How You Can Affect Change

In my last post, we finished off with ensuring your PDF files are 'locked down' prior to sending them out - internally OR externally. By that I mean, even if you are sending an email to head office, make sure the file is secured because it is travelling over servers and is therefore basically open to attack.

What I want to discuss with you today is how you can affect positive change by implementing some, if not all, of the following tools and resources, depending on your needs. Please note that anything that you feel needs to be addressed or improved upon will require some of your time and effort in research first.

For example, speaking with the people in charge of the appropriate division or matter, perhaps approaching your Team Lead, and so on. Once you have approached the appropriate individuals and are armed with further knowledge, you can move forward with your own research on costs, timelines for implementation, etc. At that point, you can re-address the issue with your Team Lead with all your data in hand to support your desired result.

To begin with, let's look at Scanning capabilities on your Copiers - a great place to start, and a task easily handled by your IT team. This will give you PDF and faxing capability as well. I have to note here though that the PDF quality is not appropriate for client delivery.

Other areas to look at are your Video Conferencing facilities -in terms of ease of use and access, as well as costs. Note that your company 'portal'may well have this capability, which would be substantially more cost effective for your firm versus using an external service at a per use fee.

If you learn your portal does not have either Video Conferencing facilities or 'document sharing' capabilities, I would encourage you to speak with your Team Lead to investigate this further. I repeat myself by reminding you that for changes to come about that are going to benefit you and those you work with, it is wise to be sure you have completed all of your research beforehand. This will demonstrate that you are a proactive employee and considerate of everyone's time.

Another very important area to look at is 'program' access'. In order for you to be efficient in your role, your company should provide programs such as Adobe Acrobat and Visio for 'all' Assistant's. Too many problems can arise when those with access to these programs are out of the office or otherwise not available to you. This particularly applies to the Adobe program given the importance of time and security. Having the proper tools and programs in place is an absolute necessity for your success as well as your professionals you report to, period.

If any of these areas are a 'hot button' for you, please let me know via email or in your comments below, and we can discuss a number of approaches you can take on the issue(s). More tommorrow!

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