Denise Williams's Blog

Stepping Away Without Falling Behind: 7 Tips for When You’re Out

Denise Williams — Mon, 28 Jul 2025 17:12:45 EST

Let’s be honest. Taking time off can be more stressful than just staying at your desk.

Whether it’s a planned vacation or an unexpected day off, handing off your work can feel like a mini logistical crisis. Will clients still get what they need? Will your backup know where to find that document or that pending, rush order? Will you return to a mountain of catch-up?

You’re not alone in this.

After years in this industry, I’ve learned a few things (often the hard way) about how to step away without everything falling apart. Here are some tips that might make your next break, planned or not, a little smoother:

1. Write Down the “Unwritten” Stuff

We all have little routines or client-specific quirks that only live in our heads. Take time to jot them down. Think of it as a cheat sheet for your backup. Even if it’s just a quick bullet list in a shared document, it can make a big difference. Use your Abstract Platform (such as RDS) to store Client-specific requirements, that automatically appear on every order - no cheat sheet necessary.

2. Don’t Let the Inbox Be the Brain

If everything lives in your email, stepping away becomes nearly impossible. Even if you're a solo operator, try to keep key info like orders, client updates, or pending requests in a place that’s easy for others to access. Using an Abstractor Platform (such as RDS), enables a centralizing from order entry to report to invoice - all in one place.

3. Name a Backup and Let Them Actually Practice

Choosing someone to cover for you is one thing. Making sure they’re truly prepared is another. If you have time before stepping out, walk them through your workload and let them try a few real tasks. That hands-on experience helps build confidence on both sides. Also good to have everyone be cross-trained. Using an Abstractor Platform (such as RDS), enables your backup to jump in and either see your assigned work, or reassign to themselves, while you're out. Never skipping a beat!

4. Overcommunicate Before You Go

It’s tempting to just set an out-of-office message and move on, but reaching out directly to key clients with a quick update can go a long way. Let them know you’ll be out, who they can contact in your absence, and that their work is in good hands. One way you can do this, is to change your email signature to show the dates you'll be out of the office - weeks in advance of your planned off time.

5. Build in a Return Buffer

Try to keep your calendar light on your first day back. Give yourself space to catch up, check for anything that needs attention, and ease back into the rhythm. It helps reduce that post-break whiplash. What's great about an Abstractor Platform (such as RDS), is that jumping back in can be a lighter lift, by visiting the Company Dashboard - and Your Orders, you'll be in the loop of what you're walking into right away.

6. Don’t Wait for a Crisis to Build Your Safety Net

A colleague recently shared how they scrambled to fill in when someone had to step away suddenly. What stood out was how much easier things became once they had a shared system in place. Building that kind of visibility into your daily operations makes it easier for someone to step in when needed. Here’s a great example of how one team handled it: Case Study

7. Extend Grace to Yourself and Others

Even with a solid plan, something might still get missed. That’s okay. Taking time off is a healthy and necessary part of running a business. Be kind to yourself and your team as you navigate the handoff and the return. Use your tools to make time on and time off, more fluid and less bumpy. Bumps are inevitable, but knowing you've got a great team and great system, makes life a little easier!

Closing Thought

We don’t talk enough in our industry about how hard it can be to take a break. But with a little preparation and a mindset of shared responsibility, time off becomes not just possible but restorative.

If you’re curious how others are handling it, this case study shares how one small team created a safety net that worked when someone had to step away unexpectedly.
Read the case study

Have your own tips or experiences? I’d love to hear them.

Written by Denise Williams, President of RDS, a platform helping abstractors and legal service providers manage orders, documents, and operations more smoothly.
www.realdocs.us

Be Ready - Will the Summer Surge be a 'short game'?

Denise Williams — Sat, 02 Mar 2024 22:40:37 EST

Numerous conversations this week circled around the pick up of January orders, a better February but not at the pace of January. Volume alone in 2024 could be great. Some businesses will stick with the short game, but how far will that take them?

There are some progressive thinkers. Actually, not 'early adopter' types but 'early majority' seeking ways to handle the spring pick up and anticipated Fed interest cuts & resulting mortgage rate drops. Nothings written in stone, yet, many are asking themselves - "Are we ready?"

Over the last 7+ years as the President of the Industry's leading Search Production Software (www.realdocs.us - RDS), I am seeing an appreciating interest in modernizing workflows. Everyone. All around. Most Business Owners and Search Production Leaders realize that TODAY is the day to start working for TOMORROW.

