The governments all around the world are embracing digitisation with open arms. One of the major tasks that government offices are entrusted with is managing documents.  The digitisation of documents is a key challenge and pain point for government organisations. With every activity that requires a paper trail, the documentation becomes humongous. Searching and indexing can be a real challenge.

With smart digital solutions geared to provide end to end solutions, the government offices are finding a new lease. The time spent in organising, indexing, searching and working with documents is reduced drastically.

Here we evaluate some key features of document management that government organisations are utilising to their advantage.

1. Drag & Drop Documents

Document management system should be able to capture documents digitally. Government departments typically work with large number of files. An easy mechanism to digitise and capture documents is a key functional requirement.

Users should be able to use drag and drop functionality for uploading multiple documents in the system. The centralised document management system should provide intuitive ways to import and export data from the system.

2. Categorisation & Dynamic Folders

The categorisation of documents is a must have requirement. The segregation of documents as per users, departments, time, and subject matter can make life easy for offices. The document classification should also facilitate logical grouping of interrelated data through the use of algorithms. For e.g. clubbing the budget reports for various years automatically.

The document management system should support features like creation and defining document folders, adding sticky notes to document folders, and be able to mark folders with different colours. 

3. Workflow & Note Sheet Management

Documents are often routed to authorities for approvals. The software should make it flexible to define hierarchies, workflows and optimise day to day tasks for government offices.

The note sheet is typically used for documenting things for government offices.  These are attached chronologically and provide complete reference to the original case. The document management system should provide effective ways to capture these note sheets.

The file notes, case history, drafts, interim references, comments, approvals, rejections and all communications must be digitized. The time it takes for clerks and office staff to move file from one office to another can be automated. Online note sheets and workflow management can expedite things considerably.

4. Highlighting and Stamping Documents

The document system should facilitate easy and effective ways to highlight documents. For e.g. a note sheet comment should be highlighted for the recipient. The recipient can take action and subsequently remove the highlighted remark from the document.

The process of getting documents marked or stamped can also be done online. The e-stamping of documents can be used for documentation. The stamping of documents has been authorised by many state governments now.

5. Document Templates for Various functions

The document templates can facilitate quick work. The pre-populated templates can be set-up for creating note sheets, approvals, creating tender drafts etc. The document templates can also facilitate multiple users working on the same document.

The document versioning and revisions etc are maintained for collaborative working. The hierarchy and approvals for the documents are also be maintained in the system.

6. Searching & Indexing Support

It is excruciating to see the amount of time spent in searching and indexing documents in offices. The organisation of documents can be made very simple through an online system though. The online document system creates an index of documents. It helps in organising content through predefined criterion for organisations.

The system then provides easy information access based on document name, content type, department, time, location, file size etc. The users can also create dynamic queries and save them for later references.

7. Sharing & Distribution of Information

Government offices are responsible for policies that affect the masses. The trail of documents, information access and accountability are all critical components that need to be addressed. The online document management system not only promotes collaboration and productive working among office staff, but also helps share information.

The online system can be used for sharing links to external users or citizens. The system can provide an effective way for citizens and public to access information regarding key policies and services.

8. Support Digital Signatures & Encryption

Governments are accountable to the people and citizens. The documents and information is often classified in nature. When sensitive information needs to authorised and approved, it often needs stringent measures. For e.g. opening of tender bids containing the price bids etc. can be done using digital signatures. The information submitted by vendors is also encrypted using digital signatures. The bids of vendors can only be opened through unique digital signatures and prevent any unauthorised access of information.

The document management platforms that support digital signatures & encryption of data etc can be used for procurements and other highly sensitive information. The online system must keep a trail and audit log of all document transactions on the system. A copy of older versions of documents must be maintained for security purpose.

9. Office Automation Support

The office automation support is required for effectively organising work. All the information related to users should be provided to them on their dashboard. Any pending approvals or actions must be summarised for the users.

The online system should provide all the required support for staff. For e.g. emailing or sharing documents, preparing documents, getting approvals and accessing their work related documents should be integrated into one place.

10. Archival & Usability Features

Archival of old documents is a core feature for document management. It becomes of greater consequence for government offices that deal with colossus number of documents. 

The document management system should facilitate easy and effective rules for defining archival of documents. For e.g. documents older than seven years may be archived. The links to documents can still be provided, if need be.

