25.03
2020

Tips for Communicating Efficiently While Working Away From the Office

Communicating efficiently is a big part of what makes an office properly function, but what happens in a remote work setting, when face-to-face conversations aren’t always realistic? Barriers to communication shouldn’t be a reason for productivity to lag when employees are performing work away from the office. Here are four ways that you can make connecting with your dispersed remote workers much easier, efficient, and productive, especially during a time like this.

Use voice calls, when necessary

Calling remote employees from time to time, rather than exclusively messaging or emailing them, adds a personalized touch and can even help transmit your positive company culture across long distances. Verbal check-ins with remote staff also provide an easier outlet for them to ask follow-up questions and gain clarification on certain tasks, if necessary.

Retain records of past conversations

To ensure that conversations remain on task and work-related, make sure you’re using a system of communication that records chat logs in near real-time. This can also be beneficial if an employee forgets something; they can simply refer back to a past conversation they had with their manager to be reminded of what’s needed next, potentially cutting out a lot of unnecessary back-and-forth. Note: If you’re looking for a solution to help your company with this, Encore, our flagship application, has an Intra-Company Messaging feature that enables you to connect with multiple remote employees at once, while also saving records of past conversations for your team to reference in the future.

Rely on a project management software

Planning out work using a project management software can greatly assist everyone in your organization with getting on the same page about the current standing of things. Assigning tasks by employee lets managers and employees know when a step along the way of completing the project is on hold and also who specifically is responsible for its pending status. If remote employees are able to visualize the individual steps in an assignment in a checklist-style format, as well as see whose turn it is to act next, they’re empowered to more effectively collaborate without the need to ask unnecessary questions.

Send information to multiple remote employees at once

It sounds obvious, but any time you need to reach out to remote employees about an assignment, always only identify those who are involved with it and communicate exclusively with them. Communicating only with those who have a part in the project gets it moving forward faster, while also helping to prevent inbox overload and wasted time for those in your organization who aren’t a part of it. Also, as mentioned previously, Encore’s Intra-Company Messaging feature allows companies to communicate with multiple remote employees at once via desktop-to-handset integration, serving as a faster, less cumbersome alternative to email. Ask us today how we at Actsoft can set your company up with this feature and optimize your team’s efficiency, particularly when it comes to remote communication.

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18.03
2020

Employee Accountability: How Are You Keeping Your Remote Workers Productive?

Any time you have a situation where employees are working remotely, there’s always the possibility for productivity to slip. Even if you have a great deal of trust in your staff, it can still be tough to regulate and manage assignments while they’re away from the office.

Actsoft solutions are designed to help ensure productivity remains optimized while coordinating a mobile or remote workforce. Making the switch to a remote worker scenario can seem daunting, but it doesn’t have to be with Encore, our end-to-end workforce management solution. Three key features of our flagship application that help ease the process of taking your operations remote are Timekeeping, Geofences, and Intra-Company Messaging.

With Timekeeping, your remote employees can easily clock in and out from a smartphone or tablet in the field, saving time and allowing them to start their days faster. Plus, with this feature, you have the ability to run reports on timesheet data, letting you verify the accuracy of worked hours with ease.

Geofences help maintain that labor performed away from the office is only done so from approved locations. If employees enter or exit a set location’s perimeter in the field, managers will receive notifications nearly instantly. These enable your workforce’s accountability, in terms of geography, to be truly optimized while employees are remote.

Perhaps most important of all when managing a remote workforce is to have a reliable method of communication with your dispersed employees. Directives and instructions can change on the fly, regardless of whether or not your employees are actually at the office; use Intra-Company Messaging to convey assignments to remote employees from the convenience of a desktop computer. You can even review past records of conversations to ensure they stayed work-related, helping to further keep staff accountability in check.

Timekeeping, Geofences, and Intra-Company Messaging are just three key features of Encore that can help you instill high productivity and accountability in your remote workforce, as they give management prime insight on how work is being done away from the office. Learn more today about how our solution can quickly, easily, and safely help you implement a remote work strategy for your staff.