It's a bet. A risk. The market has been brutal. But...when it picks up, it's imperative to stay relevant, reliable, fast and accurate. Relying on yesteryear's workflows won't necessarily do anyone any favors.

Volume masks. Yes. Volume masks problems, deficiencies, weaknesses. When it's slow, it's time to work ON the business (ie workflows) and when it's busy, it's time to work IN the business (ie orders).

If your Clients love your 'personal touch', will they still love it when they are bombarded with lower price options? Personal touch is a great unique value, but may not stand the test of time alone. But blend personal touch with smart workflows and complementary technology - now you are cooking with oil - a powerful trifecta.

I love talking with my many customers, prospects and industry friends. Many are prognosticating a consolidation / merging of the abstracting provider market is not too far off. We all hear about AI growth (I'm actually exploring this myself), and continual off-shore pressure.

For those 'carbon copying' their 2015 approach, there will be risks of being left behind. Stay attractive for business and purchase in the long game. The market is going to be shifting...and NOW is the time to be proactive and decide how you wish to drive forward. Be ready.

Want to chat? Let's do it!

Denise Williams, Real Document Solutions

Cell 636-439-1637

Office 314-266-8565

Raise Your Prices and Reduce Your Costs

Denise Williams — Tue, 14 Nov 2023 09:18:59 EST

If one does not raise the price of the search, a similar impact could be secured by lowering one's costs. Why not do both - increase price and reduce your expenses? Exploring ways to building a 'value moat' can lead to price appreciation. As a result of building efficiencies for your primary customer, they are more loyal. Efficiencies for your customers can be accomplished at the same time of building efficiences for yourself.

As a technology provider, RDS - Real Document Solutions, we offer the most robust Search Production Software(TM), our customers have experienced efficiency improvements of more than 30% on average over legacy methods/software.

Typically we hear that when things pick up, then the labor costs pick up. This doesn't have to be the case.

Reducing one's base costs, reducing errors, increasing security and increasing turnaround, can help you improve your competitive edge (get more business) while improving margins - technology is a tool to enable this!

Additionally, as we look to the future, systems integration will become more valuable and protect your business as to not to be displaced. There will be less reliance on email. If you look at some of the TPSs (Title Production Software) the search firms they've integrated with probably can command more $$$, and not be chiseled down and whittled down like the rest of the market ... Title companies will continue to see pressure to be more efficient internally and that includes 'integration' with vendors for efficiency. If you're a vendor, these are conversations to have... what system are your clients on, how can you connect with them for simplicity and speed, do they want to get workflow updates? Are you risking future business, if you are sending your completed packets as an emailed pdf attachment?

If you think you cannot compete with the extra large search firms that are API-integrated with the clients' TPS, then let's talk - because I believe you can compete!

I understand that raising prices should naturally come, especially as home costs/loan costs have risen and title insurance costs rise too, why aren't searchers getting their piece of this appreciation? Hard to say.

What you can do to bring more money into your coffers is to run more efficienciently (doing more with less), and protect this with a 'value moat' by creating switching costs for your client to move from you to other sources - this can be done by securing integration and other unique efficiency improvements...which may in the end lend itself to increasing your price - When your relative value has increased, get paid for it!

Denise Williams

Real Document Solutions – your trusted technology partner for the title abstract, document retrieval and title industries. Follow me on LinkedIn. If you have a topic you’d like to suggest, please email me at Denise@RDSteam.us

Thank you. Copywrite 2023 Denise Williams

What's your CRM? ... Salesforce vs. HubSpot - which one I chose & why

Denise Williams — Sat, 26 Aug 2023 22:36:51 EST

Well I was a long time user of Salesforce going back over a decade, not just a User but ran large scale implementations in SFDC (salesforce dot com). Deployed Lightning to a national sales team of over 350. Managed the tech stack for 2000 technicians using SFDC primarily for work order management.

Before that I was using ACT! ... and wow, had that funky gadget with it's own alphabet.

I've chosen ...

I've chosen HubSpot for my small business. I'm new to HubSpot and have imported a customer list, integrated to email, and have been using a host of other features.

Although every CRM 'Use Case' is different, the comparison of the two CRM software holds true for most.

What I liked about Salesforce:

Comprehensive. You could always find the place to pull in your data.
Analytical and reporting strength.

