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7 Hi-Tech Office Improvement Ideas

In 1985 I sold computers for a living. The Compaq portable was a featherweight at 28 pounds.  The industry has grown up so much in the past 30 years. What surprizes me is that with all the technology around us, many people don’t take full advantage of ways to improve how their office functions.

In this blog, we focus on 7 ways to make your office more efficient with a little technology:

  • Voice mail to email
  • Electronic files/scanning
  • CRM software
  • Remote access to computer
  • Online client survey
  • Online visibility
  • Electronic presentations


Everyone has voice mail on the office phone.  However, there is a relatively new technology called Voice mail to email that has come out and it is very useful. Imagine you are away from the office (even on the golf course), and you miss a phone message from a client you were not expecting to hear from. A moment later, you are alerted by your iPhone that you have a new email. When you look at the screen, you see that it is not something to read, it is actually a wave file containing the voice recording left at the office by your client. This service costs under $3.00 per month and keeps you connected to your office, even if your travel takes you half way around the world.

When it comes to filing, very few people enjoy standing in front of a cabinet giving themselves hang nails. Even the musty smell of old files is not very pleasant. In my office, for a few minutes a day, my assistant opens the mail and scans every document into the computer while typing the name of each document. The document title might be “annual insurance statement”, or “RRSP deposit confirmation” or some other identifying name. Then, the document gets imbedded into the client’s electronic file. Client files never go missing, they are never misfiled, and each document gets filed exactly once. When compared to the days of old, an average file might get filed 100 times throughout a client’s relationship with you. Forget about the convenience of easy and instant access, the lifetime cost of refiling a client’s file over the years is a small fortune.

A Customer Relationship Management (CRM) software package is as essential as a telephone. In my office the CRM is the first thing that gets accessed in the morning, and the last thing that gets turned off each night. The CRM contains my address book, documents, emails, case open list, to-do list, client’s notes, and even a company library of third party articles I often refer to are held in the CRM. One little secret in my CRM is a field where we input what a client takes in their coffee or tea. Before a client arrives for a meeting, we always check this field, and present them with the drink of their choice made to their specifications- without the need to ask their preference.

Remote access to all my client files is no longer a problem regardless of where I am in the world. All I need is a computer and a password. I can access a client’s file from my home, from a client’s office, or even from the gate at the airport while waiting for a plane, should the need arise. While there are many options with software here, we use gotomypc.com.

Keeping in touch with online surveys is an annual event. Survey Monkey is a great help with this technology. First you create your questions on Survey Monkey. Then, you simply send a link to your audience. The program calculates the responses and you can view copies of the completed questionnaire. Your survey can be as detailed or as simple as you need. It’s a great way to keep in touch with clients, and a wonderful way for clients to ask questions that were on their mind.

“Online visibility” is today’s business card. I can’t even remember when the last time we owned a copy of the yellow pages in the office. Social media and your website, as well as a professional blog are all part of your public appearance. To test your own visibility, go to google.com and type your name inside quotation marks like “Corry Collins”. How easily can your clients or prospects find your current address or phone number?

Last but not least is the use of electronics in the office. The iPad which runs presentations wirelessly on the 60 inch mounted smart board is very impressive, especially when the client’s photo is on the board with the words “Welcome to Our Office”. Sending a copy of the presentation to your client while standing at the board and using your finger on the touch screen won’t sell a product, but it creates an impression about how you might handle the client’s affairs.

Using technology to get the job done is not a new concept, however when you walk into McDonalds and customers are placing their own order on state of the art kiosk, it might be a good idea to up your own game a little.

Please like, share and comment on this post!

If you are in Nova Scotia and wish to receive some insurance advise, please contact: 
Corry Collins CLU, CH.F.C, CHS
902-444-7000
corry@maritimewealth.com 



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