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Introduction
MWM is a boutique consultancy specialising
in executive search for predominantly FTSE
100 clients. It recently made the switch from
an Olympus analogue system to a new digital
dictation solution from Grundig Business
Systems. We examine the rationale for the
move and the advantages it has brought to
the company.
Background
When dictation is a fundamental part of every
working day, and there’s a critical volume
of documents to be dictated and transcribed
every day, then you need technology that’s
reliable and easy to use. When MWM’s existing
analogue equipment started to fail and
cause them precious downtime, it served as
a catalyst to review their options. After some
initial research and consulting with suppliers
it became clear that the purchase of new
analogue equipment would be a retrograde
step – and that a move to digital would bring them many new benefits that would impact
positively on efficiency, productivity, workload balancing and resource utilisation. They finally
opted to pilot a solution from Grundig Business Systems, and supplied by Grundig‘s partner
Data Supplies, which would consist of both hardware - the portable Digta 415 - and software
- the DigtaSoft workflow package.
Project
Executive assistant Karen Chapman took the pilot scheme on in conjunction with partner Ian
Butcher and both parties soon had our reasons for recommending it to the rest of the firm.
The remaining deployment took place over two days and the smoothness of the transition
owed a lot to the care Grundig personnel took in setting users up and configuring the systems.
Without dedicated in house IT support, MWM were concerned that they might struggle
in this area – they recognised that they needed some hand holding and were impressed by
the very personal and professional service they received.
Critical success factors
Karen Chapman estimates that MWM have already seen sufficient gains to recoup their initial
investment – the ultimate judgement on the success of the implementation: “Even if we save
a couple of hours of partners’ time a week, then that is paying handsome dividends on its
own.” It’s allowed partners, who spend a lot of time in meetings and on the move, to dictate
and email the file immediately, rather than having to wait to get back into the office to hand
over the tape.
Another key issue was the device styling. As they deliberately mimic the operation of the old
style analogue machines, there have been no barriers to adoption – you just pick them up,
move the slide switch and speak. In addition, they can exploit some of the new features such
as directory storage, the ability to insert passages into existing dictations and the opportunity
to annotate files with clear instructions as to priority, confidentiality etc.
It was also important for the executive assistants to benefit. Going digital has improved life
in the office – even in small ways that one might not immediately think about, such as the
quiet, smooth operation of the new foot pedals. Then there’s the hugely superior sound
quality which has greatly increased transcription accuracy rates; the fact that they have
eliminated equipment from the desktop, with just the one discreet unit required; and, most
importantly, the far greater control assistants now have over files and workloads. They can
easily assess how much work they have on and its urgency and then allocate transcriptions
to less busy colleagues if necessary; the workflow software also allows them to manage files
more closely, with Inbox settings tailored to personal preference eg automatic deletion of
files after 14 days. And Karen and her colleagues are delighted to never have to worry again
about cleaning and wiping a tape while hoping it doesn’t break!
Conclusion
MWM were so impressed with the technology
and the implementation that they would
recommend Grundig without hesitation. As
Karen herself put it: “The whole package
works – the devices, the software, the
implementation and back-up service – and
even though we’re a small niche company,
we have felt a valued and important
customer. As for digital dictation itself, well,
it’s one of those technologies that you really
don’t know how you’ve managed without it!”
Contact
Karen Chapman
EA to Ian Butcher
MWM Consulting
Almack House, 28 King Street
London SW1Y 6QW
www.mwm-consulting.com
Article courtesy of Grundig Business Systems
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For Secretaries
Secretaries are simply loving the new digital format of recording. Here you will see why it is being embraced by them for their transcription work.
What's the difference?
There are many different digital recorders out there, ranging from a few pounds to a few hundred. But what's the difference, and does it really matter?
Free Demonstrations
We can offer this to you. To see if you qualify please fill in our form.
Installation & Training
As part of our backup and support we give to all our customers, we can also offer an installation service. To ensure that your systems are as efficient as they should be, ask about our digital dictation installation service.
Transcription Services
Many of our clients either are, or use virtual secretaries. For medical transcription, as well as legal transcription it is important that your dictation is handled professionally and efficiently. We work closely with a number of secretarial services, who can offer a wide range of trancription work, including legal, medical, interviews, research and much more.
Dictation equipment, often referred to as dictaphones, are necessary for many fee earners, in order to dictate reports, letters, memos and much more. Since the 1980`s we have supplied user friendly dictation systems across the UK.
We still supply a lot of analogue dictation units, however without a doubt, digital dictation is the preferred option for many. You have much more flexibility with digital dictation, including elminating the need to transport tapes. As such dictation and transcription productivity is increased by as much as 30%.
With our reliable and speedy service, our competitive pricing, and our customer support we are the first choice for many of our clients for dictation supplies.
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