Did not Like about Salesforce:

Permission sets. Personas were inflexible, creating the "I can do this, but not that issue"
Complexity.
Cost. Very expensive licensing and supporting.

Overall, the comprehensiveness of SFDC made it jack of all trades and master of none. Trying to be everything to everyone and losing sight on the core CRM functionalities. Scope creep has hit SFDC. For the SMB User, setting up SFDC and getting utility out of SFDC was costly in time and licensing... too much work.

Now, swinging the pendulum the other way is HubSpot.

What I like about HubSpot:

Price point. Start for free.
Integration choices. Maybe doing a Zap later.
Ease to connect to Email, Sidebar.

Do not like about HubSpot:

Onboarding. For one getting started, it could use better job aids about the structure of the tool - objects, attributes, etc.
Will let you know...

I'm sure there are tons of CRMs to choose from, and largely depends on what you want it to do. I chose a CRM to be just that - a CRM - with the ability to seamlessly integrate with my other digital tools. This frees up my CRM to be the best CRM, and other functions, like back office operations, to be managed separately.

Best wishes on finding what works for you!

I invite you to connect with me on LinkedIn. We can set up time to chat. I’m happy to engage.

Denise Williams

Thank you.

Copywrite 2023 Denise Williams

“Can you send me orders?” & 11 Things to Do When Business is SLOW

Denise Williams — Sat, 12 Aug 2023 15:11:01 EST

“Can you send me orders?”

“Send business my way! We are looking for orders.”

“We cover X states / counties.”

“We have the best turnaround times.”

Although my company is a Technology Company, we often get these order solicitations. We let those soliciting know we don’t have orders to pass along; however, we can set them up for success with the best productivity tools…so when orders do come rolling in, they’re in the best position to say ‘YES -keep it coming’!

Those marketing, asking for business, are laying the groundwork for future work – and quite frankly, now is the time to do this when things are slow. The market may not be demanding of your time with orders, but your business needs you now more than ever.

Click the READ MORE link below....

12 things to do while business is slow: *

1. Market your business.

2. Rethink your business model and processes. opportunity for reflection, refinement, and redesign

3. Strategic planning. If things generally run well, look at markets, customers, and other trends. Is your strategy still on target? Are there new things you should be considering?

4. Ask for help. get solid advice that you can take.

5. Study another industry. The longer you work in an industry, the more you risk becoming myopic. Look at what other types of businesses and endeavors do. How do they solve problem and what might be applicable with a twist to yours?

6. Network. Feed and expand your network.

7. Develop new offerings. Consider whether there are new products and services your existing customers and markets might appreciate.

8. Do competitive research.

9. Strengthen important relationships.

10. Improve your time management. Things will speed up again and you may find yourself fondly thinking of the extra time you had. Open more of it by using what there is wisely.

11. Personnel development. Help develop your staff members and expand their horizons.

12. Survey customers. What do they think, want, and feel outside of your assumptions? How is your company doing in regards to them? Get some harsh but necessary answers. / Survey employees. Knowing what's going on with people at your company is every bit as important as knowing what the customers are doing.

A lot of the above is about doing some deeper work internally and externally. Get out of the day-to-day for a moment. Step back with fresh eyes, and you may find some new revelations.

Some of my best revelations, come with chatting with a colleague or mentor about the problems, barriers and risks, I encounter. Weighing out where to place my big bets, and how that looks as small bets.

How do you ‘step back’? Is it quiet contemplation, conversation or writing up your strategic plan? Use your time wisely, don’t wait until you’re busy to invest in the future.

I invite you to connect with me on LinkedIn. We can set up time to chat. I’m happy to engage.

Denise Williams

Thank you.

Copywrite 2023 Denise Williams

* List curated from Inc.com

Don’t get cherry picked!

Denise Williams — Sat, 05 Aug 2023 21:40:43 EST

Recently, we had a great conversation with a long-term, industry player. She shared how she’s behind – digitally. She was worried that this has impacted her business, or lack thereof. She was very transparent, sharing how tech was outside her wheelhouse but knew that she needed to make a change.

In so many words, she said her business mix shifted because of this. The more lucrative searches were replaced with searches that were more difficult and problematic, or even the opposite, super simple with tiny margins. The bread-and-butter business, in the middle, had dried up. It sounded like she was getting cherry picked.

But why?

