11.26
2019

The Benefits of a Company Newsletter

Keeping everyone in your organization on the same page is essential to success, and one tried and true method of doing so is through a recurring newsletter that’s sent internally to your employees.

As a dynamic piece of content, your newsletter should effectively blend both graphics and text to convey your messaging. And while not all of the benefits of a newsletter may be strictly numbers-based, there’s something to be said about how creating one can bring your company closer together and work to inform employees of happenings in your organization, particularly outside of what their typical day-to-day schedules would normally include. Here are three major pluses that composing a newsletter can provide to your business.

Enhanced focus

Coordinate with your company’s leadership team about what topics will be addressed for your newsletter and try to thread a singular message throughout the entire piece. This works to provide insight to your staff and helps them realize the most important major corporate-wide objective at hand, improving organizational clarity.

Initiatives communicated

Reiterate the current primary goals for your business when creating your newsletter. If there are any key projects affecting multiple departments, provide updates within the content on what’s been accomplished, as well as what’s on the horizon. Communicating initiatives and documenting their progressions gives your team everything it needs to seamlessly shift from one task to the next in a more efficient, productive manner.

Buy-in generated

Featured sections of your newsletter where different viewpoints or departmental highlights are given can greatly improve engagement across your entire workforce. If multiple individuals from various departments have a hand in sharing information for your newsletter, buy-in is generated and employees become even more empowered.

For any other methods of communication your company may require, Actsoft solutions can help. With features built into our all-in-one business management software that help you reach your mobile employees nearly instantly, you can coordinate operations with ease. An effective newsletter keeps your staff up to date on a weekly, monthly, or quarterly basis; for all other needs, our solutions allow you to efficiently communicate with them at a moment’s notice.

Have any questions on how Actsoft can help you?

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11.06
2019

What Makes Encore’s Wireless Forms Feature Dynamic?

Encore’s Wireless Forms feature offers a much more robust experience to companies than what traditional paperwork offers. By allowing your mobile employees to document and submit form data from a smartphone or tablet, the feature is able to harness all the capabilities of mobile technology to increase efficiency and detail with every form submission. Here are three specific ways Wireless Forms offers a more dynamic documentation process than traditional paperwork.

Dynamic fields

Perform anything from mathematical equations to signature captures with dynamic fields on Wireless Forms. These portions of a digital form provide more versatility and functionality than traditional paper documents, making the form completion process simpler, smarter, and more detailed. Four types of dynamic fields include:

  • Signature Capture (with a touchscreen device)
  • Photo Capture
  • Audio Capture
  • Barcode Scanning

Data analysis

Form data submitted back to the office from the field is formatted and collected on our Encore solution’s dashboard, making it easy for your administrative team to see and analyze graphical representations of all submitted data from your company’s mobile staff. Manual data entry is eliminated from paper forms to desktop computers, increasing your team’s productivity and providing it with extra insight on your workforce’s activities.

Faster information reception

Instead of having to drive truckloads of paperwork to and from the office, or worse, paying for security companies to transport it far distances, rely on Wireless Forms to transmit information nearly instantly on a highly safeguarded digital platform from mobile devices back to the office. Encore Vault’s heightened security levels are able to help keep document data secure at rest and in transit, allowing you to receive document submissions quickly and confidentially.

Reduce paper costs, damage from handwriting or mathematical errors, and wasted time with Wireless Forms. By providing your team with additional savings avenues, this feature of Encore adds documentation that’s truly dynamic to your workforce’s processes.

Have any questions on how Actsoft can help you?

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10.28
2019

Why Telematics Is More Than a Buzzword

Now that we have all this information at our fingertips — from GPS positioning and driver behavior, to consumer trends and asset locations, what do we do with it? For the last few decades, we’ve gotten ever more sophisticated at collecting and tracking data, but the latest goal is developing systems to act on that information in a meaningful and valuable way.

This is precisely why the notion of telematics is not just a passing blip in the Twittersphere or in techy magazines. Telematics, which integrates information with telecommunications, is now ubiquitous in the M2M industry, including GPS technology and even satellite radio.

In the past, one of the major concerns for many companies was not only having all this information, but also multiple platforms from which to assimilate and act upon it. In short, it seemed less of an advantage and more of a headache, so there’s been a huge push for single-management platforms for multiple tasks, such as dispatching and route optimization — a single control panel to rule them all.

