Document Security...

As a company it is very important that utmost security is maintained for all documents physical or digital. There are many large, medium and small firms generate physical documents that range in hundreds or thousands of documents everyday. These firms, mainly include banks, hospitals, education institutions. Mainly firms that deal with large number of people. As I have a publishing background I am quite familiar with security solutions available for the publishing world as well as some familiarity of the Document World.

Digital Security
In the publishing world the security concerns mainly hover around security of content. Mainly related to rights of content. Now there is ample inclination towards also maintaining security of physical assets (meaning documents in terms of electronic file formats. Now that the world is getting more and more digital it is imperative that all data that is transfered, transformed and stored is secure in all aspects.

Digital security in terms publishing world is mainly and widely termed as Digital Rights Management. This includes encryption, secure storage and secure distribution.

1. The encryption for the publishing world is mainly in the form of encrypted ebooks either to be read on the Portable Devices or Online.
2. Secure storage is must as rights is directly related to content. It is amply important to maintain highest level of security for documents to be stored, as a un-secure storage is an open world to Piracy
3. Distribution requires that the content leaves the storage location and travels up to the end users reading environment. Which means that data needs to be secure at all stages from the source to the destination. It also means that the content is kept secure on the readers destination.
   

In the world of documents, the documents are mainly stored digitally for easy retrieval purposes (using indexed data) and to give away with large spaces that are used up to store documents. However it is also important that all security aspects of storing and retrieval data.

The data needs to be secure right from the creation stage right up to the storage of the data. Data creation in most cases is just indexing of data. This data is stored in document management system for easy retrieval on based on the indexed data. The document management system can be as simple as one index field retrieval to extremely complex indexed data that can be stored in Enterprise Content Management Systems. To take it forward some ECM also provide services such as creating copies, editing, automatic versioning as well as rights based access to content.

In both cases that is Book Publishing and Document Publishing the main aim seems to be moving away from paper to a paperless work flow.

As Digital "Instruments" are getting smaller, the digital storage is getting more complex, Or is it we are making it complex...

Business Level Problem Solving or Issue Resolution

While being into Business or running a company there are several occasions that there are problems that are seemingly difficult to solve, or you run into issues that seem to be an uphill task to resolve.

As I have observed, it is a common trend for people to JUMP onto the problem immediately. Many a times I have observed there is loss of time just because it is completely unknown, "what is the actual problem". Everyone wants to hold either of the one ends and create a chaos about it.

Problem Identification
In most cases, it is evident that no one knows what exactly is "the problem". But then there is another big problem how do we identify it? For me the elimination method works the best. How do I work?

1. List all the possible items that has led to the problem or so called problem.
2. Eliminate each item after confirming that it is not a problem or not caused the problem
3. After reaching to a single item, evaluate (dont conclude) whether is it really "the problem" or has led to "the problem"
4. If the answer is Yes, you got the culprit, if no, still need to do more forensic investigation.

The problem is identified, What next?

Problem Solving
After getting to the problem it does not mean that the problem can be easily resolved. Again the elimination method work, however have to be very careful on this.

1. List down the possible solutions or resolutions to the problem or issues.
2. List down the possible impacts (because many a times we get into problem solving and forget about the negative impact it might be having on other items not listed or observed)
3. Have preventive action in place to ensure that it is not repeated
4. Document everything done so that it can be easily passed or referenced in future.

Business Level Scenarios
On the business level the scenario may not differ much from the day to day problem resolution. The participants change, the impacts change.

For Example: IF there are quality failures observed by your client from time to time there could be a negative impact on the business relationship. However few things to note:
a. Are these problems due to frequent changes requested by the client.
b. Has the client made his best effort to provide you enough information leading you to resolving the problem
c. Or is that the client is being just a Brick Wall

If either of the above is true, then its better to discontinue the relation, if not, you are out of Business.

It is best that the client and the service provider engage in honest and complete efforts in issue resolutions. This is mutual business growth.