There are dynamics to consider…

Title Plants – TPs continue to increase as digitization of records continue to reduce reliance on field work

BPO – business process offshoring is not uncommon and leans into lower labor costs with an offshore workforce. It’s a growing business model with new entrants all the time.

Integrations – If you haven’t you priced these out recently, dev costs start at $30K and upwards to $120K for an API with one of the largest Title Production Software (TPS) Platforms. At NS3, those were real cost$ quoted (ask me about this!). Realistically, who can afford this?

TPS Subscriptions + TPS Marketplaces - In essence, you pay to play, but watch your bottom line. License fees, User fees, Maintenance Fees, Onboarding Fees, Reporting Access Fees, Monthly minimums = It all adds up. Is this practical, economical? Usually there is rekeying and increased manual steps, and it’s back to tiny margins. Maybe a loss when you add it all up.

Companies, even the smallest, can keep from being cherry-picked, but it will take time to ensure strategy clarity. My last blog post, about the 3 Hard Conversations … was designed to help you start with that gut-checking, baseline: Data; AI / Automations; Integrations.

Following the 3 Hard Conversations, I have another suggested exercise. Map out your workflows, define your labor spend along the workflows, and then identify where your greatest error risks exist. Remember, that the more steps in the process, typically equates to more labor, expense, and risk.

Look for platforms that HOLISTICALLY improve that. SILO’d systems won’t help you. Also by signing up for each TPS, that’s a cost structure that will exponentially grow as you grow – this is not sustainable.

My recommendation is to evaluate deeply, who can elevate your business! Find partners that position your business to best use /reuse your data, implement deep automations, and offer an integration-ready platform. Avoid being cherry-picked; rather, rank at the top as preferred vendor. You can only go as fast, efficient, and accurately as your platform allows … invest wisely.

Denise Williams

Real Document Solutions – your trusted technology partner for the title abstract, document retrieval and title industries.

Follow me on LinkedIn. If you have a TechTalk topic you’d like to suggest, please email me at Denise@RDSteam.us Thank you.

3 Hard Conversations, you must not avoid.

Denise Williams — Sat, 22 Jul 2023 12:31:09 EST

Some things are hard, like I really don’t like going to the dentist, although I do it. The same can apply to business. Often, we can stay in the present, grappling with today’s ‘list of to-dos’, and avoid allocating time with the larger levers of business (seeing the dentist ??).

So here are 3 hard conversations, that should be had. Please… copy this blog post and paste it into your own document - use these questions to clarify your roadmap.

Read on...

Answer what you can now, and then tackle the rest later. If you don’t like the answers, then get help – reach out to me.

Let’s talk about 3 conversations you need to have:

1.Your DATA – Health, Hygiene, Protection, Utility – what’s the status for your company?

a. Where is it stored? Do you have redundant backups?

b. What are you doing with completed orders? Are these indexed?

c. How are YOU reusing your data? What does accessing old searches, records, documents, images look like?

d. How are OTHERS reusing your data/searches? Have you allowed others to USE your work via the EULA – are you being paid for this?

e. Who else sees your data?

Protecting your data from loss and misuse should be a priority.

Secondly, if you aren’t easily accessing and reusing data (prior search docs, plats, CCRs), you are doing rework, that’s costly.
Furthermore, make sure your data is presented in the friendliest, fastest way.

2. 2. Your AIs and AUTOMATIONS – Speed, Accuracy, Cost, Maintenance

a. Have you removed manual steps / such as rekeying with your software?

b. What is your curative rate, have you reduced this?

c. How fast is your turn around time – can you easily break this out by client, vendor, county, etc.?

d. Are you using software that is a credible and expanding technology? Or a simple one-and-done with little/no support?

Leveraging tech will be critical to keep your business competitive, and tech advances are gaining speed. Doing the things ‘the way we’ve always done it’ is not the answer.

Yet, picking off just one section of the workflow to automate, or shallow automations will only take you so far – a system that automates throughout your entire workflow will maximize your investment.

3. Integrations – locking in business, namely APIs with TPS (Title Production Software)

a. Are you having conversations with your clients? Are clients asking you to integrate? What is their TPS?

b. Who is interested and how much is this worth to them?

c. Do you have a means to integrate – is your software ‘integrate-able’? for software-to-software transmission, namely API.

d. How much time will you save from receiving, status updates and sending orders if it’s all system-to-system?

e. Are clients reverting their business to vendors that are integrated?

f. How much business will you keep or get more when it picks up by integration?