So companies, like Actsoft, are at the forefront of this industry by offering a wide range of telematics services to solve multiple problems through a single interface. By consolidating data from multiple touch points into a single stream, information has the potential to become richer, and patterns even more apparent. Once you have this piece of the puzzle in place, the fun begins: What do you do with all this information?

Because the impressive ROI of telematics-enabled services has been proven for years, more companies who depend on a wide variety of M2M operations – from asset locating devices to cloud-based wireless forms — want to know how they can add even more value to existing software. We offer an effective and full-scope suite of M2M, integrated mobile solutions that work in tandem with third-party clients, creating specialized, unique uses. This type of customization is becoming more popular in the telematics world as the data that’s meaningful to one company may not be to another. An example would be adapting an asset-protection device, meant to prevent theft of heavy machinery, by sending alerts to a marketing research situation where two items are being A/B tested. The researcher would know which item is picked up more, moved, and inspected. This stream of data could also be integrated with information from other telematics solutions such as wireless forms in understanding how many forms are filled out in relation to how often a product was moved and so on.

The data insights are limitless and as technology advances more rapidly, these solutions become surprisingly affordable — so much so that it becomes costly not to have them.

Whatever the trends are in today’s more complex world of systems and analysis, one thing is for certain: Having even a base level telematics-meets-big-data software solution will be the norm from which every competitive business will be operating. What you do with the information is another system altogether.

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10.21
2019

How to Make Data Work For You

Every day companies are collecting data, whether intentionally seeking it out or as a byproduct from conducting business as usual. This information is usually varied and potentially meaningful, from customer service queries and sales information to ethnographic and geographic statistics. All of it can make an impact on your business if its properly understood and used to inform strategy. According to “Hypotheses in Marketing Science: Literature Review and Publication Audit” by J. Scott Armstrong, Roderick J. Brodie, and Andrew G. Parsons, marketing research uses the scientific method in that data is collected and analyzed to test prior notions or hypotheses. Experts in marketing research have found that studies featuring multiple and often competing hypotheses yield more meaningful results than those featuring only one dominant hypothesis. Therefore, objective analysis coupled with a few hypotheses and a structured series of tests may be the smartest way to yield positive results.

With so many avenues from which companies are receiving information, figuring out how to capture that information, or even how much of it to capture can be daunting. (Do we need to figure out how many clients with red trucks are purchasing a particular product, and if there’s a trend?) However, the good news is that with the acceleration of technological progress, there’s also more access to data-capturing tools, and at more affordable costs. Who knows? You may even have those tools now, but don’t realize it.

Actsoft’s Wireless Forms is a perfect example of a solution that provides various functionality, including data capture and analysis. Many clients use these forms, which replace cumbersome paper variations, simply for placing orders. This is fantastic as it saves them time, energy, and tons of money on paper costs and storage. But many are missing out on leveraging all that data they’re collecting to spot trends among their customers. And what’s more, this component of Wireless Forms is included in the monthly costs, so it costs nothing extra to get reports, charts, graphs, and more. All you need to do is set the parameters and let our software do the rest.

In this day and age, when more and more people are competing for business, it’s necessary to take advantage of every opportunity to gain insight into your customer base to hit that sweet spot others might be missing … even if just barely.

Have any questions on how Actsoft can help you?

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10.16
2019

Everyday Choices Companies Make That Waste Money

In our frenzy to bring in more money, drive business, create better marketing strategies, schedule more meetings, and hire more salespeople, we often forget the old adage: “It’s not always what you make, but what you save.” If for every dollar we earn, we blow two, then we’re spinning our wheels and running an inefficient operation. In a time when companies are fighting to succeed, we’ve identified the most common ways companies bleed money and how to avoid these pitfalls.

Everything Counts

According to an article in the Wall Street Journal, “The small expenses add up quickly, so auditing basic costs, from travel expenses to utility costs, is essential … All the little things can really add up, and it is very easy to let it get away from you.” Daily tasks that could easily be automated turn into hours and months of manual labor over the long-term, costing businesses a lot of money that could have been better used in more meaningful ways.

A good example of this is payroll. Often the person in charge of payroll has to verify hours, spend time gathering data, make sure forms are filled out properly, and more. However, a simpler and more efficient solution would be to use mobile time-clock technology.