Beware never take the client for granted to help resolve all the problems. You are the service provider, and its your job to provide the services with the agreed quality level. It is always expected that the service provider at all times provides the service to the agreed SLA and quality levels.

Business continuity also leads to an attitude to give in to all the clients demands at all points in time. This is however very crucial to understand, as long as there are businesses running there will be clients, customers, endusers, and providers.

I have also seen scenarios, where CXO level executives talking about solving business problems of potential clients, and for a fact are in the same scenario probably worse than the client.

Businesses need to identify and resolve the internal problems first, set achievable the business goals, the direction and then move ahead confidently.

Its like "You Can Never Lay A Foundation on Loose Sand"

Next Post: ... still thinking a Random Topic

External Communication

As promised back with my postings.
External communication for me means communicating with other parties outside your company staff circle. It does not really mean that if you have offices in two or more different geographical locations, and you need to communicate hence it falls under External Communications. Though the locations are different still the company is the same.

Medium of Communication used for External Communication
Emails: Emails lately have become the heart of external communications, however its a noticeable fact that it has also been misused as medium to send a message and then relax, "thinking my job is done". Many a times I have had experiences where some colleagues, coming and saying to me, "I have already sent you an email". For me email needs to be the medium to communicate, where parties are at different geographies (different times zones), means to record, summarize and convey the discussions held including those who were not able to participate. Emails are also a good medium to draft down thoughts for future reference.

However for external communication, emails play an important role, as it can be considered as an official evidence of communication. Even some standards recognize emails as standard means for record keeping.

While using emails for External communication it is very important that the message conveyed is absolutely clear. What should be the email content.
A. The name or the group of people the email is addressed to (Ultra important), make sure only those people are in the "To:" list.
B. Email Body: covering every aspect of the message. Should not keep the reader guessing. You can have the reader put off by the following.

1. Using SMS kind off lingo (pls, rvrt, CU, Laterz.... the line goes on)
2. Using incomplete sentences or statement
3. Using context of other talks of discussions where not relevant.
4. Using exaggerated statements to make things look bigger (never think that the reader doesnt know anything)
5. Loads of Grammatical and spelling mistake.
6. Worst! addressing the email to the wrong people (always check the recipients before sending)
7. And that is not required at all, including as many people as you can or know of to be on the email loop.
   

C. A proper sign off (not as in log off), stating what are the next set actions.
D. Your name, designation if applicable and other means of communications as to in case you need to get hold of.

It is important to understand that the proper use of emails elevates yours and your companies reputation.

Phones (landline/mobile phones): With more and more facilities being made available to bring the world together. There has been an increasing growth in people using voice for communication. There are many facilities readily available to have a group of people talk to each other. There are facilities available where people can communicate as well as view each other across geographies. This is why it is said "The world is getting smaller..."

Few things to be taken care of while on phone:
A. Greetings: Very Very important specially if you are a customer facing person. KNOW THE GEOGRAPHY OF THE PERSON YOU ARE SPEAKING TO, and greet accordingly. I have had experiences where a colleague from India is calling a US counterpart. Time Evening India time Morning US time, and the person saying "Good Evening....".

B. Introduction: When on the phone introduce yourself starting with your name, your designation if applicable, and the people with you (if there is a group).

C. Points of discussion: Always remember all the people, around the Globe are tied by time. We have to respect everyone's time, hence it is very important to list down the points of discussion and the probable time that will be taken. This ensures that everyone is on the same page (Yes I know, someone will say I had written an email already, about a week ago). Give everyone a fair chance, just that somebody might have had a bad day, or may not have understood what you have written.

D. Speak and Listen: Its important to listen as it is important to be heard. Language, dialect, pronunciation, and use of correct words, play a critical role, as when a voice call there are few chances that the person is able to see you while you are talking (Unless you are using 3rd Generation voice-cum-video conferencing). Let the other person finish everything he or she has to say. If you have to say something note it down and then express or say after the other party is done. If, and IF you HAVE to interrupt, excuse yourself for the "BREAK-IN".

