Tuesday, April 13, 2010

Company Saves 95% Of Its Paper Use

The human resources management industry literally generates piles of paper documents on a daily basis, from job applications to 401(k) forms. Employease found that its team of customer service managers was struggling to find the documents they needed, when they needed them. “Our business model just wasn’t scaling well,” recalls Jody Brown, manager, internal systems group for Employease. “With multiple people across multiple teams working on or trying to access the same document, people were losing things or duplicating efforts.” The company needed a powerful yet simple solution to enable search and retrieve actions while tracking, monitoring and securing sensitive information on clients’ employees. “Our BPO (Business Process Outsourcing) group came to me with concerns. Their question was, “How can we take information delivered to us by e-mail, fax, phone and mail and set up a workflow so it all goes to the same place?’” Brown says.
Employease chose Treeno, a Portsmouth, New Hampshire-based software company specializing in easy-to-use yet extremely powerful Content Management (ECM) software solutions that combine integrated document management, business process management, records management, and more in a single easy-to-use application. While many of the ECM software vendors could promise an out-of-the-box solution to ease most of Employease’s pain points, few of the solutions could be customized to fit the company’s existing infrastructure. “Most vendors had similar systems for scanning and faxing, but e-mail was a major challenge for most of the vendors,” Brown says. “And most vendors required that we change our existing infrastructure and workflow processes to support their solutions. They were trying to steer us towards a more static solution.” Brown says that many vendors estimated that with training and physical roll-out time, it would take at least six months for the solution to be up and running. “That just wasn’t an option for us,” Brown explains. “It was important that the solution could be implemented quickly with minimal down time on our servers and our employees. And we didn’t want to spend a lot of time with training. It had to be easy to use.” TreenoGCM provided Employease with all the features they needed to manage faxes, e-mails, images, and paper documents, without having to migrate to a different operating system or CRM software. Plus it could be implemented quickly and didn’t require physically touching every desktop.
Further, Treeno’s engineers added a customized solution that exceeded the company’s expectations in a vendor solution. “The Treeno system did most of what we needed right out of the box,” Brown says. “But they also went that extra mile by developing a custom plug-in specifically for our e-mail routing needs.” In the end, Brown says, Treeno’s cutting-edge technology and customer-centric philosophy were the reasons for Employease’s decision. “They listened to us, to put it simply,” he says.
With TreenoGCM now implemented things began moving quickly. “The integration experience was better than I expected,” Brown says. “From the initial agreement, through the creation of the custom email plug-in piece, to the installation and training, we were fully up and running in weeks versus months. The actual installation period was only about three days.” Brown says the staff at Employease has responded well to the new system. “It’s been an overwhelmingly positive reception with the employees here,” he says. “The process of bringing on new customers has been made much easier, and we’ve made good headway on transferring existing customers over to the new system.” The integration wasn’t the only thing that was fast: Brown says his employees noticed an almost immediate improvement in workflow performance. “I’d say we cut our search and retrieval process time in half almost right away,” he says. In addition to the 50 percent reduction in the time it takes customer service managers to search for documents, he also noticed a staggering 95 percent reduction in the use of paper. “Our central office once was the home of a huge set of filing cabinets,” he says. “Not only was it inefficient, but the only thing securing it was an old fashioned padlock. With TreenoGCM, we don’t need those giant file cabinets and the information in those files is much more secure.”

To learn more about how Treeno can help your organization, call us at 1-800-528-5005 (U.S. & Canada), 1-603-570-4317 (outside of U.S. and Canada) or visit us on the Web at http://www.treenosoftware.com/
951 Islington Street Portsmouth, NH 03801 800.528.5005
solutions@treenosoftware.com http://www.treenosoftware.com/

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