  • Moble Time Clocks: Actsoft has helped countless businesses integrate their payroll with a simple wireless time clock which allows employees to clock in from anywhere, use GPS verification to identify and time stamp their locations, as well send images and forms via email or text. After a brief and easy setup, this is a task that can be left to software so your employees can make more substantial contributions.
  • Automate Processes: Another common time drain is repeating processes that could be automated, such as work orders. Instead of manually inputting data each week, let Actsoft’s software auto-generate information with the frequency of your choice. It will also deliver these work orders, requests, or other information, and automatically send new order notifications. Plus, it can inform customers that a worker is on the way, and provide proof of delivery and work completion, including signature and pictures.

Paper Costs
It seems like a no-brainer: Eliminate paper costs and save money. But it’s easy to get stuck in a paper rut when there’s no clear alternative. Before you write off the idea of going paperless, think about the efficiency of the internet, providing the information you need instantly. You don’t have to have it delivered, mailed, or faxed; simply open a browser and you’re in!

  • Paperless Alternative: Actsoft’s Wireless Forms operates in just this way, by giving you the power to convert all your paper forms — from contracts and invoices to disclosures and other important documents — into digital ones that you can access from anywhere. Use your laptop or mobile device to fill out forms — complete with digital signatures and images — so business can be wrapped up on the spot. Think of all the saving in paper storage alone! Not to mention the risk you’re taking by using hard copy when a single digital form can live in several places, never to be misplaced again.

Wasteful Ways
Another major contribution to a shrinking bank account is maintaining a fleet that is operating poorly. This can include anything from bad driving habits that increase liability (speeding, hard accelerating and braking, etc.) to inefficient route planning. Actsoft provides solutions that can help curb bad habits and optimize routes, so that fuel costs are down, wear-and-tear on vehicles is lessened, and liability is reduced.

Our high-performance GPS tracking devices, combined with Actsoft’s reliable functionality, provide extensive visibility into the day-to-day activities of fleet vehicles, allowing you to:

  • Identify the locations of fleet vehicles or cargo
  • Review idle and stop times
  • Expedite dispatching
  • Improve fleet-routing efficiency
  • Reduce theft of high-value assets
  • Ensure equipment is located at the job site

Re-Buying What You Already Had
The ultimate in company wastefulness is re-buying costly equipment that was stolen due to lack of proper security measures. While alarms and cameras may deter a criminal, one of the best ways to prevent a theft from happening is to receive near real-time alerts when a door opens or a piece of equipment moves.

Furthermore, recovering stolen property is much easier when it’s tracked by a concealed GPS-enabled tracking device. With near real-time updates, you can see where your equipment is at all times.

09.23
2019

Practical Uses for Form Workflows

As one of the most dynamic tools that our Wireless Forms feature has to offer, Form Workflows* is an essential way for companies using our solutions to streamline their documentation processes. This is done through employees digitally sending incomplete forms from one mobile device to the next, allowing them to fill out any relevant information in a seamless chain of command. In addition to helping your staff save time, Form Workflows can also help enhance the accuracy of your documents’ data, as well as allow you to implement authorization processes for submitted forms. Personnel who have greater permissions are able to reject and send back an electronic document once it’s been submitted to them to the previous user if there are certain portions missing or if the data is incorrect. Here are a few practical ways that Form Workflows can be used in three different industries:

Construction

A construction company can rely on Form Workflows to track the near real-time progress of their building projects with documentation routing. As certain aspects of a project gradually become finished, the teams that were responsible for their completion can fill in details about the construction site’s timeline and send them back wirelessly for management at the home office to review.

Healthcare

For healthcare organizations, monitoring medical services delivered remains key for quality control and verification purposes. Using Form Workflows, these companies can store and transmit data back to headquarters in a highly secure environment, giving individuals on their administrative teams extra abilities to sign off on and evaluate details about conducted patient visits.

Transportation

Moving cargo is easier to do by using Form Workflows to help trace vehicle stops and shipment statuses. Truck drivers who are taking goods from the warehouse to the airport for worldwide distribution can use a tandem of Form Workflows and Signature Capture to ensure that deliveries are successfully handed off. As a result, customer service can remain optimized, as increasingly efficient workflow tracking provides more realistic package arrival times for the clients awaiting them.

Find out more about how Form Workflows can help your organization implement accuracy checklists, save your company time and money, and improve its service levels to customers today.

