DonorExpress NewsLine

Hello From DonorExpress Software
This newsletter is a publication from the staff of DonorExpress Software. Our intention is to share with our DonorExpress users and other interested organizations valuable operational information along with TIPS on how to better use our software. We hope that you will look forward to receiving this newsletter. Please feel free to respond back with suggestions for future issues. Comments

Creating An Efficient Office System
This is the third and final newsletter in a series to help you take a look at the procedures that you have in place to run your office. Last month, we looked at creating a step by step set of rules for operating our office. This month, we will be looking at how to implement any new procedures. This is the final step toward an office system that produces consistence results no matter who is doing the actual task.

How to implement new procedures
Changing an existing system or implementing a new system may come as a challenge. Many times your staff may be reluctant to changing in the way they have been doing things. We are all creatures of habit and are comfortable where we are. Changes are easier when your staff see a benefit to themselves as well as the organization. You will generally get more cooperation when everyone feels that they are a part of the change. .

1. Implement changes in stages
Implementing changes in a small organizations is quicker and easier than with larger organizations. Larger organizations may need to take one department at a time and make the change is stages. Look at the changes needed to prioritize each department and start with the one with the greatest needs.

2. Incorporate system changes with hardware upgrades
Take advantage of physical changes in the office to assist you with changes in the system. Many times you can piggyback system changes along with hardware changes like the new server or a new hardware vendor.

3. Incorporate system changes with software upgrades.
Just as with hardware changes, software changes or upgrades offer a good chance to make system changes. Using any type of disruption to the normal operating procedures is a window of opportunity to make system changes.

4. Incorporate system changes with management training or changes
Using staff training sessions is another great way to implement system changes. Host a training day where you introduce a new system and explain how it will benefit everyone. Directors may be forced to take a hard look at resistant department heads and make changes in their management team.

5. Hire An Independent Consultant
Many times an organization may have a great management team that is too involved with the daily routine to step back and see problems. It may be time to consult with someone with a fresh attitude that can come in and facilitate the necessary changes

Summary
Change is never easy even when it is best for all. Make everyone a part of the change and use any disruptions to the daily routine to help you with integrating your new system. It may be hard for a short adjustment period but the benefits will be long term. Always keep in mind that the goal is to have an office that operates efficient and produces consistent results.

DonorExpress TIP Of The Month
Several times in the NewsLine newsletter I have tried to point out the need for periodic staff training. I have noticed that many times when working with DonorExpress users, they are not taking advantage of some of the features in the software for many different reasons. We take a lot of care in training our new users but most organizations have experienced turnover that leaves the new user with very little training.

Training is not a one shot deal but an on going process. All software applications are in a constant state of development. Each new release has new features and changes to existing features. The new features may change the way a user does their job.

If your organization is one that has experienced turnover or a shift in employee positions, you may be wise to invest in a small amount of training. This is also a great time to review with someone outside your organization the procedures you have in place for you organization.

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Thank you for your time and interest in DonorExpress™ Software.
Bob Holder
DonorExpress™ Software
PO Box 1126
Boone, NC 28607
828.264.2577
info@donorexpress.com
www.donorexpress.com