Those businesses avoiding integration, will be left behind, maybe not in 2023, but when things pick up, they will feel the pressures (lost business, new clients not coming on, additional manual steps, and higher integration costs).

Clients do not want to spend more money (labor namely) to work with you, especially when more vendor options are just a click away (via their software) and more economical – we can anticipate long-standing client-vendor relationships to be tested.

Smart business means doing big moves while slow. Integrate now and ‘lock-in’ those clients, when they are happy, and you have bandwidth to make the change.

In Summary –

Avoiding these 3 conversations, puts you at risk. Take the time to have these 3 conversations and be intentional with your responses. Know where you stand. What is or isn’t setting you up for long term success?

What I find is many business owners, know they need to make a change, but don’t know how. It can be so much easier to knock off a to-do off the list than ‘go to the dentist’.

Technology may be an area that one may not be ‘up on’ … so lean into your technology partner.

My company loves to serve customers as a technology partner, Real Document Solutions – RDS. RDS is the first of its kind, a Search Production Software (SPS). Let's chat and talk about the results of your 3 conversations!

Denise Williams

Real Document Solutions – your trusted technology partner, providing SaaS in Search Production Software (SPS) for the title abstract document retrieval and title industries.

Follow me on LinkedIn. If you have a TechTalk topic you’d like to suggest, please email me at Denise@RDSteam.us

NS3 - the choices you make now will shape your story - my takeaways

Denise Williams — Wed, 14 Jun 2023 17:54:14 EST

The NS3 event was a valuable experience, although the attendance fell short of expectations. Despite this, the event excelled in facilitating networking, fostering relationships, and featuring insightful keynote speakers.

One particularly impactful keynote was delivered by Long Doan, who shared his personal journey to success. His harrowing story served as a powerful reminder of life's preciousness and its unpredictable nature.

Given the challenging times, with businesses experiencing significant declines and a stagnant atmosphere, a sense of somberness pervaded the event. However, it is crucial that we refrain from complacency and take action.
Read on...

read on...

Alan Frelix delivered a commanding message, emphasizing the importance of disruption and not just surviving but thriving. He highlighted the role of workflow improvements and technology in achieving success.

Alex Brown stressed the need to review workflows, which often reflect outdated assumptions, software, and job roles. It is essential to identify inefficiencies and streamline processes by questioning the purpose of each step and exploring potential eliminations.

Technology was a prominent topic at the event, with discussions on APIs, automations, integrations, artificial intelligence, chatbots, and ChatGPT. The demonstration of using ChatGPT to generate a title commitment was particularly exciting and intriguing.

However, many attendees were left with the question of how these technologies could benefit their businesses and at what cost. To leverage technology effectively, it is important to start by defining the current state of operations and envisioning the desired future workflow. By identifying the gaps between the two, businesses can understand the work required and explore suitable options through demos and careful consideration.

While embracing technology, it is crucial to be aware of associated risks. During NS3, concerns regarding ChatGPT were discussed, including the potential exposure of personal and sensitive data, the uncertainty of data usage, and the possibility of inaccurate or false information. It is essential to exercise caution and verify the reliability of information before using it for business purposes.

As I immersed myself in the event's tech discussions, it became evident that the industry is undergoing disruptive changes. To avoid being left behind, it is imperative to embrace these changes and seek out strategic partnerships that can help bridge any gaps.

Today is the turning point. The choices you make now will shape your story.
*****

Denise Williams

Real Document Solutions – your trusted technology partner for the title abstract and document retrieval industry.

Follow me on LinkedIn. If you have a TechTalk topic you’d like to suggest, please email me at Denise@RDSteam.us

Thank you.

National Settlement Services Summit NS3 – Listening, Learning & Networking!

Denise Williams — Fri, 02 Jun 2023 11:30:16 EST

I’m excited (and fortunate) to be attending the National Settlement Services Summit, NS3, next week along with1,000 other real estate industry leaders to include Executives, Title Agents, Underwriters, Attorneys, Real Estate Agents, Lenders, Technology Providers, and others.

Read on...

After the NS3 event concludes, I’ll share some of my takeaways with you. Three of the sessions that caught my eye (below), should prove interesting – as well as the numerous exhibition booths.

· Technology Forum | Technology Differentiators
· Attorney Opinion Letters: A Candid Discussion
· Progress and Opportunities for Future Transactions

Any Agenda Items you are interested in not included above, and you want to hear more about? Here’s the link the NS3 Agenda. Feel free to reach out to me, and I’ll be your ears, if you cannot attend.