 The document management may also provide other usability features like:

i) Automated document transfer based on rules and hierarchy

ii) Automated emails when document is shared with users

iii) Provision for attaching documents with drag/drop options and sharing them with users on email etc.

iv) Workflow automation and tracking as per specified business rules.

v) Tracking & comparing document versions.

vi) Import documents from other applications like Google, Dropbox, etc.

vii) Document linking with other documents and references in the system.

viii) Highlight searched terms in the list of documents for easier information access.

ix)  Provision for importing, exporting and printing documents.

x)  Optimisation for stored documents for faster searching, reducing storage and mobile access.

Kreyon Systems provides specialised document and enterprise content management system tailored to your organisational needs. If you have any questions relating to document management system or need comprehensive digital content solutions for your organisation, please get in touch with us. 

The post Document Management System for Government Offices appeared first on Kreyon Systems | Blog | Software Company | Software Development | Software Design.

This is an infographic on creating a dynamic dashboard for busy executives and professionals. Kreyon Systems leverages design thinking solutions for building dynamic dashboards for users. Our dashboards are built dynamically as per changing user needs and data insights. Kreyon uses compelling UX designs for creating intuitive dashboards for driving business. If you need any help with business management software, please get in touch with us.

The post Designing the Perfect Dynamic Dashboard appeared first on Kreyon Systems | Blog | Software Company | Software Development | Software Design.

A business revolves around its customers. A deep and thorough understanding of customers is essential for a business to succeed. Winning business needs an indepth assessment of who your customers are, what motivates them and how you can help them to achieve their goals. Attracting customers is an art; it requires you to communicate and convince them. They must know your value proposition and what you can do for them. Here are 7 ways to attract more customers for your business :

1. Identify Your Ideal Customers :

It is hard to sell everything to everyone. Identifying the right customers is crucial to sales. Create the buyer persona for clients who are looking for your products or services. You might look at the following as a reference for creating the ideal customer profile for your business:
Is your customer an individual or enterprise business?
What is the size of your customer business Small, medium or large?
What is the average time for decision?
What is the deal size?
Which industry is most likely to buy your product/service?
What is the procurement model?
Are you dealing with the right decision makers?
Does your customer have the budget?
Does your customer want your product/service on priority basis?

A good understanding of your customer profile will help you create a strong message that can convince them.

2. Solve their problems or help them reach their goals :

Simply put, no one is interested in your product or service. They all want to either get rid of their problems or need assistance reaching their goals. For businesses, it is more about cutting down their costs or increasing revenues. Your product/service must align with the needs of the customer. How well you can articulate the value proposition for the client decides the fate of the product/service.

3. Build Partnerships :

Find out other businesses in your niche that offer complementary services. Building partnerships and networking is a good idea for attracting customers. The customers appreciate business coming from their own trusted sources. The partnerships can lead to synergy and increased business opportunities. For e.g. Dell & Microsoft have a technology alliance that benefits them as well as their customers with end to end IT & software solutions.

4. Content Marketing :

One of the best ways to attract customers today is content marketing. Brands across the world are creating quality content that addresses the needs and concerns of their customers. They share content in the form of articles, attractive Infographics, short videos, white papers podcasts, ebooks, blogs etc. Content marketing aims at educating the prospects about the brand’s products & services. Once the prospects develop trust in a brand, they’re more likely to buy. Content marketing also works on the principle of reciprocity, i.e. customers are more likely to buy when they receive something for free.

5. Build Trust and Reputation with Quality :

The best way to build trust and enhance your reputation in business is to deliver what you promise. When customers are impressed with the quality of your work, they are bound to promote you. Word of mouth and credibility are important for attracting new customers.

6. Offer Trials, Discounts and Referrals :

One of the best ways to get early customer adoption is by offering free trial of the products/services. Businesses also run promotional offers with discounts and incentivise their existing customers upon referrals. The idea is to get momentum for acquiring customers. Both online and offline events can be organised for tapping into the customers.

7. Participate in Exhibitions and networking sessions :

Participating in events and exhibitions for networking is quite useful. Businesses need to tap into events and conferences that can help them to showcase their offerings. This also offers potential for establishing contacts and collaborations. These networking sessions are insightful and allow your business to gauge the quality of its products/services.

The art of differentiating your products/services is a prerequisite to winning a good customer base. In this age of aggressive marketing, businesses need to have a solid strategy for acquiring customers. They must know what their products/services can do for the customers. Ultimately, customer acquisition is starting a partnership with the client. Once the deal is done, both parties should take care of each other’s interest & growth ambitions.

