Monthly Archives: December 2013

4 Business Processes You Can Outsource Right Now

In the age of minutely optimised business processes, identifying whether or not your business is in the right space for outsource data processing can be a tricky process.

Every company understands that some of their data is sensitive and can only be handled with utmost confidentiality and security. To ease workload, a few of the services can be outsourced to professional BPO firms, here are our top 4:

Data Processing

Taking care of business and personal requirements can eat up a lot of your precious time. Processes such as insurance claims, surveys, forms, checks, customer document processing and image processing need experienced hands. Recruiting and training new personnel to handle this can take time and the results might not be efficient. Outsourced data entry companies have the relevant experience and can handle this to your satisfaction.

Data Entry

If you have data in hard copies that you need converted into soft copies, then outsourcing to data processing companies could the right option to take. Typing data from scanned images into computer applications can require a team of people who are experienced, especially if you are looking at huge volumes. The advantage outsourced data entry companies provide is that of ready and experienced staff.

Data Capture

It is not easy to find tailored data capture services especially when you are dealing with less established outsourcing firms. Offshore firms in BPO optimized countries evolve with new data processing technologies.

Indexing and Scanning

Companies with large volumes of documents that need to be scanned and indexed can require high-speed scanners that are expensive and may not be affordable to small-scale businesses. This process can be outsourced to data processing firms that can do it at affordable costs. The result will definitely be high resolution and neat documents. Indexing on the other hand is very tedious. Categorization, retrieval of information, conversion and archiving need experience as well and advanced technologies.

For both SMEs and established businesses, outsourcing to data entry companies can be a feasible choice especially if the documents and the data involved is not too sensitive to be handled by outsourced companies. In a general sense, it is a way of getting your data processed quickly at an affordable cost.

data

do what you do best, outsource the rest

Setting up a paperless office: What you need to know

Paperless offices are rapidly becoming the norm, and while the benefits far outweigh the negatives, the transition period can be an intricate and lengthy process if not planned properly. With over 20 years of collective experience in the Data Capture and Document Management industry, we’ve learnt some valuable lessons about planning a paperless office. Here are some of the questions you should be asking:

  • How much of your paper do you want to convert? How far back do you want to go in converting paper files?
  • How will you handle the paper that still comes in from vendors, partners or customers? Or, that you can’t convert, like legal or tax-related documents?
  • How expensive is new equipment or software, or both, and how does that fit your budget?
  • What’s your proposed process for going paperless and your time frame?
  • How will you inform staff and get them to buy into the process so they accept the changes you want and don’t slide back into heavy paper use?
  • How much help do you need from outside? (This could be a consultant to manage the conversion process, a vendor for new equipment and software, a firm to do actual data conversion, a hosting service to move electronic files off site, security experts or employee trainers.)

 

While many of these may seem obvious, it’s also important to look at taking these basic steps during  the transition process.

  • Commit to going to a paperless office,  convince staff to go along with it by explaining the advantages for each of them individually, and as a group, involve them in the process.
  • Check your existing computer hardware to make sure it’s robust enough to handle added applications and file storage. Make sure you have a reliable backup system for all the files you will be adding.
  • Analyse what you need and plan to accomplish. Think about what you’re likely to need in the future with a growing business, as well as now. Think about which documents need to be accessed often or quickly, which need extra security, and which could be removed after a certain time.
  • Develop a transition plan and a timetable.
  • Start small with just a single department or area of our business so you can address any problems before broadening your scope.
  • Do a small test project; make any needed changes; and then move to the transition in your first department.
  • Develop a plan for ongoing company-wide use. Include a document storage plan for employees with specific guidelines.
  • Gradually take your paperless transition through the company.

data

do what you do best, outsource the rest