Will you be going? Let me know, let’s connect at the event. Also, check out the Whova App, to have the event details at your fingertips.

If you have a TechTalk topic you’d like to suggest, please email me at Denise@RDSteam.us

Denise Williams, Real Document Solutions

Thank you.

Manual vs. Automated: Don't Let Outdated Methods Drive Clients to Competitors

Denise Williams — Wed, 17 May 2023 15:32:39 EST

In today's fast-paced business landscape, one area that often presents challenges is how clients and vendors share order information. As a Title Abstractor, you know that each client may have their own method, and it's up to you to pull together orders from various sources into a centralized system. Unfortunately, many abstractors still rely on manual methods for order entry. It's time to consider the impact this has on your efficiency and your attractiveness to clients.

Here’s an example: you receive an $80 order and it takes you 30 minutes to find the email, copy and paste the details, send a confirmation email, and track the ETA - that can take an hour of time. By investing ~$20 worth of manual effort thus far, the order value is now $60, and no search work has even been done yet. That's 25% of your gross revenue consumed.

Now, wouldn't it be great to recoup all or most of that revenue with more automated processes ... and boost your margins? There are many way to handle incoming orders, and figuring out your options is a great starting point.

First, check out 8 methods that range from manual to fully automated - what method(s) are you using?

1. Email with Order(s) Attached: Manually enter orders from attachments (PDF, Word, CSV, Excel).

2. Email with Order Written in Body: Manually enter orders from email bodies.

3. Email notification of Order in Portal/Sent Link: Manually enter orders grabbed from portal or linked remote site..

4. Email to Quick-Add/Scan: Low manual, high automated order entry.

5. No notification, Check Portals for Pending Orders: Manual entry.

6. Un/Scheduled Order Import/Export: Manual or low-level automation.

7. Web Form to Order Queue: Fully automated.

8. API/Integrations: Fully automated.

Your clients are likely being marketed to by other title search vendors that offer seamless integration, status updates, ETA updates, and other features. Clients continually evaluate vendors to determine who best to use and trust with optimal turnaround times and accuracy – workflow integrations will play a part of that, if not now, soon. Have your Clients asked you about your system, integrations, sharing data?

To truly optimize operations, manual order entry methods must be replaced with more cost-effective methods. Do any of the methods more automated look attractive to you? Partnering with a tech company experienced in these integration techniques will unlock the full potential of automations, freeing you up to take on more business and potentially expand into new markets. These advanced order entry methods help keep your clients happy and position your business as the preferred vendor. Don't be left behind.

Break free from the shackles of manual order entry. Leverage a tech company, who understands your industry's unique challenges and can provide tailored solutions. With the right technology partner by your side, you can revolutionize your order management, leaving behind the tedious, manual and error-prone methods of the past. Remember, it's not just about improving your operations; it's about thriving in a competitive landscape and positioning yourself for long-term success.

Take action today to leverage technology and be your best.

If you have a TechTalk topic you’d like to suggest, please email me at Denise@RDSteam.us

Denise Williams, Real Document Solutions

Thank you.

4 Ways to Navigate the ‘Experience Exodus’- Tech, Talent, and Timing

Denise Williams — Sun, 07 May 2023 16:41:57 EST

The industry is currently witnessing an 'experience exodus,' as seasoned professionals leave their roles. How can companies navigate these challenges and prepare for future success? When valuable experience walks out the door, it takes with it the knowledge gained from months of training, years of experience in company process/workflows, established connections, and a battle-proven work ethic.

However, the exodus isn't solely about retirees or those who have completed their careers. It also includes individuals who have been turned off by the industry's unpredictable nature.

A friend of mine left the industry in 2020. She said, "The highs were great, but the downs were too far down, unpredictable, and affected my ability to support my family." She found a new career and is doing great.

This 'experience exodus' is a reality, and it poses a challenge for companies. While the industry may experience a lull now, it's only a matter of time before things pick up again. When your current staffing becomes insufficient, what is your next move? Can you defer hiring?