*Form Workflows is a feature exclusively available to users of Encore’s Ultimate tier.

Have any questions on how Actsoft can help you?

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08.27
2019

A Synopsis of Encore Vault

Our Encore Vault solution is built to encompass all the additional security measures your organization may need over its data, communications, and analytics. Backed by Advanced Threat Protection for Microsoft Azure (ATP), Vault is a highly secure version of our flagship application that is an ideal fit for companies who require additional safety protocols.

At Actsoft, our staff have been through stringent training sessions in order to make sure that the services and engineering processes we abide by align with any and all security regulations; as a result, we’re able to provide a product that can now even more directly assist businesses in verticals like healthcare, professional service, and the public sector.

Encore Vault’s Wireless Forms feature supports compliance with the Health Insurance Portability and Accountability Act (HIPAA), which remains a necessity for many businesses, particularly those in healthcare. In addition to incurring costly fines, organizations whose documentation procedures don’t comply with federal mandates may be subject to additional sanctions; Vault’s ability to help check the compliance boxes for your company allows you to benefit from its features even faster and keep fines away. Affordable solutions for Electronic Visit Verification (EVV) are also offered with Vault, making it a truly dynamic and useful application in the healthcare space.

Aside from HIPAA compliance, Wireless Forms with increased security measures is valuable to organizations in other industries like professional service and the public sector. For these fields, remote data collection needs to stay highly secure, and with ATP locking down form transmissions, organizations in verticals like these can still reap benefits of saved time, money, and heightened efficiency. Data breaches can also be incredibly costly to recover from for any company’s bottom line; Vault helps mitigate data loss potential with geo-redundant storage, expanding the ways that your company can stay protected.

Have any questions on how Actsoft can help you?

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08.20
2019

Mobile-izing Your Workforce

What does this information mean for entrepreneurs, start-ups, and small businesses globally? In a word: mobile-ize. Your mobile device is one of the most powerful — and economical tools — available. This small computer has the power to practically connect you to anyone, anywhere, anytime. But more than that, it gives you the flexibility to do business wherever you are. From taking payments to taking pictures to tracking inventory and more, your mobile device is the new office. More and more entrepreneurs are fulfilling orders from the road, running payroll from their home office, and sending invoices and contracts between flights.

As many smaller-to-mid-size businesses know, the key to success is flexibility and right now the most flexible weapon you have is your mobile device, tablets, and smartphones.

The question is: What apps do you need to maximize your business’s potential? Many experts say to start by eliminating paper. Expensive, inefficient, and high risk, paper is one of the first things businesses should cut from their monthly expenses. Imagine replacing paper contracts with digital ones — available right on your phone or tablet. You can fill out a form, sign a contract, submit an invoice, and more with applications such as Wireless Forms. The application stores the data and, once in coverage or connected through Wi-Fi, sends the form to the office.

Running out of contracts, order forms, and other money-making documents is a thing of the past. With Wireless Forms, you create the form you need — complete with specific fields, questions, and even answer styles, such as radio buttons or multiple choice. And just think of all the time you’ll save, and guesswork you’ll eliminate, by having digital answers instead of handwritten ones. No more coffee spills ruining a document or lost-in-the-mail contracts. It’s all there, ready to deploy back to your email, home office, or third party.

And if doing business from virtually anywhere isn’t enough, solutions like Wireless Forms also allow you to create reports based on the information you collect in your forms. For example, if you want to find out how many people ordered a particular product, simply schedule a report so you can analyze the data and get a clear snapshot of your customers’ behaviors.

Are you ready to monetize, optimize and mobile-ize?

Have any questions on how Actsoft can help you?

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08.02
2019

The Do’s and Don’ts of HIPAA Compliance

If your company has a long history of working within the medical world, then there’s a good chance that you have a deep-seated understanding of the Health Insurance Portability and Accountability Act (HIPAA). The rules, which were passed by Congress back in 1996, were put into place in order to protect patients’ coverage and personal information, as well as reduce the instances of healthcare fraud.

But if your company is still in the early stages of branching off into healthcare-related services, or you just want a refresher course, you may not be as familiar. For those in need of some brushing up, we thought we’d share a list of some of the biggest do’s and don’ts to make sure you’re staying compliant when handling such sensitive information.

