Our best time saving tips for Estate Agents
In an Estate or Letting agent’s office, the photocopier is one of the most important devices in use. With its ability to print, scan, fax and email, it can be used for many different tasks.
Everyone in the office can use the printer and photocopier at some point, but there’s a lot more that they can be used for as well as their basic functions. Here are some tips which will help you save some time and money and also work more securely.
Wireless Printing – Print from Your Tablet
More and more in estate agents, staff are using tablets and iPad’s in order to work more productively and effectively, both within and away from the office. Whilst in the workplace they can print anything straight from their mobile or tablet.
Not all printers have a wireless printing option, so it’s worth checking with a print expert to see if yours can. If so, you’ll be able to print directly from a tablet or mobile saving time, money and allowing your team of practitioners and team leaders to be more productive.
Print from any copier – Print Release
How many times have you been waiting for your prints in a queue for the photocopier, or maybe the normal printer you use is temporarily down? When you need to print important documents urgently you don’t want to be held up by technical issues or long queues.
With some special rule’s setup on the devices in your printing fleet, you’ll be able to send your print jobs to a shared location, then release them at the printer or photocopier of your choice. Print jobs are released by securely logging in by using a username and password, or by a contactless card or key fob tap. This also improves office security and compliance with data protection rules by ensuring that documents aren’t seen by anyone else but authorised team members.
Scan Files in Bulk
Ask the people in the office how long scanning takes them, they’ll probably say something along the lines of “AGES!”. Generally, the team in the office need to go through long and time-consuming processes, carefully checking each step and manually typing and re-typing in the same information repeatedly whenever a stack of paperwork needs working through.
Activities like this take too long and swallow up hour’s and days’ worth of time for the whole team, who are relied on for much more valuable work. As well as this, if any mistakes are made throughout the process, it can cause problems later down the line when someone tries to search for a document which has been named improperly.
With the assistance of a workflow expert, nurseries can set up secure automated scanning and archiving of documents, leaving them to place whole stacks worth of paperwork into a copier and press a button, leaving the machine to do the rest of the work itself.
Seconds after the documents have been scanned, they are identified, renamed and sorted into their correct folder, securely and stored correctly. This saves the team hours’ worth of work and complies with data protection regulations.
Have Your Printer Serviced
It sounds simple, but the best way to pre-empt any potential problems with your printer or photocopier (and therefore save on wasted time) is to have it serviced. It’s a huge problem when the printer or copier breaks down, and for a lot of nurseries who aren’t on a service plan with a managed print company, breakdowns are a real hinderance to regular office work.
With regular maintenance you can do everything possible to proactively solve any potential issues, resolving them before they stop the printer working entirely.
Switch to an automated digital workflow
How long does it take for paperwork to move around the office from where it comes in to where it ultimately needs to be? For many estate agents, it can take from days to weeks. Physical paperwork also has a habit of disappearing or can become damaged at any point.
Print Logic, digital workflow and print management leaders in the North West and Birmingham, specialise in helping customers speed up their workflows, making them more secure, robust and productive.
In most businesses across the UK, paperwork is dealt with by hand and is physically moved across various people’s desks throughout the course of its workflow. During this time the document can be seen be any passer-by, and confidential information is therefore exposed.
Before a document has reached the end of its workflow, it’s usually up to the individual person working on it to know how they’ve organised it onto their in-tray. With this it’s difficult for anyone else to know exactly where any document is until it’s reached the last step in the process. With digital automation there is a constant state of clarity regarding the stage at which a document is in any workflow, so phrases like “I think it’s still with Jane” won’t be an issue.
What happens at the end of the accounts process when a document needs to be entered into a CRM system such as Vebra? Quite often, a member of the accounts team will need to manually enter in the information found on the document in by hand.
Whilst this is accepted as the ‘norm’, there are a few drawbacks with this method. Human error can occur, and information can be mis-entered. The person could get called away from their desk, leaving delicate financial information exposed for the world to see. The person entering the information can of course be interrupted with phone calls or other tasks which require urgent attention, all of which will delay the inputting process further.
By having the documents already in a digital workflow, you can have them automatically entered into your CRM when they reach a certain stage in the process. For example, once an invoice has been approved, the user needs to click the ‘approved’ button on their system. This will mark the invoice as approved, store it securely, and enter all of the required details into the CRM in less than 5 seconds. This resolves any human error, alleviates any security concerns and allows the accounts team to be more productive, working through more documents daily.