4 ways to navigate the experience exodus:

Leverage industry-specific technology: Can you enhance and streamline your workflows through the adoption of advanced computer systems? By strategically implementing technology, you can defer the need for additional headcount while maintaining operational efficiency.
Rethink target applicants: If your ideal candidates typically possess 3-5 years of experience, be prepared for a shrinking talent pool. Consider expanding your criteria to attract a wider range of applicants, including newcomers to the industry or individuals seeking part-time remote work.
Accurate job descriptions: Ensure that your job descriptions accurately reflect the job duties and responsibilities. If you have intuitive systems and workflows in place, emphasize this aspect to attract candidates who are eager to work in an environment where technology supports their success.
Revamp training processes: With the rise of remote work and digitization, traditional training methods such as 'sitting with' or 'shadowing' another employee have become more challenging. However, sophisticated software programs often provide self-learning tools and comprehensive onboarding training, allowing for accelerated training processes. In addition, analytics are helpful to map out and monitor key milestones of onboarding.

By strategically implementing advanced computer systems and embracing technology, companies can address the experience exodus and defer the need for immediate hiring. This approach not only streamlines workflows but also expands the potential applicant pool by making the job more accessible to a wider range of candidates.

In a rapidly changing landscape, companies must adapt their hiring practices to attract and retain top talent. The experience exodus presents an opportunity to rethink traditional approaches and leverage technology to build a resilient and successful workforce.

Denise Williams, Real Document Solutions

If you have a TechTalk topic you’d like to suggest, please email me at Denise@RDSteam.us

Thank you.

TechTalk: The Power of Role-Based Permissions

Denise Williams — Sat, 15 Apr 2023 13:21:13 EST

What is role-based permission in software? How does this impact productivity?

Role-based permissions are a powerful method of managing User access control in software systems. This approach involves assigning Users to specific roles and granting them a set of permissions based on the responsibilities associated with that role.

By using role-based permissions, you can enable everyone to work synchronously in the system, without conflict, concern, or delay. This approach eliminates the need to wait for someone to complete their work, reduces reprocessing of information, and reduces rework. It is important to know your software’s role-based permission schema and evaluate if your users/roles are correctly set. If there are personnel changes, such as hiring or responsibility changes, it is important to review role-permissions.
...read on...

With newer software solutions, it is much easier to align Users to the appropriate role. For example, the Administrator role might have full access to everything, while a Vendor role might only be able to view and edit their own order information via your portal. This approach ensures that vendors cannot see price or competitive data, while still enabling them to access the information they need. When leveraging role-based permissions, you can get the most out of your software.

Using role-based permissions can improve productivity because your software is aligned to your needs. It eliminates common frustrations such as “I don’t have access,” “Who’s in the order?”, “No, you cannot have credentials (license/User limits), and you’ll need to send me what you want changed,” “Call me or Email me, when you get this done.” A system should not be a gatekeeper or throttle your productivity.

In addition, role-based permissions can improve security and reduce the risk of unauthorized access. This approach ensures that Users have the appropriate levels of access to the software they are using, without limiting their productivity or causing unnecessary delays. By leveraging role-based permissions to enable scalability and maximize your Users’ productivity, you can get the most out of your software.

If you have a TechTalk topic you’d like to suggest, please email me at Denise@RDSteam.us
Denise Williams, Real Document Solutions
Read more TechTalk Topics here and on LinkedIn
Thank you.

TechTalk: 6 Steps to avoid & reduce swivel chairing

Denise Williams — Thu, 06 Apr 2023 11:41:13 EST

Some swivel chairs are FUN…and some are not. Tech slang phrase, ‘Swivel chairing’, references switching between two or more computer programs for workflow and re-entering the same information in the same or multiple applications.

Studies show back-office employees swivel chaired an average 1,100 switches daily. WOW! Employees using more applications, had up to 28% higher error rates. Swivel chairing wastes time by searching for documents on your PC, jumping in/out of programs, referencing the wrong version, and clogging up email.

Here are some examples of the insidious swivel chairing - do you ever think / hear this?... Where did I put that document? Can you send me that again? Is this the latest version? Oh no, she’s on vacation, I cannot get into her email. Ugg, now I’ve got to manually update the status. Did you grant me access to the Google folder?

Learn more about the 6 Steps to avoid & reduce swivel chairing - read on...

Here are 6 Steps to avoid & reduce swivel chairing:

1. Retire Legacy Systems Legacy system can be defined as “an information system that may be based on outdated technologies but is critical to day-to-day operations.” Consider decommissioning your legacy system and opting for a newer solution. Subscription based systems offer more flexibility, savings and you’ll have the latest version.

