An apple a day may keep the doctor away, but you still need annual physical! And, you wouldn’t think of taking a road trip without a quick once-over at your favorite mechanic before heading out. Performing a system health check on your document management system is a great time to look under the hood! Inspect, maintain and diagnose how to give some of your software and processes a tune-up.
Your annual system health check is also a great time to conduct a review and roll out needed training. It is a good idea to do this with your software every year or two so you can maximize your investment and retrain your team about not only how to use the program, but also remind folks about important protocols within your firm.
How many times have you purchased a software program just to find that a year or two later people aren't using it as everyone had hoped? Everyone has good intentions, but there are features of the program never touched or perhaps now there are even "messes" within your document management solution that need to be cleaned up. This too-common problem is a result of "getting busy", lost interest, and failing to provide training to reaffirm protocols.
The good news is that it isn't too late to get back on track ...take action! We highly recommend completing the following check list:
- Verify you are running the latest version and release of your document management system or Outlook Add-ins
- Survey your users to see what kind of problems/complaints exist
- Examine what features are not being used
- Examine what document types are not used
- Discover what users are avoiding the system
- Provide multiple, short but concise training sessions to your users
For more information document management system health checks and system audits, we can help. Affinity Health Checks/System Audits include each of these steps along with a written report of our experts’ recommendations. Just contact Paul Unger by email at firstname.lastname@example.org or call us at 877-676-5492 and get your tune-up started!