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22.10
2019

Actsoft’s Strategic Partnership With Geotab

As a strategic partner of ours that supplies top-notch fleet tracking devices and fleet technology, Geotab is the perfect complement to Actsoft’s solutions. Our alliance with Geotab allows us to pair ultra-advanced hardware and fleet diagnostics with the workforce management capabilities of our solutions to give your team a truly robust digital management platform.

Through Geotab GO9 devices, the MyGeotab software, and Actsoft integration, companies can have a rich and detailed fleet management experience, gaining tools for advanced collision detection, driver reports, and more, as well as the features they need to effectively manage all other aspects of their workforces.

After employees have exited their business vehicles and begin working, insight can sometimes become lost; this is where handset tracking comes in. Our solutions provide device monitoring technology, allowing you to keep tabs on each member of your team during working hours in the field. In addition to handset tracking, we also provide solutions for Timekeeping, Job Dispatching, Intra-Company Messaging, and Wireless Forms, allowing your team to take its processes fully digital and control its operations with higher efficiency. When paired with Geotab’s proficiency in the fleet management sphere, our solutions can provide even greater potential for your business.

Use Actsoft and Geotab to gain full insight on both your fleet and remote workforce in near real-time. Our strategic partnership with Geotab allows us to expand the capabilities of our mobile management solutions, help our existing customers continue to succeed, and create meaningful new relationships both now and in the future.

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05.09
2019

Why Data Encryption Matters

In today’s digital age, data is increasingly valuable. With that, however, comes an even greater necessity to protect it. Hefty fines can be leveled against organizations that fail to adhere to federal regulations on certain data types like Personal Health Information (PHI). Any kind of financial information that becomes compromised can also subject the firm in charge of it to massive data breach payouts.

The answer why is simple: Data is crucial to personal security. The potential damage that leaks or hacks can wreak on anything from privacy to financial health can be devastating to both the customer and the company storing it.

So, if your organization is in charge of keeping data heavily secure, what are some of its options? One of the most cost-effective but secure ones lies with our Encore Vault solution. Along with being backed by mandatory and thorough compliance training for our employees on a routine basis, our application is equipped with a slew of security levels to help you truly lock down client information, including:

  • TLS 1.2 data encryption
  • FIPS 140-2 compliance
  • 256-bit AES encryption
  • Advanced Data Security (ADS)
  • Microsoft Azure Web Application Firewall (WAF)
  • Support of HIPAA compliance for sensitive medical information

Encore Vault’s proficiencies aren’t strictly limited to efficient data collection and highly secure storage, however. The solution provides tools for you to coordinate all aspects of your mobile workforce on a platform that’s even more safeguarded. Powerful features like Job Dispatching, Intra-Company Messaging, and GPS Tracking still allow you to monitor points of interest regarding your workforce in the field and adjust workflows in near real-time. Encore Vault is designed to give companies in finance, healthcare, the public sector, and more all the functionality they’ve come to expect from a top-tier workforce management solution, but with the uncompromising levels of encryption they require.

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27.08
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.

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21.08
2019

Encore’s Capabilities During Mission-Critical Situations

When emergencies strike for a mobile workforce, the ability to retain connectivity is crucial. Organizations that are tasked with disaster recovery efforts in particular need ways to efficiently communicate more than ever when bandwidth is stretched thin and communication channels are limited. With the power of Encore, Actsoft’s premier solution, organizations can have an easier time directing their mobile employees, collecting data in the field, and restoring order during emergency situations.

Encore provides multiple ways for departments to send and receive data with their mobile employees through features like Wireless Forms, Job Dispatching, and Intra-Company Messaging; plus, the solution’s ability to operate over Wi-Fi and cellular networks alike gives your workforce the versatility it needs to stay in tune with itself during periods of connectivity shortage. Data collection is able to remain even more secure throughout the entire process with Encore Vault, our newest solution tier.