2. Improve Searchability The worst situation is not being able to find the information you need, that you know you have – and getting to it while the customer is waiting. Searchability is key, to enable easy identification and access throughout the workflow, which can significantly cut down on manual effort.

3. One-Stop-Shop Order Management/Editing Searching for info is great, but even better is centralized Order Management. Everyone should be able to access that ‘one source of truth’ to manage docs, communicate, update all within one system without having to jump between other folders, email, and other sources. Plus, some more robust systems, provide audit trails, which can be key when critical hand-offs are under review.

4. Enable Mobile Connectivity Systems that lack or partially enable mobile connectivity, can be a swivel chair mechanism. Working in-field or off-site, with a mobile connection, such as mobile phone or iPad, are common in today’s work environments. Look for a system that does not require ‘waiting to get back to the office’ to complete tasks and offers one-stop-shop connectivity.

5. One-Stop-Shop Reporting and Analytics So if you don’t have your information centralized how much work is it to understand your business? If it takes countless hours to consolidate unstructured data from multiple sources, to bring it into a useable format, a centralized platform is for you. Understand your business to best manage it, and best to have data to back it up.

6. Enable Role-Based Permissions Perhaps you have a vendor or contractor, that you want to give access to the one-stop-shop order system but don’t want them to see price or competitive data. Newer solutions allow for role-based permissions. Enabling everyone to work in the system, without conflict or concern, reduces the rework and reprocessing hand offs.

By taking these six steps, a company put money back in their pocket by reducing rework, errors and switching costs – and all the while improving the customer and employee experience!

If you have a SOT TechTalk topic you’d like to suggest, please email me at Denise@RDSteam.us

Denise Williams, Real Document Solutions
Read more TechTalk blogs here
Thank you.

Sources: www.gartnerdotcom/en/information-technology/glossary/legacy-application-or-system, www.intellectivedotcom/5-ways-to-decrease-swivel-chairing/, www.pegadotcom

TechTalk: What's an API and how is that different from using a Portal?

Denise Williams — Mon, 27 Mar 2023 00:31:32 EST

APIs, or Application Programming Interfaces, are a set of tools that allow software systems to communicate with each other through standardized protocols. This enables automation and integration of different software systems, resulting in increased productivity and accuracy. In contrast, portals are web-based platforms that offer limited access to external systems and often require manual data entry, leading to potential errors and duplication of work. While portals may be a good preliminary step for some businesses, APIs offer a superior solution that is more efficient and less prone to errors. Setting up APIs requires some initial effort, but the long-term benefits make it a worthwhile investment, especially for businesses looking to stay up-to-date with the latest technology.

Let's break this down a little further....

APIs, Application Programming Interfaces, can be defined as a set of protocols, tools, and standards that defines how different software systems can interact with each other. APIs enable software applications to communicate with each other by exchanging data and requests in a standardized way. APIs can be used to integrate different software systems, create custom applications, and automate workflows. I like to describe these as a ‘digital handshake’ – passing certain defined fields/data back and forth between the systems as part of a workflow.

Whereas, Portals, can be defined as a web-based platform that provides a single point of access to applications, data sources, and services. It is typically used for content management, collaboration, and communication purposes. A portal is often customized to meet specific user needs and may include features such as role-based access control. I like to describe these as a ‘digital door’, generally it’s a very limited access into an external system that you manually interact with.

Developers or technology specialist set up APIs. Once APIs are set up, it frees up a lot of manual steps in workflows and often brings new levels of productivity and accuracy as data transmits and drops into the respective systems – as agreed. Imagine sending an order, and it drops right into your order queue – all the details you need to take immediate action.

Whereas Portals are just a URL and password, typically. Portals are manual for the User, and sometimes means duplicate entry between two systems. Yet, portals can be a good preliminary step in maturing your business collaboration with clients, customers, and/or vendors. If you are asked to use a portal, understand how that will work with your own workflows, expectations, and access management.

If you can swing it, APIs are the way to go, and outperform portals, largely due to the manual work required for portals and potential errors. APIs require some set up, but the return on the investment is quickly recovered. Being able to streamline and accelerate business process can set you apart from your competition. Clients wanting ‘tech savvy’ business partners will lean into those delivering with today’s technology.

If you have a SOT TechTalk topic you’d like to suggest, please email me at Denise@RDSteam.us
Denise Williams, Real Document Solutions
Thank you.