Prepare to Give a GreatPresentation

• Practice – Know what you are going to say, and howyou are going to say it. Practice your speech until you arecomfortable with it.

• Check your equipment – Inspect any equipment youwill be using for your presentation ahead of time.

• Get to it – Warmly introduce yourself and get into yoursubject matter as quickly as you can.

• Speak to them – Don’t just speak aloud, look youraudience in their eyes and talk to them.

• Talk slowly – A relaxed pace, taking pauses, andthinking before you speak will help eliminate the dreaded“ums” and “uhs.” 

November 2012

Qualities to Look for In Quality Employees

Here are some other key qualities to look for when interviewing job candidates tohelp ensure you hire quality people.

Likeable – Enthusiasm and a great attitude are welcome additions to any business,not to mention contagious.

Creative – Thinking outside the box and challenging the status quo are great waysto improve your existing processes and methods.

Motivated – A dedicated, hard­working employee will likely be a successful one. 

Passionate – For people who love what they do, it’s not just a job for them.  

Flexible – Someone who is willing to do whatever it takes to get the job done is aninvaluable member of any staff.

Qualified, rather than experienced – Hire someone who excels in the traits youcan’t teach, and teach them the ones you can. 

Your Email Signature Can HelpDrive Your Business

Your email signature is a prime piece of real estate that youshould be using to maximize exposure and help you driveyour business. Is your email signature up to par? Here area few things to consider to transform your email signaturefrom blasé to brilliant: 

Size matters - Keep your signature short and sweet. Toomuch information will turn off the reader or just be ignored,so it should be limited to four lines or less.

The bare essentials – Your email signature shouldinclude your name, title, company name, email address,website, and your phone number (the best way to reachyou). You can also add your company’s logo (keep it small)and a brief tagline explaining what your business is about.

Don’t bother with – You waste space by includingunnecessary details. Inspirational thoughts or quotes mightnot be appropriate for your professional email account, soleave those out too.

Make the most of it – Use your email signature to includea link to your corporate brochure, or your product catalog.Simple text like “Check out our product catalog” or “Clickhere to view our brochure” will suffice.

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November 2012

Attend this Month's Webinar and YouCould Win a $250 VISA Gift Card!

In today’s fast­paced business environment, we all have to wear multiple hats toremain competitive in this challenging economy. We believe that efficiency and

organization will help your company grow and succeed beyond your expectations.

If you have not yet attended our DocuWare Live Webinar, we invite you to join us

on November 20th for our next document management Webinar.

All registered attendees will be entered to win a $250 VISA gift card!

You may have received some reminders inviting you to attend our document management Webinars, and we hope you’lljoin us this month so you can see what all the buzz is about.

In less than 40 minutes, learn how document management will increase your efficiency, while saving you

money.

We’ve helped many businesses just like yours: • Get organized • Improve customer service • Get mobile access to information • Increase cash flow & reduce costs 

Most of our clients see return on their investment within the first year of implementing a document management solution.

Having information where you need it, when you need it is good for business. We believe that DocuWare has the solution

you need to grow your business, increase efficiency, and save money.

Space is limited! Register now to reserve your spot. After registering, you will receive a confirmation email with

information about accessing the Webinar.

November 2012

Common IT Mistakes Small Businesses ShouldAvoid

Here are some of the most frequently made IT mistakes to avoid:

• Failing to Protect Your Data – Is your confidential data safeguarded againstpotential security breaches? Are you prepared for an emergency, such as theft, fire,flood, or server failure? Are your files and records backed up for disaster recoverypurposes? • Not Changing with the Times – Keeping current with the latest technologies canhelp prevent your company from ending up with outdated, inefficient equipment andsoftware. • Choosing the Wrong IT Provider – The right IT provider doesn’t just sell youequipment; they manage that equipment, as well. • Employing Unreasonable Password Requirements – While weak or non­existent passwords are unacceptable, making your requirements so strict thatemployees must resort to writing passwords on sticky notes undermines your policy.• Leaving Everything in One Employee’s Hands – If a single person in youroffice knows all of your passwords and how everything works you could be settingyourself up for an enormous problem. Don’t put all of your eggs in one basket. 

The Value of WorkflowAdaptability

When choosing a document management workflow solution,it is essential to find a solution that is adaptable — it mustbe flexible enough to change as your business, its needs,and processes change. But what makes a documentworkflow solution adaptable?

1. It won’t rock the boat. It is critical that a workflowsolution can be modified without disrupting existingprocesses and workflows mid-production. An adaptableworkflow solution is one that allows you to easily add newmodules whenever a new requirement arises.

2. It is easily modified. Modifications should be relativelyeasy to make and completed in a short amount of time, toaccommodate last-minute jobs or revisions. An adaptableworkflow solution is one that enables you to react andmake changes quickly and easily.

3. It welcomes add-ons. You need a solution that isflexible enough to handle the growth of your company,allowing you to add to it as necessary to accommodateyour expansion and development. An adaptable workflowsolution is one that provides scalability to ensure it can beexpanded as your business changes.

Paper vs. Digital Documents:What You Should Know aboutDocument Imaging

By converting your hard-copy documents into electronicfiles, you can turn information on paper into valuable digitaldata. Document imaging utilizes scanners to convert paperdocuments into electronic, searchable files with the use ofOptical Character Recognition (OCR). Once converted, yourdata can easily be indexed, identified, accessed, andmanaged electronically.

Digitizing documents will allow you to reduce the paperclutter in your office, as well as the amount of timepreviously spent prepping and handling those documents.You’ll also benefit from improved collaboration anddecreased storage costs.

When you prioritize document imaging as a critical businessprocess, you’ll quickly realize all of the benefits that comewith this practical solution. Compared to paper documents,digital documents are also:

• Less expensive to store • Less expensive to transport and distribute • Easier to locate • More search friendly 

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November 2012

Say Goodbye to Stress at the Office

It’s extremely easy to get fed up and stressed out at work. Approaching deadlines,difficult customers, heavy workloads, unexpected problems, and technical glitchescan all lead to frustration and push you past your breaking point. However, it's easyto release that steam and restore calm and order to your life — simply unplug andunwind for a little while. In short, get up, get out, and get over it.

Take a short break. When you feel overwhelmed, stop what you’re doing, get outof your chair, walk away from your desk, and temporarily leave your troublesbehind.

Go for a stroll. Even if for just a few minutes, walking away from a stressfulsituation can help you relax and clear your head, so take a hike. Literally!

Get out. If possible go outside and walk around the building or through the parkinglot. The fresh air and sunshine will pay dividends and do wonders for your psyche.

Stretch and relax. A simple stretch can ease your physical and mental stress in afew short minutes.

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DocuWare Smart ConnectDirect Document Access from within Your BusinessApplication

Access documents directly from the program you areworking in with just the click of a button. DocuWare storesall kinds of business documents in one central, digitaldocument pool. With Smart Connect, you can integrateeverything that DocuWare has to offer directly in yourbusiness applications—without any additionalprogramming.

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Smart Connect takes relevant search criteria to grabmatching documents out of DocuWare. Since you set thesearch criteria, all related documents will be displayed.Process orders, check invoices, and clear up inquires—withSmart Connect all of the documents you need are availablein seconds. Simply click on Smart Connect and make themost of the valuable information stored within yourdocuments. For example, if you are working in an ERP oraccounting system, just one click on Smart Connect andyou’ll get a list of all the documents that belong to abusiness transaction.

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