In order to replicate the benefits of the case studies above, organizations must first understand the features of their office management software (OMS) vendor’s solution. Although this eBook will be useful in understanding the concepts of these features, these concepts must be supplemented with product-specific trainings in order to ensure effective office management software use.
The features below are common to most OMS vendors, but they are rarely used identically from vendor to vendor, and they usually entail slight nuances and variations in terms of location within the product and functionality.
Unless mentioned otherwise, all these features are used in On-Premise, Online, cloud based office management software solutions, mobile phone applications, and open- or closed-source OMS products.
Software, Operating System, and Scanner Integrations
Since OMS products are designed to interact and sync with enterprise software, it’s important to have both A) computers with robust, system-level API (Application Programming Interface) and B) OMS software that works in accordance with this API, although most operating systems and office management software will intersect finely without intervention.
An Open API allows programmers to make their own rules, whereas a closed API allows only one route for its processes as predetermined by the software vendor.
The API clarifies to an operating system how components of software must interact with one another. In turn, if this software has a robust API, it will reveal its functions sufficiently to the operating system, making the software and operating systems work together efficiently.
Some office management software will come with highlighted integration capacities, including the ability to sync CRM (Customer Relationship Management), software like Salesforce, or electronic signature software like DocuSign or Right Signature, or industry-specific software like QuickBooks for accountants or Simplifile e-recording technology for real estate, legal, and government agency workers.
The ease of use of any OMS pertains, in part, to both whether and how well it syncs with an operating system such as Windows or Macintosh OSX.
From an organizational standpoint, integrating to Windows operating systems is most critical; however, Microsoft Office software like Word, Excel, PowerPoint, and Outlook are mission-critical software tools for many organizations, and many OMS vendors have already built their products exclusively around the Windows operating system.
OMS should have integration with high performance scanners, like ScanSnap by Fujitsu, for instance. Fujitsu turns scanning into a one-button, easy process through a compact technology, offering multi-sheet scanning to users.
The better the scanner’s capacity to upload documents accordingly, the more efficient the scanning portion of going paperless becomes.
Epson WorkForce model scanners are highly compatible, too, as are Fujitsu WorkGroup scanners. As a general rule, a OMS-supporting scanner should have at least a 50-page feeder—preferably an 80-page feeder—capacity to expedite the scanning process.
To ensure cost effectiveness of scanners, be sure to view office management software vendors’ scanner prices, as they may be sold well beneath the scanner manufacturer’s retail price if affiliated with an office management software vendor.
Audit Trails Equal Better Office Management Software
There are two kinds of audits simplified by Office management software: internal audits and external audits. The internal audit trail function of OMS allows administrators and managers employed by the organization using it to track the accountability, progress, and task completion of employees.
An external audit, which entails a third party neither employed nor paid by the business under audit makes information accessible, traceable, and compliant within the OMS. The most crucial benefit of the OMS external audit trail function is the reduced amount of time it takes to complete the audit.
This is especially true given the ever-increasing rate of organizations’ information retention and regulating bodies’ expectation of auditors to conduct more information audits to accommodate the rate of growth this information has seen.
CSV File and Profile Importing
The days of data entry are on the brink of extinction because of the functionality CSV (Common Separated Value) offers. This feature essentially turns OMS into a report-making tool for its users.
A key component of data migration, CSV is essential to any implementation of a new or updated office management software. A document management system that does not have some form of CSV importing will require manual uploading, whether numerical or text-heavy, through either a text-editor or a word-processing platform—requiring manual reformatting efforts for end users.
File importing can automate preexisting information into a Microsoft Excel file, which allows data saving in a table structured format of the OMS system.
Scarcity and Competitive Advantage: Understanding the United Nation’s Perspective on Office Management Software
As OMS adoption increases, growth-centric international organizations can effectively and securely manage information to beat out competition in the near future, particularly in Europe. Presently, Europe’s regulatory framework regarding organizational information is in its nascent stages.
And in consideration of emergent technologies like office management software, UN legislators, on a global scale, are striving to create legislative standards commensurate to the promising security benefits of OMS.
For instance, in 2013, a treatise from the United Nations on organizational records management for both “physical paper and digital records” noted needed improvements, and has since added several of these improvements into organizational governance policies throughout Europe.
The largest benefit at play for small to mid-sized organizations adopting OMS in Europe, is the competitive advantage in efficiency, cost-reduction, and legal compliance it will bring to organizations—particularly those organizations not competing with the US market.
Given the global advent of office management software, employers must strive to embed these systems into their workflow processes, or they will be left behind by savvier competitors.