create a more efficient system for monthly budget reports.
In order to better manage staff, NNG had created a hierarchy system to organize groups of employees and managers into divisional and regional districts. Although each division had a list of employees, NNG needed a more efficient method to view data for each group, search for individuals within the hierarchal system, or access simple information like addresses and emails. They needed an Employee Directory that provided quick access to basic information and secure access to departments that required more sensitive personal data.
First 3wC created a system that collected all emails, contacts, and login activity of every employee into a centralized location. Once all information was collected and stored, the NNG administrators were then able to view the online activity of each employee.
3wC then set up an employee directory within SharePoint that gave certain groups access to select information. With this directory in place, NNG groups such payroll could view sensitive information for each employee while others were restricted to only names or contacts. This meant that the IT department could configure the Employee Directory to give different groups access to different information and could change the configurations depending on the requirements and security level of individual departments.
To make the Employee Directory even user-friendlier, 3wC created an interactive organizational chart that presented employee hierarchy in a visual format. By combining the visual element with the Directory, users could click on a name on the chart and view select information about the selected employee.
Furthermore, by utilizing the SharePoint system, NNG can sync information between programs in order to streamline data processing. Promotions, title changes, or address changes (for example) need only be entered into one system instead of manually entered into multiple programs. The information is then updated across all programs, minimizing confusion and human error.
NNG wanted to carry this efficiency over to its budgeting platform as well. In the past, NNG used a VB6 (Visual Basics) application in which district managers personally collected budgets from each facility to submit them to corporate every month where two individuals would then process the budgets into the existing system. In order to create a more efficient system, 3wC determined which individuals were actively involved in the budgeting process and created a financial budgeting system that streamlined information exchange. With the help of NNG, 3wC created an application that allows each site manager to enter budget information directly into a system where district managers can then view information as it is updated. Once all the information is logged, it is then transferred and translated into the proper reporting standards for the corporate office. Not only does this system minimize human error, but it also saves time and makes it easier for staff to search and identify the budgets of each facility and update fees and other components within the same system.
By creating an Employee Directory and Budgeting Application, 3wC helped NNG not only improve communication and organization within their company, but also created efficiency tools that will help save time and money far into the future.
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Professional web designers do more than just improve the look of your website, they provide a balance of media, interaction, navigation, presentation, and marketing strategies that help your business compete in an over-crowded digital marketplace.
So why hire a professional to create your website? For three (big) reasons: Appearance, Competition, and Loyalty. Web designers specialize in building and establishing online storefronts that uphold the high quality standards that consumers expect. In addition to designing creative backgrounds, logos and navigation tools, web design teams also create content and marketing strategies that help your company’s website maintain search engine rankings. Using a variety of tools and techniques, web designers are able to build websites that appeal to consumers as well as search engines and promote the future growth of your business.
Appearance
Most people spend less than five seconds on a website before determining if it fits their needs. That’s five seconds to glance at your logo, look at a picture or two, and skim the home page. That means that your business has five seconds to make a glowing first impression.
Your website is the online face of your business and establishes the “feel” for your company. Much like books, businesses are judged based on their website, and you only have a few seconds to grab the viewer’s attention and deliver the information they are looking for. This is exactly what professional web designers do. They not only understand how to design a brand for your business, but they can also build a website that will appeal to your audience and maintain their attention beyond the first page.
Competition
In order for potential customers to fall in love with your business, they need to find it. The hurdle? Competition. The solution? Marketing, SEO and Content Management.
Without an online marketing strategy, even the most well designed websites can get lost in the infinite sea of the Internet. In order to compete with similar companies, your website needs specifically designed content that appeals to organic searches. Professional web designers can help with Search Engine Optimization (SEO) to appeal to major search engines by creating targeted content.
This is more than just keywords and bullets. Proper SEO attracts both search engines and consumers. Remember those five seconds? Regardless of how highly your website ranks in major searches, your customers still expect a certain level of professionalism. Professional web designers such as 3wC incorporate a variety of interactive tools and media to appeal to both search engines and consumers, giving you every opportunity to share relevant information while simultaneously competing in the vast Internet marketplace.
And by appealing to a variety of senses, you give your customers even more reasons to stay on your site and consider giving you their business.