E. Closure: Proper closure of the call is absolutely necessary. It can be the Summary of the call, Points or actions for the future. Most importantly everyone spend a fair amount of time discussing, this time must be valued, hence expressing gratitude is very important.

SMS: A big NO NO! Not an official communication medium unless it has some meaning to it, like an intimation. You CANNOT say, "...but I SMS U the udder day.. U 4get to get bck 2 mi on dis..."

Last but not the least, it is an important fact that whatever is communicated must be known to certain level of peers or management at all times. Remember we are talking about "A Company". Hence it is as critical that facts are circulated as per the needs at all times, as, if one day you call in sick (While watching a movie with your Girl Friend or Boyfriend whatever the case maybe), your colleagues, peers or Management are fairly aware if the other party wants any information or wants more discussions, in your absence.

Cheers! Thats All for today...

Next Post: Business Level Problem Solving or Issue Resolution

Internal Communication

What does one mean by internal communication?
Most of the time it is understood to be the chit chat happening with a certain group of people within the company. many people should I say the people who "run" the company in more lay man terms feel that it is "Not" so important to have internal communication. I have my experiences, but that's all left behind now.

INTERNAL COMMUNICATION IS THE BACKBONE OF THE COMPANY AND A TRUE MEASURE OF THE COMPANY"S PERFORMANCE

Why is internal communication so important?
It is a fact that proper communication makes life easy. The best to convey thoughts is by channelizing and communicating them. However this needs to be done in a proper manner. With so much of advancement in technology, communication mediums its far more easier to have a proper internal communication channels and mediums.

What are the mediums that can be used for Internal Communications and their role?

Intranet: A very good medium to set up a internal communication channel to relay or broadcast information to everyone. However it should be noted that this may not be available to everyone but to those who have access to computers.

Newsletters: This serves as a a very good medium to broadcast news and information regarding changes within the company or expected changes, client news, shareable financial news or just plain happenings of around the world that effect the company in some way. These can be either online or printed and distributed or posted on notice boards.

General Meetings: Periodic meetings of all staff together or in groups for general awareness and communication. These meetings need to be kept separate for project, quality, procedure etc. meetings. These meetings require only a certain amount of participation. General meetings on the other hand requires all the members (entire company or groups with members from different teams) to be participating.

Blogs or Wikis: Technology and Web 2.0 has enabled people to be more communicative. Certainly blogs and wikis have taken the level of communication a level higher than previously done by the web. Now the communication can be both ways from the communicator to the audience and vice versa.

There are some very important communications that need to happen all the time:
Crisis Communication: This heads the list. Crisis communication MUST be done first hand. To all levels of the staff members. Its not just about telling everyone about the crisis, this is also an event to bond with the staff. How? If you treat the staff members as a family, then it is obvious that only true family members will stand up during the crisis situation. However it needs to be evaluated very critically as all members standing through the crisis are not as real as they seem, they are just there for their personal benefit.

Executive Communication: Frequent communication by the top notch executives or officers, regarding high level happenings client acquisitions and also failures (very important). Its very important do provide direction to the company and its not possible for the officers to communicate with everyone all the time. Its understandable however it is important that there is "Communication" from the top tier at all times.

Bottom line, let your staff know what you are upto, Good things and Bad ... this will acquire trust and there will be longer running staff...

Next post: External Communication

Workplace

Workplace is such an important factor in the company's well being. Its "the place" where everyone working spend half of their lifetime. May be in the same company or different.

Environment
The Workplace environment must be conducive for productivity, productivity in the sense, every minute spent by the workforce must create value. The environment plays a major role creating value withing and outside the company. Its very important that everyone within the company is aware of everything and everyone within the company. This is possible only through proper communication and transparency. Adequate communication and proper transparency ensures that every employee is aware of the happenings within the company. IT is most important that every employee feels like coming to work rather than drags himself or herself to work.