In addition to helping facilitate strong communication between the office and the field, Encore can provide your team with even more ways to increase its safety protocols through greater insight. Organizations in remediation services, the public sector, and waste collection can rely on our solution’s GPS Tracking functionality to see all aspects of their mobile workforces at once and keep their personnel safer through positional data that’s brought straight to their solution’s live view map. If an employee is injured on the job while performing work, their pinpointed location can be easily identified, allowing dispatchers to send out assistance to them quickly and efficiently.

Encore remains a valuable tool for organizations that are called upon during mission-critical situations because of its ability to enhance communication and visibility for their mobile workforces. With features for location monitoring, secure instant messaging, and versatile dispatching, your organization can be better prepared for the next emergency event and save time and money throughout the entire process.

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13.08
2019

What a Company Mission Statement Should Accomplish

As we’ve discussed in previous posts, effective communication is essential to success in the world of business. How your message comes across to both prospective customers and your internal team alike matters, and perhaps one of the best ways to send a powerful and meaningful one to all is through a thoughtful mission statement that sticks. Your organization’s mission statement should:

Unite the company toward a common goal

One crucial benefit of a good mission statement is its ability to get everyone on the same page internally. The primary purpose of your organization should be carefully reflected in the diction used within the statement, and it should also be readily available to employees, especially those who interact with customers on a daily basis. Another important thing to do is to welcome feedback from all of your staff regarding the message. This helps to ensure that everyone is onboard, ready to start collectively moving in the direction that company leadership has outlined. Requesting input can even foster more effective collaboration amongst your personnel once the statement’s concept has been established.

Provide an accurate, professional description of your corporate identity to customers

Start with an identification process that considers everything your organization does, and then try to whittle it down into a few simple statements. What is your corporate identity? Asking this question first can help your team pinpoint the sheer scope of everything your company hopes to provide to its customers, and then find greater clarity when going about formulating the best way to convey that to them.

Express the values that your organization upholds in a concise but powerful manner

Above anything else, make sure your team’s mission statement encompasses your business’s key principles and ethics points. However, try to keep brevity and consistency in mind when beginning to compose the statement, especially when including your company’s values. Too many words or unrelated ideas can be confusing, defeating the purpose of having a mission statement in the first place. Lastly, verify that the message passes compliance with any and all branding guidelines as a final litmus test before publishing. With these tips in mind, feel free to craft a renewed mission statement that offers a fresh new perspective and refocused company vision for your team heading into the second half of the year.

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07.08
2019

How Excellent Communication Enhances Project Management

For any team project, effective communication is essential. Coordinating various tasks that need to be accomplished is much easier when there’s open communication between staff members and supervisors; however, this can be a struggle to maintain consistently at times.

Requesting feedback from your staff regarding how much work they’ve got on their schedules is an excellent way to encourage honesty, reduce overwhelming feelings for individuals in your organization, and pinpoint the objectives at hand with laser focus. It can also give you the best idea of who has additional availability to take on more work. However, there’s no way to gauge expendable bandwidth without solid communication. David Knight, Actsoft’s vice president of customer experience believes that without clear connectivity, collaborative efforts will become limited for a workforce.

“The key to teamwork is collaboration, which can only be achieved with effective communication,” said Knight. “Effective communication keeps teams on the same page at the same time, but more importantly, helps teams avoid conflicts and misunderstandings, which reduce collaboration.”

If everyone in your company is on the same page, meeting deadlines also becomes infinitely easier. A mission statement is a great way to communicate your business’s vision, uniting your workforce around a central theme that keeps staff up to date with the values and objectives that your organization is striving to accomplish during project execution.

Actsoft’s solutions offer intuitive features to make project management easier through enhanced communication. Intra-Company Messaging and Job Dispatching help keep all aspects of your company in the know by providing platforms to securely transmit key information about jobs in the field, regardless of how far away your mobile employees may be. With the power of our applications, strengthen your business’s communication channels and improve the ways that your team collaborates on its daily projects.

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