Loyalty
Every consumer wants a company that understands his or her needs. By building a website with multi-media tools that promote information exchange, you present yourself as a business that not only understands the marketplace, but also one that appeals to the individual.
Your site needs to attract new customers as much as maintain the customer base you’ve worked hard to build. Professional web designers make it easy for visitors to find information about you and your services and assist returning customers with updates and contact information for your company. Your small business website needs to balance creative appearance and marketing with outstanding customer service in order to build loyalty. This of course can be augmented with email marketing campaigns – another strategy web designers use to combine customer satisfaction with viral marketing.
Your website should represent your standards of professionalism and pride and your commitment to customer satisfaction. By hiring professionals to build and maintain your site, your customers will receive the quality they expect from your business.
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As a small business owner, you recognize the importance of proper document management and record security. Everything from standard forms to employee records needs to be organized to facilitate efficient company procedures and be managed to ensure high standards of privacy and protection. As a result, almost every small business in today’s market relies on digital technologies to organize and manage their records. While some businesses utilize software packages to help manage their documents, many small businesses turn to professional software developers to customize these packages and create unique document management systems tailored to their company.
The Importance of Document Management
Over the decades, technology has evolved to meet the ever-changing needs of businesses and consumers. Files that were once organized in cabinets and manila folders are now organized in digital folders and files on our computers. With the evolution of file sharing and the digital marketplace, companies have adopted professional software to help manage their document load. Unlike the old system of paper filing, digital document management provides executives, employees, and even clients with the ability to easily access forms and information and even collaborate on documents within the system.
Consider the following benefits of professional document management
Available Software and Customization
There is a variety of document management software available to small businesses and it is important to choose the best one that fits the needs of your company. While very small companies might benefit from some of the free programs available from Google or Microsoft, most small businesses derive maximum benefits from dedicated software programs such as SharePoint. As a large software system, SharePoint contains many tools designed to facilitate document sharing and improve communication, which can drastically improve productivity and growth potential in small businesses. In order to maximize this software, however, consider hiring professionals to customize these tools and integrate the software into your existing system.
No two businesses are the same, and software professionals, like those at 3wC can customize the software programs to meet the culture and processes of your small business. They can also take document-sharing software such as SharePoint and integrate it into your existing system.
Consider the following:
Professional document management software is an essential part of small business management and provides an organization with communication tools that grow with your business. In order to determine which system best suits the needs of your small business, consider consulting a professional who can customize a document management system that is best for your business.
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Every business searches for opportunities to increase exposure in the marketplace and increase profit potential without exhausting resources. As a small business owner, you understand the importance of investing in quality software that will not only benefit you now, but also give you a platform on which to build your business. Not all software systems are alike, however, and if the wrong programs are installed, even the most basic tools can create management nightmares.
Professionally customized software, however, allows small businesses to maximize immediate productivity while simultaneously promoting long term growth.
Custom Software VS Out-of-the-Box
Why custom software? Pre-packaged software is not designed to meet the unique needs of every small business. Many of these products provide you with enough tools and technology to create a foundation on which your business can begin to develop, but few are tailored to meet the niche needs of your specific company. By customizing software tools, professionals, like those at 3wC, can build a software platform that is specifically designed to meet the needs of your business and your team. Customization involves not only choosing which tools would best benefit your company, but also creating a system that is designed around the way you work and integrating it into your existing software.
Saving Time and Money
Not only do you get business software that is designed for your business, you also get fully integrated programs created to save you time and money. By customizing and integrating software, all your programs work together to provide you with the most efficient tools with which to run your business. When systems work together, numbers and data need only be entered once and are accessible from any program. This means that reports, documents, communication, and data-sharing are streamlined, thereby reducing time and maximizing resources.
Benefits at a glance
…and improved efficiency equals an increase in profit potential.
Consider choosing a company that will guide you through the customization and integration process from start to finish. Companies such as 3wC ensure that the software tools meet the practical and cultural requirements of your company, and they guide you through the process of incorporating this new software into your business. Once in place, these professionals train your staff to use the new tools so that you and your clients can derive maximum benefits.
In short, investing in customized software benefits you now so you can focus even more resources on a greater future for you and your small business.
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