Blog Nitro

6 raisons de standardiser vos logiciels

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For busy IT pros, falling into the trap of purchasing and maintaining multiple applications that accomplish the same task is all too easy.

Perhaps there’s a lack of communication or grandfathered-in programs that have simply flown under the radar. While the causes may seem trivial enough, the consequences can have a significant impact on your organization’s bigger picture.

Outre l'organisation et la rationalisation des flux de travail, la normalisation des processus grâce à une solution logicielle peut être bénéfique à la productivité, à la sécurité et aux résultats de votre entreprise de six façons :

1. Sécurité renforcée

Lorsqu'une entreprise utilise un éventail de logiciels avec de nombreuses versions et dont les champs d'application ne sont pas strictement délimités, il est pratiquement impossible de maintenir la sécurité à jour. Dans de nombreuses entreprises, les correctifs de sécurité sont une réalité bien trop courante. Par exemple, Adobe a récemment publié 71 correctifs critiques en un seul mois. Or, lorsque ces correctifs de sécurité arrivent à expiration, les utilisateurs deviennent vulnérables à l'exécution de code à distance et au contournement des systèmes de sécurité. Les programmes en fin de vie présentent des menaces similaires, car la prise en charge et les mises à jour de sécurité pour ces anciennes versions de logiciels ont été interrompues.

When your organization standardizes on a solution, IT can focus solely on safeguarding the chosen software—updating versions holistically, implementing patches when necessary, and keeping a close eye on security and functionality.

2. Reduced risk of non-compliance

On the same token, it’s extremely difficult to maintain compliance with numerous solutions simultaneously. In fact, 85% of organizations are unknowingly violating license compliance policies. Many software agreements are full of complicated licensing terms and compliance criteria, so it’s not very hard to see why compliance can be tough.

The issue is that when these highly specific terms are not met, companies like Adobe hit their users with expensive, time-consuming audits that drain funds, resources, and patience. When there is only one solution to monitor, maintaining compliance becomes a much simpler, straightforward task. (Pro tip: you still want to go with companies who don’t audit!)

3. Enhanced productivity

There’s nothing productive about workflow bottlenecks, a common problem that occurs when only a limited number of employees have access to a software solution. For example, if knowledge workers need to edit a PDF but aren’t equipped with the necessary software, they must rely on a small contingent of employees who have access to document productivity tools. Not only does this disrupt workflows of both parties, it also leads to plenty of waiting.

Equipping more users with a scalable, standardized solution empowers your workforce with greater autonomy. We saw this truth in action when we partnered with manufacturing company Howden. After Howden standardized its PDF solution, the global enterprise accelerated productivity and streamlined workflows for over 6,000 employees worldwide.

4. Better collaboration

While varying programs or versions may prevent colleagues from sharing and reviewing each other’s work, standardizing on a software solution opens new opportunities for collaboration. Since every employee has the same tools and capabilities, teams can freely share, edit, and annotate documents in a format that everyone can access. This collaboration can also work well between apps, so for example having a HubSpot Outlook sync can promote better efficiency in the workplace.

When insurance company Swiss Re standardized on Nitro for its over 9,000 users, VP of Information Technology Heinz Urech reported “a significant increase in user collaboration.” Not only can this type of synergy help teams work more efficiently, it can also bolster innovation and communication throughout your organization.

You could also consider looking into cloud computing as well. This might help to improve the efficiency of your workforce by having all of your documents online, which can be accessed from any compatible device. Although as with anything online, there are potential security dangers with cloud computing. This is why making use of websites like Cloudvisory.com is a good idea for keeping your workload protected.

5. Reduced burden on IT

Lorsque les solutions logicielles d'une entreprise sont multiples et dispersées, c'est généralement le service informatique qui doit supporter le fardeau de la non-conformité, de la correction des bugs et des demandes d'assistance. En standardisant une solution, les équipes informatiques peuvent surveiller et maintenir les programmes et les processus de l'entreprise de manière plus organisée et plus efficace. Grâce à cette approche ciblée, on peut dégager des moyens supplémentaires pour produire des ressources utiles et améliorer la formation des utilisateurs, ce qui mène à une meilleure adoption, à des workflows plus intelligents et à une diminution à long terme du nombre de tickets assistance.

6. Lower support and maintenance costs

Not only does standardization help optimize IT’s workload, it also reduces the significant price tag that comes with maintaining multiple software programs. As mentioned earlier, maintaining compliance with each application can be a difficult task—but also a pricey one. Non-compliance fees are expensive endeavors that can quickly drain savings, while single-license upgrade costs don’t provide value. Instead, lower your cost structure and make licensing affordable with software that offers volume discounts for multiple users.

Of course, the extent of your standardization success begins with choosing the best possible software. To make the most informed decision possible, consult this checklist to help you evaluate which software is the best fit for your organization.

Of these factors to consider, one of the most important is choosing software that provides excellent change management guidance. Traditionally, many companies have chosen to turn a blind eye to the benefits of standardization for fear of the hassle, time, and expenses that may accompany switching software. Yet an experienced change management team will help mitigate the strain on IT, customize your deployment strategy, and provide a training program to make user adoption easy.

Contact us today to learn how standardizing on Nitro can help drive document productivity throughout your organization.

Bibliothèque de contenus

Numérisation de bout en bout de vos workflows documentaires

Une nouvelle étude de GigaOm compare et évalue les fonctionnalités et les capacités des solutions de signature électronique et d'édition PDF leaders du secteur.
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