Digtal Virgin Inc. Workflow Specialist

A comment about developers: In my opinion I have found the majority of software developers to be extremely intelligent and creative. Due to this inteligence they often find it difficult to relate to common software users. Some attempt to provide as many features as possible to their applications, some try to give the largest amount of customizability. Very few try to analyze how people are working. It is because of this desire to add features or customization that applications become cumbersome and overwhelmingly complex. I once used a new piece of software that required 27 unrelated steps just to print a simple note. I am sure that most users learn certain methodologies to accomplish tasks.

• I once asked a secretary where the company letterhead template was stored, she explained "Open Word, then select Open, then select computer, then select network, then select shared folder, then select Company Stationary, then select letterhead " she actually had no idea that the template was on a server shared folder or how to get to it without using Word. I blame this on the developers not the user.You can imagine in a year how much time is wasted on just starting a document.
  • We corrected that by simply creating a floating launcher for the company click a button for Letter and the correct template is loaded into the correct application. This is workflow automation at it's best.

• Another client uses spreadsheets to generate bids and invoices for his customers once the data is entered into each cell and calculations are made he then sent the work sheet to billing who generates an invoice using another "Quick" application. Often due to backlog it would take days for the customer to get pricing or billing. Another issue was that the pricing from his vendors had to be repeatedly updated on several worksheets and often billing would miss the increase.
  • The solution Integration The accounts payable department was given a special set of LIVE files to replace the default files included in the "Quick" application. These files automatically update a database with the price and quantity of each item purchased. The client also has a set of LIVE templates that he uses to select the quantity and type of each product. Once complete he marks a field on the spreadsheet as invoice or estimate and saves the file locally the LIVE file creates a database entry. Billing also has a set of LIVE files these poll the database for new entries every few minutes then generate an alert that a new bill or estimate is ready. The billing person then selects the new entry and produces the invoice or estimate.
    We could also add purchasing and inventory management to their system very easily but the client was so happy with the extra time they decided to continue those functions manually.
    

The WorkFlow Specialist service is a large variety of solutions all designed to make your workflow faster more accurate and easy for the common person to use. We start by doing an unobtrusive time study of your current workflow then design a system that speeds that workflow. In most caes eliminating additional steps currently being used by your workforce.