How efficient are your data capture and retrieval systems? While working with an existing Client recently, we have had the opportunity to work very closely on the layout of a particularly detailed screen.  This screen displayed lots of information regarding the work our client needed to do for their Customer, with various address and contact fields plus status and other financial information.

The initial screen was crammed and while we had updated it a little in the past it remained a very old cluttered layout (originally developed in the late ninety’s), using lots of Bold type and ALL CAPS that made it very hard for the eye to locate details. Additionally, there was a particularly annoying flashing red warning message. A small screenshot section is shown with some test data.

 

New Layout

A full system redesign was commissioned and we came back with a “logical” first layout attempt. This was much easier on the eye and provided the information in better groups and focused on a modern minimalised layout. The result is below.

This was a big improvement over the previous layout, utilising the additional space available on a modern monitor with improved spacing. The Staff were enthusiastic and already found it better to work with.

Even More Efficiency

After a small settling in period, feed-back from Staff and Management meetings requested a greater focus on the key elements needed more for day to day workflow. So, the revised version resulted in the following screen.

The Final Version emphasises some key fields with changes in font size to reflect their importance. Additionally, other important fields like Total Paid use darker labels and Colour to stand out more. High Priority fields are found on the Left where the human eye tends to naturally. Less used and less important fields are moved to the Right of the screen. But are still available when needed without an additional Click. A new set of buttons has been added to assist Staff to Quickly identify the “Best Communication Medium” set to go green and Bold when selected. This was previously recorded in typed Notes lower on the screen (not shown).

How much more Efficient?

The Manager advised that within just a few days of the changed layout, Staff are achieving time savings of over half an hour per day each by more quickly finding the information they are seeking in their day to day work. That’s savings of about three hours per employee per week.

With ten staff that’s around 30 hours a week of savings -Almost another full-time Employee! What would you do with all that additional time?

New Navigation Too

We also Replaced the old ALL CAPS navigation seen at the left of the initial screenshot. This hogged the eyes natural left focus and distracted from the valuable information. We replaced it with a brand new “Fluent User Interface” or Ribbon layout. A small sample is below…

This too speeds users’ ability to find what they need, with standard Icons that give quick visual recognition. Other less used functions are found on additional “Tabs” and all functions are able to be accessed from the Keyboard without the need to reach away to the mouse further speeding selection and avoiding RSI. We also refreshed all other screens and optimised their database but that’s another story.

Great! Can You Fix My Application?

Hmmm, sorry but that depends on how it’s been built. With Custom Software from ProcessIT, we can change and adjust your application as needed, just as we demonstrated above.

Most mass-produced applications require over a thousand or more requests for change, BEFORE they even consider an update! Our Custom Software is written just for You and is built to Work Your Way.

Custom Software Development

ProcessIT specialise in Custom or Bespoke Software Development to help you track your specialised processes and maximise your efficiency. Please reply to this newsletter or Contact ProcessIT via our website to arrange you own FREE Initial Consultation and find out if a Custom Software solution is right for you!

 

Tech Tip

Email vs File Sharing Solutions

If you have a Team or Clients who all need to have the latest update of certain documents, spreadsheets or applications, then I suggest you try a File Sharing Solution. File Sharing Solutions such as OneDrive, Dropbox or Google Drive are very easy to setup and everything that you put inside the shared folder is synced to all parties that you require to have access to it quickly and automatically. There are many File Sharing Solutions and most have a free option, so be sure to shop around.

Sharing a document with your Team

A common situation would be your Team needing an updated Document. Traditionally you would just email everyone the Document, however, should this Document change, you will need to resend the document again in another email. A File Sharing Solution is a way to instantly get the updated Document to your Team without sending all the added emails. The updated Document simply needs to be placed in the Shared Folder and is almost immediately available to all Team Members.

Share a File with a Client

Often a File needs to be sent to a Client. The File does not need to be updated by the Client, but the Client always wants access to the latest version. You could email the Client the new versions but the Client may be quickly overrun with new versions and may find it hard to keep track of which is the latest version.

A File Sharing Solution can be used to share a File to a specific Client much the same as email. Simply create a folder for your Client and put the File inside the folder. The File will have an option, occasionally under a right click, to get a “Sharable Link”. Simply email your Client with this link. Your Client can use the link to download the File whenever they need it or until you change the Files Sharing rules. All you need to do is place the latest version of the File into the Clients folder in the File Sharing Solution for them to access it.

File Size limitations

Typically, an email service limits the size of the files attached to an email to around 10MB – 25MB. Often this is not enough, and sometime larger files need to be shared between team members or to a Client. Some File Sharing Solutions have no size limit such as Dropbox and OneDrive, both can handle up to 10GB while Google Drive can handle files up to 5TB which completely dwarf what an email supports.

 

Until next time

Regards,
Brian & James

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