eOnTime™ takes a unique approach to routine task management. Below we provide answers the most frequently asked questions.
1. Why bother with eOnTime™ when I can set my own reminders in our CRM application or MS Outlook?
CRM applications are typically client centric with task reminders to follow-up client inquiries or issues, which are totally unrelated to eOnTime™ routine tasks. Reminders that staff members set for themselves in Outlook or a similar application on a PC, tablet or smart phone generally lack the detail required for someone new to the task. The reminder is trapped in the users device or account and others may not even know of its existence. If a task is not completed when due there is generally no automatic escalation. Also, such applications may be suited to handle one off tasks where the start time is known, but are probably not suited to projects where dependent task start times are not known in advance. eOnTime™ addresses all of these issues.
In summary there are 5 things you can do in eOnTime™ that you cannot do in Outlook:
- Move all recurring reminders easily from one account to another
- Access someone else's account if they are absent to see if there are reminders that need to be actioned
- Setup an irregular schedule for reminders
- Escalate reminder when overdue
- Easily turn on/off reminders for a given task
Also, if you accidentally 'Dismiss' a reminder in Outlook it will not pop-up again.
2. Why do we need eOnTime™?
Most companies have competent and loyal staff. However, even though most employees know they are responsible to complete particular routine tasks, they can simply forget when and/or how exactly to do the task. People are often surprised at how much detail there is in running an organisation, no matter what the size. In fact typically there are hundreds of routine tasks that need to be completed to keep an organisation running successfully and it is therefore no surprise things get forgotten from time to time. Unfortunately these oversights can lead to bigger problems including loss of valuable time, credibility and customers; and even fines or penalties for non-compliance. However, even if a task is remembered, the steps required for execution are often quite complex making it easy to forget some details. With eOnTime™ tasks can be done efficiently and on time because email reminders are automatically sent that include your detailed instructions.
3. What are routine tasks?
These are tasks that require completion on a fixed and regular frequency such as weekly, monthly or annually. Listed below is a small sample of the hundreds of routine tasks completed by back office and operations management staff.
submit BAS monthly or quarterly
remit superannuation monthly or quarterly
buy stationery every month
prepare end of month accounting reports
rollover financial year end
archive records and dispose of old records no longer required each year
periodic safety inspections of equipment
Routine tasks should not be confused with general tasks such as following up customer inquiries, invoicing or sales order entry.
4. Doesn't more email only compound the productivity problem?
All emails received by staff from eOnTime™ can be moved automatically to a special folder to prevent inbox clutter (see 'Create rules' in MS Outlook Help). Also, email can be turned off for experienced staff members and turned on for new employees and those wanting reminders. Alternatively, eOnTime™ can generate schedules that can be printed. However, emails from eOnTime™ generally contain work instructions (or a link to the appropriate file) and links to other supporting information as required, which enables the recipient to jump into completing the task without the need to start searching for information or relying on memory. This makes task execution much more efficient.
5. Won't staff think this is like big brother?
People tend to resist change and so this, like any project, must be introduced appropriately so staff understand the benefits to both themselves and the organisation. It is vital to have staff engaged to ensure their valuable knowledge is recorded. It is our experience that staff members willingly add new tasks to eOnTime™ once they experience the benefits.
6. How are we going to find the time to set-up eOnTime™ properly?
It's similar to the question "How do you eat an elephant?" (answer - one mouthful at a time!). Unfortunately there is rarely one change that will make a really big difference. However, with eOnTime™ you can improve the effectiveness with which hundreds of tasks are completed throughout the year, which results in a big improvement overall.
7. Is eOnTime™ suitable for my business?
eOnTime™ will be most effective if your
business has 6 or more full-time staff members in back office
and operations management. The business needs to be systems oriented. If
you already have standard operating procedures then eOnTime™ can be
implemented very quickly. Even if you only have work instructions for the more important
tasks then you have the mindset to successfully implement eOnTime™. If you
have nothing in place then eOnTime™ may not be the best solution for you at this
eOnTime™ is designed to manage a stand-alone organisation with or without branches. If you have branches, Tasks and Project Templates can be set-up by head office then easily rolled out to branches. This also applies to a franchise (head office) with systems that can flow through to franchisees (branches). Setting up a new franchise and getting it up to speed could not be easier.
8. What if I want to store my data in-house?
You can keep some or all your procedures, instructions, forms, etc. in-house if you prefer and simply refer to the necessary documents in your eOnTime™ Task Work Instructions because you will still get the main benefits. It is just that users will need to go through the extra step of opening the local document from your intranet or file server, which only takes a few seconds. However, local storage does have the advantage that updates are easier to make, so the best approach is determined on a case by case basis.
9. What are the system requirements for eOnTime™?
eOnTime™ is SaaS (Software as a Service). All you need is a PC and a browser to maintain your data. Emails can then be managed from a PC, tablet or smart phone.
10. What if we need some extra reports or other changes?
eOnTime™ should meet the requirements of most organisations. However, we are constantly making improvements and adding new features, so please contact us with any questions, suggestions or special requirements.