It’s been more than a year since the World Health Organization declared COVID-19 a pandemic. Uncertainty is one of the first words that comes to mind when reflecting on how the coronavirus crisis affected every aspect of our lives.
Concern about the health and wellbeing of our families, friends and communities always came first for DocuWare and our partners. As digital document management and process automation experts, we were well positioned to help our Partners and their customers respond to changes that were coming faster than they could have ever anticipated. Our goal was to support them both in navigating the instant shift to managing a remote workforce and to help them contain costs so they could keep their businesses operating at full capacity.
Easy to use document management tools provided our customers with a kind of stress relief -- the kind that allowed them to keep their doors open for business and retain their employees.
A game changer for the new normal
Rebel Refrigeration, AC & Plumbing has been installing water heaters, air conditioning systems and providing other home services to the residents of the Las Vegas and surrounding suburbs for nearly 25 years. When the lockdown order was issued, the company’s office had to close. Employees were working from home, but they couldn’t access the paper documents in the office, and invoice processing fell behind. “I wanted my people to be able to seamlessly and smoothly work from home, especially if it ended up being a long-term situation,” Owner Joe Johnson says. He knew going digital was vital to staying afloat.
Johnson chose DocuWare’s cloud-based preconfigured solution for invoice processing. Getting started was quick and easy and the solution was up and running within 24 hours. “I wanted to have a cloud-type of system where we could really go paperless,” Johnson says, adding that the setup was easy. “It was all laid out for us,” he explains.
Bringing an existing system to the cloud
Companies like Rebel Refrigeration implemented our cloud-based system in response to an urgent need. In contrast, Federation of Organizations, which is a multi-service, community-based social wellness agency based in Babylon, New York, had been using DocuWare on-premises for almost 10 years when IT Director Michael Serrano planned their migration to the cloud prior to the pandemic.
DocuWare Cloud went live in early April 2020 just as the business implications of the pandemic were becoming clear. Federation staff were adapting to working from home and because they were already familiar with DocuWare, the transition was seamless. “Since the staff had a core understanding of the processes, transition time was minimal,” Serrano says. “Everyone acclimated quickly, and the tools DocuWare provides helped ease the stress.”
Automation has an unexpected benefit
While Daviess County Public Schools in Owensboro Kentucky, originally implemented DocuWare to digitize student records and use eforms to streamline communication with parents. When classes went online because of stay at home orders, DocuWare facilitated device assignments that kept track of the laptops and other equipment teachers brought home. Each teacher filled out an eform on an iPad, and it was processed electronically. This allowed them to sign out equipment with minimal interaction with other staff members and helped the IT team as well.
Working from home when your business is improving the way people work
We asked DocuWare team members about how they feel about the switch to full-time work from home. Our employees reported missing informal conversations, working lunches and exchanging ideas on the fly. Even commuting took on a nostalgic glow because it provided a tangible separation between work and home. Walking from your desk in the bedroom to your kitchen doesn’t provide any time to decompress.
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