You have likely heard before from me regarding System and Process Automation. This month I attempt to itemise for you the top benefits of automation with some examples from some of ProcessITs past Custom Software projects…

1/.   Time Savings

Undoubtedly in the top position is Time-Savings. This can vary from the small hourly savings of just a few minutes as demonstrated on our recent re-working of Screen Layouts to a whopping gain of up to a Month per Project for a top Structural Engineers quantity survey process. (click to read the case study)  Even the small savings of just a few seconds can be rewarding for users by reducing frustration and making their life easier, all the while improving the efficiency of Your Business and its process flow.

2/.   Timely and Accurate

Manual processes are notoriously unreliable, frequently late or delayed, often inaccurate and require considerable effort to get a view of your position. Humans do and will always make mistakes, it unavoidable no matter how careful you are!

Automated Systems allow your Processes and Tracking to be set up to ensure accuracy and repeatability. The system can check data entered is in the correct format and values are in the expected range, and if not, prompt the user to verify or correct the values. Automated Systems can provide near real-time data, so you can see exactly where you stand and avoid the guess work thus improving both your competitiveness and efficiency.

3/.   Repeatable

Now your data is accurate, and your Tracking System is in place, your Reporting Process and Business Analysis is repeatable and correct every time. The System ensures full and accurate tracking and can provide reports on delays and exceptions to ensure your Business runs smoothly and efficiently. You can make those important decisions based on detailed facts rather than “gut feel” and so grow your Business.

4/.   Direct Financial Savings

The obvious Savings on Wages realised by the Time Saving at the top of this list can be huge but that’s not all. Having the right item on hand at the right time, avoiding purchasing excess material as a result of having detailed real-time data and system generated predictions can save considerable amounts and improve cash-flow resulting in savings by using Stock and Staff more efficiently and reducing wastage.

Accurate Quoting or Estimating coupled with detailed Actual Time Tracking to analyse what and where variations from the Quote occur. Now you can identify hidden inefficiencies or simply a poor performance by a single staff member that might need additional assistance, training or increased supervision. Clients are often amazed at how much the Actual figures differ from their perception of how long a process or task takes. Managers can now improve the accuracy of their quotations given accurate timing data.

5/.   Traceability & Reputation

ProcessIT has worked with several Clients to help them add Full Product Tracking from Source Supplier to End Customer. These systems help meet Statutory Requirements, Quality Certification or both. The result is the ability to provide Proof-Of-Origin and Fitness-For-Purpose almost immediately following an enquiry. Having this Quality of information and response will no doubt enhance your reputation to your Customers.

Tech Tip

Short-Cuts for Microsoft Word.

Many Businesses use Word for document creation and viewing but few users are trained in its usage beyond the basic functions. So, to improve your skills and save you some time, here are a few of my favourite Shortcut keys, many of which I use all the time and some I forget to use as often as I should!

The obvious Cut/Copy/Paste set of Ctrl + X / Ctrl + C / Crtl + V

Then add Undo / Redo Ctrl + Z / Crtl + Y

Set Bold / Italic / Underline/ Double underline; Ctrl + B / Ctrl + I / Ctrl + U / Ctrl + Shift + D

Underline words but not spaces; Ctrl + Shift + W

Set Small Capitals; Ctrl + Shift + K

Zoom In / Out; Ctrl + + / Ctrl + – (that’s Ctrl and “plus” or “minus”) also Ctrl and Mouse Wheel

Align Left / Centre / Right: Ctrl + L / Ctrl + E / Ctrl + R

Increase / Decrease Font Size; Ctrl + Shift + > / Ctrl + Shift + <

Change Case; Shift + F3  Repeat to cycle through Proper Case, ALL UPPERCASE, all lowercase.

Cut to Spike; Ctrl + F3 Cuts all selected Text to the “Spike” a custom Clipboard. Holds repeated cuts.

Paste from Spike; Ctrl + Shift + F3 Pastes all Spike data and empties Spike.

Copy / Paste Formatting; Ctrl + Shift + C / Ctrl + Shift + V

I hope you find these useful. And once you have learnt and memorised these, check out some more Word Shortcuts here.

Until next time…

Regards,
    Brian Henderson & James Dickinson

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