Written by Ana Canteli on March 20, 2020
Teleworking is an increasingly popular option in many companies. Except for those jobs or trades that require physical effort or presence (construction, crafts, or hospitality industry, to name just a few), working from home can be a possibility within reach of any company. Furthermore, it can be managed in a way that most benefits the parties involved: the company and the worker. The most common is that teleworking is combined with work in the company; some days, the employee will work from home, others the worker will move to their usual place of work. If the experience is beneficial to both parties, you can choose to work remotely as the primary form of work.
In any case, for the implementation of teleworking to be a success, the organization should follow specific guidelines or steps to take advantage of all its benefits and avoid or minimize the inconveniences associated with this work style.
Remote working offers a series of benefits that make it an attractive working option for both companies and individuals.
Hardly any worker - whether self-employed or salaried - could consider remote work without the possibility of accessing their documents and content when they need it, regardless of where they are.
Document management systems offer the technology platform necessary to carry out all the tasks related to the access, management, and administration of documents, business content, and company-owned data.
OpenKM, as a management system for documents and electronic records, guarantees that only users with a login and password can enter the system. Furthermore, access within the system is controlled according to their profile and the granular security applied to each content (folder, document, registration, or email, including attachments). Sensitive content can be encrypted and subject to stricter security.
Thanks to OpenKM development tools, the organization will be able to complete or extend the system's utilities, for example creating a portal for clients or suppliers, where these groups will access selected functionalities of the document manager through a custom-made user interface.
The document management system also allows the definition and streamlining of business processes through various functionalities such as automation, the workflow engine, or the zonal OCR. These tools guarantee compliance with tasks while protecting regulatory and legal compliance.
One of the drawbacks of teleworking may be that communication and coordination among staff become more complicated because not all workers are in the office at the same time. With OpenKM, this situation can be tackled using the communication tools available in the system, such as online chat and the possibility of adding notes to the content. In the Forum, we find a space for exchanging opinions or points of view related to the content we share with other authors. We can even use it to ask questions or make suggestions. In the Wiki, we will take advantage of clarifying the bibliographic sources and other resources that we use to work. And we can even establish relationships between content hosted in the document manager and define what type of relationship unites them: bidirectional, parent-child, or group.
OpenKM is also used to apply version control. The system allows the editing of any content; Each version is saved in the file history, and if necessary, different versions from the current one can be restored. On the other hand, the system search engine provides a multitude of tools to search and find the information we need. We can search by content since the text extractors are capable of extracting any word contained in the file. Users will be able to search by name, title, categories, keywords, extension, author, date range, folder, content type, or even by metadata.
For more complex tasks, which require the collaboration of several users in a coordinated way, as in the case of projects or online meetings, the OpenKM task manager allows organizing this type of event.
With OpenKM, the inconveniences of teleworking are eliminated or minimized, bringing all the benefits to both companies and workers.
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