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Technology Increases Productivity
This article originally appeared in the December 2005 edition of
The Business Monthly.

Numerous technologies are available to today's businesses. The key for organizations is to determine which ones best align with company goals and serve to improve processes. Businesses that choose to take advantage of new and innovative technologies in order to save time and money may find that they begin to experience a more efficient workflow. This allows for increased productivity in the workplace, which means tasks can be completed more quickly and easily, and this equates to additional capital savings.
Technology Increases Productivity

E-commerce

E-commerce has many variations, from online retail shopping to events registration and management. One form of e-commerce that businesses can offer is an online payment system, giving the customer another choice for on-time payment delivery.

By making more payment methods available, an organization can increase the likelihood that the client will pay on time. As a result, there is a reduction in the number of lost hours and amount of frustration that comes from trying to collect overdue payments or following up on projects that end in delinquency. In addition, administrative staff members don't have to spend time fielding calls from clients wishing to pay over the phone or sorting through mailed-in payments. Instead, they can use their time on other beneficial tasks while the web site administration takes care of collecting and recording payments.

The bottom line is that when the client pays on time, the company's financial security is stronger and work can continue.

E-newsletters

It used to be that the only option for sending newsletters was to have them printed and sent out through traditional mail or via fax. This method of sending newsletters not only requires the expense of physical materials, it also requires a considerable amount of lead time in order to have news distributed in a timely manner. Depending on the number of newsletters an organization sends, traditional methods could necessitate hiring a full-time employee just to handle the details of organizing and delivering the news.

Today's technology offers organizations the option of quickly and easily distributing newsletters through e-mail. Productivity can be streamlined by outsourcing some or all of the tasks associated with creation and distribution, from utilizing the skills of a ghostwriter to managing the mailing list. Distribution becomes simpler and faster: Log onto an online account, select the newsletter and send it to an easily updatable list of subscribers, thus removing the time needed to stuff and address envelopes and the cost of purchasing stamps. Sending newsletters via e-mail also eliminates the time and dedicated phone line needed to fax newsletters.

Intranet Sites

How much productivity is lost when employees wander around the office or the Internet searching for information about their company's data, personnel or processes? The answer, of course, is "too much." One way to cut down on this lost time is to create an intranet site. These sites are accessible only to those within the organization and provide relevant company information.

Intranets allow for clearer communication because everyone receives the same information in one convenient location. It also decreases distance barriers that would cause constant phone or e-mail communication. When relevant information is readily available to those that need it, employees can find answers to their questions without asking a colleague, so productivity is increased for those employees rather than diminished for the ones who would have been interrupted.

In addition to the tools described here, there are many other ways to improve productivity, using technology as well as other methods. Make sure that your business takes advantage of these valuable tools.

by Connie Mazur
CEO, CyberVillage Networkers, Inc.

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