Case Study: The Back Office Company

Few things are as frustrating in business as wasting time looking for the right document. While it seems such a simple thing, looking for documents can be a massive productivity thief. McKinsey reports employees spend on average 1.8 hours every day, or 9.3 hours per week searching for and gathering information. (Read our full article here.) That’s around 23% of your week!

Many companies aim to solve this problem with document management tools that are inefficient, laborious, or met with a lot of user resistance with implementation due to the extra work required. So the end result is that users don’t use the file management systems their companies implement (and pay for). In a recent audit, PIQNIC found that as much as 90% of prospects’ information was sitting outside their core document management system. Besides the loss of productivity, this creates, there is also a significant risk to security of confidential company and client information.

According to Digital Guardian, there are 6 security risks of enterprises using cloud storage and file-sharing apps:

• With cloud services like Google Drive, Dropbox, and Microsoft Azure, enterprises have to deal with newer security issues such as loss of control over sensitive data.
• Cloud Storage apps are a third-party service, which means that data is potentially at risk of being viewed or mishandled by the provider.
• BYOD brings significant security risks if it’s not properly managed. Stolen, lost, or misused devices can mean that a business’s sensitive data is now in the hands of a third party who could breach the company’s network and steal valuable information.
• Files in the cloud are among the most susceptible to being hacked without security measures in place.
• Cryptographic key management needs to be performed effectively.
• While a credential compromise may not give attackers access to the data within your files, it could allow them to perform other tasks such as making copies or deleting them.

This is where PIQNIC differs from other document management solutions: PIQNIC is a SaaS Platform and not an app. With over 22 years of experience in document management and security, PIQNIC has developed a solution that addresses security, efficiency, and productivity. It can be customized to a client’s business, big or small, and set up super-fast. It brings people, information, and work together in one system where document management, task collaboration, and workflows are managed 

 seamlessly. The ease of use means that user uptake is exceptionally high. This is because managing different document versions, tasks, to-do lists, and project progress all happen natively within the platform. No more endless email threads! No more searching your inbox for the last “to-do list” or updated document. Best of all, all this is contained in a Business Grade Document Management System that is private and secure. Take a look at what we did for one client:

The Client

PIQNIC was approached by The Back Office Company for a free demo and we were keen to find out how we could be of assistance. The Back Office Company (TBO) deliver accurate and reliable contract bookkeeping services to small and medium-sized businesses across New Zealand.

The Problem

TBO told us about what they were trying to achieve, and we were able to provide guidance and solutions for them. They were unable to find a solution that suited them prior to contacting PIQNIC. The client needed to address three challenges:

• Managing the sheer volume of documents and files that are generated within TBO
• Accessing these documents quickly and securely from anywhere
• Creating a more collaborative approach to managing work across teams

The Solution

TBO had a folder-based cloud storage service but this was very difficult to manage across teams. They tried a popular messaging app but this provided very little value to the business and their customers.

Within PIQNIC, they are able to manage their documents with the latest version and all previous versions securely stored and attached to each client or project as required. Team members have access to just the information they need to perform their tasks, anytime from anywhere. This makes remote working or working from different offices easier and more efficient, while not compromising on access and security.

Now their team collaboration happens in real-time on the PIQNIC platform and is attached to each project or task. Each team member can see exactly the progress of the entire project, and each task assigned to a project. Communication is easier since they aren’t jumping from email to a chat function or online meeting platform. All this is happening right there, where they are working within the PIQNIC platform.

The onboarding process with PIQNIC

 PIQNIC changed the way TBO works with information so it required some thought from the client on the best way to customize the PIQNIC platform for them. PIQNIC worked with them to set up the platform so that the right people had the right information without compromising client confidentiality and security. They were impressed with the way PIQNIC went the extra mile to get the system absolutely right and the training provided on how to use it.

The Result

“ Firstly, it’s so easy to use. Finding any information is really quick and you’ve got confidence it’s the right information. All client information is in one place. It’s also helping us with our growth plans as it allows us to have more scalability through improved systems and processes. We’re regularly audited for compliance purposes and PIQNIC makes this so much easier.

We also use PIQNIC collaboration service which is great to bring the team together on work and tasks. Everyone is on the same page.”

The PIQNIC Experience

Overall TBO has given PIQNIC a rating of “Excellent”. They are particularly impressed with the support team, who have gone out of their way to help the client.

Setting up PIQNIC is super fast. First, we set up your organization in one of our global availability zones in a region near you. This takes a few minutes. Then the attention moves to how you want to work with documents and files in your organization. If you have a relatively simple document structure, this doesn't take long at all but if you're a large business with many documents and files, departments with special security requirements, the PIQNIC team or one of our certified partners can help you configure PIQNIC just the way you want. Work management is ready as soon as the user logs in for the first time.

You can learn how to set up PIQNIC yourself by becoming certified and attending one of our online, real-person training sessions. PIQNIC would love to show you how our platform works.

Get in touch for a free, no-obligation demo today.