DO
First and foremost, it’s of the utmost importance that you know exactly what is considered protected health information (PHI). Examples include names, addresses and contact information, social security numbers, medical record information, personally identifying dates (birth, death, appointments, etc.), and photographs. If you’re unsure whether something qualifies, your best bet is to err on the side of caution and treat it as though it does.

DON’T
If you need to have a discussion about a patient of yours with someone else, make sure that person is authorized and that you aren’t doing it in a public setting. Instead, find a private setting to do so and avoid the potential that anyone else overhears what’s being discussed.

DO
Keep your login information to yourself. Under no circumstances should you ever share this information with anyone else, even if it’s a colleague that you trust. Along the same vein, never write down this information even as a personal reminder for yourself. In both situations, it constitutes a breach of security and counts as an infraction.

DON’T
Never leave patient information in plain sight. This means that, whether you’re at the back office or in the field, don’t leave your devices unlocked and able to be seen by anyone else. It doesn’t matter if you’re stepping away for 20 minutes or 20 seconds.

DO
When patient PHI and ePHI retention periods expire and you are no longer required to hold onto this information, if you choose to dispose of the records, you must be sure they are fully destroyed. Hard copies must be shredded, pulped, or incinerated, while electronics must be securely wiped or the device on which the ePHI is stored can be destroyed, if need be.

DON’T
If your patients want access to their own records, it’s your responsibility to provide them within 30 days of their request. If patients choose to share this information with other entities, that is at their discretion, but denying them the right is a violation and can result in hefty fines.

DO
Implement software that truly supports HIPAA compliance. The Vault tier of our Encore software allows you to collect sensitive customer information and transmit it to your back office with complete end-to-end data encryption. We even brought in third-party experts for an additional layer of vetting to help make sure we covered all our bases and confidently stand by our ability to keep your client information safeguarded.

You can never be too safe when you’re working in the healthcare industry. By taking a few cautionary steps, as well as implementing trustworthy software to help you with your daily needs, you’ll be well on your way to running a HIPAA-ready business.

Have any questions on how Actsoft can help you?

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07.12
2019

That Busy CEO Life and How Actsoft Can Help

Recently, while perusing the latest tech headlines, as I’m wont to do, I came across a headline that stood out to me for two reasons. One: Even though it was clearly labeled a sponsored post, I actually felt compelled enough by the headline to click through, which is a rarity for me. (Kudos, Mashable, you clever monkey.) Two: It promised to show the day of one New York City–based CEO in 60 seconds … a New York minute, if you will. Given the nature of the company I worked for, I thought it would be both interesting and insightful to get a little glimpse of what that life can be like.

If you’re a business owner, you’re more than familiar with the concept of nonstop busy days. Days where, between your personal responsibilities and your work obligations, your waking hours are pretty much spoken for. But as we’ve mentioned in the past, as important as it is to give your all in making sure your company is a thriving success, it’s just as vital that you carve out time to maintain some semblance of a work-life balance.That’s why it’s essential to find and implement the right tools that serve to streamline processes, cut out unnecessary steps, and improve efficiency in your day-to-day activities. That’s exactly where we come into the picture.

Using our suite of tools, business owners are given the ability to simplify many of the daily tasks they and their team undertake. Timely procedures are sped up, leaving your workers with more time during the day during which they can take on more work orders, increasing your company’s bottom line.

As a business owner, you can rely more on your management team to mold your field workers into a synergetic efficiency machine using these day-to-day tools. This lets you focus on the bigger picture, which our tools also help with while removing the necessity of being on-site as frequently as you would need to be otherwise.

Using our system, you can pull up top-level overviews of the goings on at your business, running reports on everything from timekeeping (to make sure employees aren’t clocking egregious amounts of overtime due to early/offsite punching in/out) to vehicle paths (to curb inefficiently long routes driven between job sites, as well as excessively wasteful idling times). Forms that require your signature, such as expense reports, can all be digitized and sent to your phone, letting you quickly sign off and pass them along to your accounting team for faster processing.

All of this — and so much more — can be done using our tools. Not to mention, our recently released Manager App gives you all of this functionality from your mobile device, so you don’t even have to be at a desktop anymore, giving you so much more flexibility to run your business without giving up your social life.

Our job is to make your job easier. Because part of owning a successful business is being able to make the time to enjoy the fruits of your labor.

Have any questions on how Actsoft can help you?

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