Kreyon Systems offers custom business management & workflow software. Acquiring, tracking and retaining customers has never been easier. Please get in touch with us for any assistance or queries.

The post 7 Ways to Attract More Customers for Your Business appeared first on Kreyon Systems | Blog | Software Company | Software Development | Software Design.

Are you looking to build a digital business? Kreyon Systems has great expertise in digital transformation. Our clients are benefiting from digital products and services, remodeling their business to modern day needs. If you need any assistance with digital solutions, please reach out to us.

The post Go Digital With Kreyon appeared first on Kreyon Systems | Blog | Software Company | Software Development | Software Design.

A great brand is not built by accident; it takes massive commitments and efforts to create it. An adorable brand is the dream of every business. And building one requires extreme persistence. With the unlimited number of companies today, it makes it harder to stand out from the crowd. With the massive reach of the internet, companies are now using every branding opportunity using it.  Internet is a great enabler and has become a catalyst in establishing truly dominant brands like Google, Facebook, Amazon, Alibaba, Tencent etc. Companies today need a strong online brand to reach global customers grow their business & create massive impact. Here is a look at 7 ways to create a strong Online brand:

1. Articulate What Makes You Different :

The top brands touch their customers on an emotional level. These top brands inspire their customers, connect with them deeply and make them proud of their association. The greatest brands are driven by a strong purpose, compelling vision and a message that resonates with their followers. What is in it for the customer? What are you solving for the customer? How are you going to make things better for them with your products & services? A deep connect with your customers is extremely crucial before they endorse your brand to others.

2. Design to attract people :

The essence of branding is to attract people. Designs are about expressing the brand. The look and feel of the brand’s communications, products, services, advertisements and everything else has a telling impact on its customers. The design of a brand shapes its perception. For e.g. a brand like Virgin is designed to have a vibrant feel for its customers in line with the personality of the company. The color schemes, designs, content and messaging are meant to create attract the youth.

3. Offer them great Value :

When brands have a deep purpose, it is reflected in their products & services. Great value establishes credibility and rapport with the customers. Successful brands master the craft of differentiation from others with value they offer. For e.g. Warby Parker has built a distinctive differentiation with designer eyewear for its customers.

4. Communicate with authenticity & conviction :

In the world of internet authenticity is a precious possession. Companies like Amazon have been able to build successful empires and massively big company due to its authenticity. Customers should be able to trust you and what you say. In the digital world, if you don’t fulfill your promises, the word gets spread fast. Brands build trust and win customers with authenticity.

5. World class content Creation :

Today the most successful brands are investing in content creation. The purchasing decisions made by the customer are influenced by the quality, frequency and usefulness of the content created by brands. A study from LinkedIn Technology Marketing revealed that the top things that make content effective are: Audience Relevance 58%, Engaging and compelling storytelling 57% & triggering a Response/Action 54%. Companies are maintaining blogs, writing whitepapers, creating compelling video content, Infographics, case studies, ebooks and webinars etc. to attract customers.

6. Blog promotion through Social Channels :

Today billions of articles, videos and other forms of content are vying for user attention. The best brands are creating content that is meant to address the needs of their users, entertain them or fill a need. They are also using social media channels like FB, Twitter,Youtube & LinkedIn for promoting their content.

7. Building Trust with Customer Service :

Everyone is selling to their customers, but very few are really serving them. Top brands create differentiation with top class services that customers can rave about. Great customer service is a sure fire way to create a top brand. When your brand gets talked about for its customer services, it is a sign of confidence. Companies that have the best interest of their customers at heart take the leap and build global businesses.

The most valuable companies on the planet are those that establish the strongest bonds with their customers. These brands like Nike, Apple, Coca-cola, and Google create brand advocates and not just customers. These top brands win and influence people to create a cult and fan following of sorts. The online medium has shaped the way these companies are built and serve their customers. And businesses around the world are increasingly looking at Online branding to create scalable, globalized, and agile companies.

The post 7 Ways to Create a Strong Online Brand appeared first on Kreyon Systems | Blog | Software Company | Software Development | Software Design.

Kreyon Systems featured in Silicon Valley. Apoorve Dubey, CEO, Kreyon Systems interviewed in San Francisco for creating innovative software products.

The post Kreyon Systems featured in Silicon Valley appeared first on Kreyon Systems | Blog | Software Company | Software Development | Software Design.