Cleanliness, Security and Employee Benefits (other)
Another important factor that needs to be taken care is cleanliness. The work place inside and outside MUST be absolutely clean. This means the actual work area, toilets, bathrooms, common rooms, pantry, the entire premise. This creates a healthy environment and healthier employees.

Security is one aspect of your company that needs urgent attention all the time. What does security truly mean? Does it mean to have a Guard at your Gate 24 X 7? Well No. It means that there is internal security that is security of the employees in terms of their physical security as well security of the clients materials provided. Security also means taking care of physical well being of your employees. For example: Fire hazard training, training on usage of premise (the premise must be well marked with information in all areas), information on all departments. Not just once but every time the opportunity arises or at a certain frequency

Employee benefits is like an every day "perk". Clean drinking water, tea /coffee, snacks. How does it make a difference? This takes the company from being just a company to being a "Family". However this must be extended to each and everyone equally. I have been through an experience where though it was termed the company being a family, only a select few had the privileges. Obviously I was not one of them. Didnt really make any difference, however I saw my colleagues who used to fret on this and the result was shown on their performance. For me they were always performing a step below their actual capability.

Workplace Ethics
Wow! another important and interesting factor. It is rather the most important factor. Workplace ethics not only means to dress properly or behave properly. It goes beyond these factors. And most importantly it needs to be observed by each member right from the Senior Management to the all levels of the workforce. For example if it is mandatory that all employees have an identity card and must be visible at all times in the premises, IT IS A MUST that everyone has it. IF there are designated areas for employees, like for example smoking zones etc. they need to be applicable to all.

Next Post Communication: Internal

People Management

WORKFORCE
I have not been through many companies. I was for 9 long years in my previous company, however I had many experiences. And the current company that I working for, is an all new experience.

There is an important fact that I learn't through all the 9 years, 3 years prior to that and now in a new era altogether. The most important factor about making a company, being a company and making it successful,are the people.

Who are the people that make the company and their rating according to me on the scale of 1-5, 1 being the lowest and 5 being the highest.

Top Management -- 3
Middle Management -- 3
Workforce -- 5+

Maybe because I have been very close to the workforce. Not that I have not been close to the Middle Management or Senior Management. I have been a part of Middle to Senior Management team.

However lets look at the structure or rather the composition of the structure. "The Pyramid"

The Senior Management is almost 5% of the company's total population
The Middle Management is almost 10% of the company's total population.
The workforce is almost 80% to 85% of the company's total population.

So majority of the people are part of the workforce hence welfare of the workforce is the most important factor. I have always believed that keeping the workforce together, motivating them, and rewarding them is the highest priority makes the company grow.

Keeping the Workforce Together

This I feel, needs to be on top of everything. A company that Works Together, Stays Together, GROWS Together. The company, in all circumstances in all stages of the life cycle of any project whether external or internal MUST be together. Team work and ample contribution from each team member ensures that all projects are taken to completion. This calls for every team member been taken care of.

So how does one take care of the team.

Motivating the Workforce

It is Ultra important that all members of the team are motivated at all times. Managing a team whether large or small is an uphill task. Keeping them motivated at all times is further more difficult. At any given moment of time the mental and physical status of each and every member is not the same. It needs to be recognized and managed accordingly. Recognition is one of the most important factor of motivating the team members. And not just recognition helps, recognition at the right time and acknowledgment at the right time is as important. How does one recognize a team member?

Rewarding the Workforce
Rewarding the workforce is also a major factor of making a company grow. Rewarding can be look at as multi -faceted activity. Rewarding can be in terms of Monetary, Emotional and/or Material.

Monetary Rewards--Can be in the form of Salary Review to a higher scale, one time monetary review like bonuses or plans like retirement plans, or money saving plans.
Emotional Rewards--Can be in the form of growth within the company, by promoting to higher designation.
Material rewards--Can be in the form necessary materials being given out as rewards, or rewards that normally a person would not acquire in day to day life

Next post: Workplace