< Previous30 Business Link www.blmforum.net OFFICE SOLUTIONS employers and managers are empowered to keep tabs on all workers and projects they’re responsible for. With these communication and teamwork enablers, progress information and updates are available with a few clicks any time during the working day, through an easy-to-use and centralised organisation system. But managing documents efficiently is equally paramount for businesses seeking to streamline operations and maintain a competitive edge. Document management software (DMS) has emerged as a vital tool for organising, storing, sharing and collaborating on documents in a focused and secure manner. DMS is designed to capture, store, manage and retrieve electronic documents and files. Unlike traditional paper-based methods, it transforms the way organisations handle information, offering a digital ecosystem where documents are easily accessible and securely stored. This reduces the reliance on physical storage – which can only make work more stressful, confusing and precarious – but also streamlines document-related workflows and enhances collaboration. With DMS, documents are typically organised using folders, tags and metadata, making it easy to locate and retrieve files. It provides a centralised repository for storing various types of documents, such as text files, spreadsheets, presentations, images and PDFs. Crucially, this software incorporates powerful search capabilities that allow users to find documents quickly using keywords, phrases or metadata. This minimises the time spent searching for specific files, enhancing overall productivity. Automated document-related processes, such as approval workflows, notifications and task assignments, save even more time by reducing manual intervention and accelerating business processes. Version control ensures that multiple iterations of a document are tracked and maintained. This feature prevents confusion and enables users to access and collaborate on the most recent version of a document. Security is a top priority, safeguarding sensitive documents through access controls, encryption, and user authentication mechanisms, making them safer from unauthorised access and ensuring compliance with data protection regulations. Compliance and www.blmforum.net Business Link 31 OFFICE SOLUTIONS © stock.adobe.com/Onchira accountability are further secured by in- built maintenance of audit trails for document activity, recording who accessed, modified or shared a document and when. The best practices for using communication, collaboration and DMS programs in business are a toolkit in themselves. It’s key to first define the purpose of each communication channel and encourage team members to use them appropriately. This prevents information overload and ensures that discussions remain focused and relevant. You should also assess your organisation’s document management requirements and select a DMS solution that aligns with your goals. If you’re navigating a significant transition from paper-based systems or existing digital solutions, plan and execute a smooth migration of documents. Remember that you can always tailor new software to your organisation’s specific needs by configuring metadata, access controls and workflows, however your process worked before. Slight changes or learning curves may be necessary, but providing comprehensive training to any staff using these tools will maximise its benefits in saving time in the long run. Use collaboration tools to create a central repository for project-related information, documents, and resources. This eliminates the need to search through multiple platforms for critical data, and focuses check-in needs on work tasks at hand. In this case, schedule regular team updates and meetings using video conferencing tools; they are invaluable for keeping all team members informed, aligning goals and addressing any concerns promptly. When collaborating on documents, make use of version control features to avoid confusion and ensure everyone is working on the most up-to-date content. Exploring integrations between communication, collaboration and DMS will help all your teams automate tasks and streamline workflows. Linking project management software with messaging platforms can trigger notifications for task updates, just as a simple place to start. But there are myriad possibilities for blending the benefits of these applications, as long as proper training, communication of difficulties and regular maintenance are upheld at all times.32 Business Link www.blmforum.net AUTOLINK MINI Countryman Now in its third generation, the new MINI Countryman offers the versatility of a compact crossover while maintaining iconic MINI proportions: short overhangs, a short bonnet, and a contrasting long wheelbase, while larger wheels, wider wheel arches and the removal of chrome details add to the vehicle’s road presence. This contemporary exterior design is supported by clear-cut surfaces, a slightly curved roof, and a newly designed C-pillar, making the vehicle appear shorter. Clear shapes in the cockpit and the increased space in the front seats give the interior a modern, spacious feel, while an optional panoramic glass roof floods the interior with natural light. The driver and front passenger can enjoy significantly enhanced comfort with almost three centimetres of additional width in the shoulder and elbow area, while rear passengers benefit from 2.5 centimetres of extra space. Between the front seats, a wide, adjustable armrest enhances seating comfort and optionally, customers can select electrically adjustable seats with memory and massage functions. Volkswagen Passat Volkswagen have presented the first photos and facts of the completely newly developed Passat. The focus is on Soon to be available motors are exploring new possibilities and bringing some much-needed excitement to an otherwise stale board. 34 Áwww.blmforum.net Business Link 33 AUTOLINK MINI Countryman34 Business Link www.blmforum.net AUTOLINK powerful aerodynamic design, new high- efficiency drives, high quality, and a host of new technologies. Drive options available in the UK for the new model include a mild hybrid eTSI petrol engine that is new for the Passat, two new plug- in eHybrids and a TSI turbo petrol version. The quiet and spacious Passat Estate offers a high level of travel comfort and will be available with new adaptive chassis control (DCC Pro), which is optional on the Life and Elegance trims and standard on R-Line, and new ergoActive seats (with pneumatic pressure point massage). The intuitive features of the digitalised cockpit landscape are a completely new development. The new Passat can also optionally park4 independently and cover long distances in assisted driving mode. Hyundai KONA Electric Hyundai Motor has announced the start of production for the all-new KONA Electric at its Czech Republic-based plant, Hyundai Motor Manufacturing Czech. The second-generation KONA is led by the all-electric variant (EV), which offers advanced safety and convenience features and a class-leading range. With its rugged, dynamic design and upscaled dimensions, the all-new KONA retains its iconic character, supporting active lifestyles for customers of all ages and generations, while offering new technologies and convenience features that provide a safe, connected and comfortable experience. Among the upgrades are dual 12.3-inch panoramic display screens, a Digital Key 2 Touch, full Over-the-Air (OTA) updates and Connected Car Navigation Cockpit (ccNC). BMW iX5 Hydrogen The BMW iX5 Hydrogen developed on the basis of the current BMW X5 was first unveiled as a concept at the IAA show in 2019. Initial prototypes were then made available at the IAA Mobility 2021 for visitors to experience in action as shuttle vehicles. Its hydrogen fuel cell system is further proof of the BMW Group’s leading development expertise in the field of electric drive technologies. The BMW Group is systematically pushing forward with development of hydrogen fuel cell technology as an additional option for locally emission-free individual mobility in the future. After four years of development work, Volkswagen Passatwww.blmforum.net Business Link 35 AUTOLINK Keeping Your Business Moving Hire, Service & Repairs Commercial Trailer Specialists in Stallingborough, Grimsby the BMW iX5 Hydrogen vehicle and its development project are entering its critical next phase as the first vehicles enter a pilot fleet of under 100 vehicles. The fleet is being deployed internationally for demonstration and trial purposes. This active driving experience will be the first chance for people not involved in the development process to gain a direct impression of what the BMW iX5 Hydrogen has to offer. The fleet will be visiting the UK as part of its tour. Hyundai KONA Electric BMW iX5 Hydrogen36 Business Link www.blmforum.net NET ZERO I mproving energy efficiency across operations, facilities and supply chains is as good a starting point as any to significantly reduce emissions. Everyday tech such as appliances and vehicles can be upgraded to more energy-efficient models – traditional incandescent or fluorescent lights to LED lighting for example. Switching to appliances that do more and last longer with less consumption, whether in office spaces, manufacturing facilities or other operational areas, can lead to substantial savings on energy output and the ensuing bills. For businesses with a fleet of vehicles, optimising routes and promoting fuel-efficient driving can both reduce transportation-related emissions. If you adopt electric or hybrid vehicles, this has the extra benefit of giving a boost to public opinion of your business as you work to decrease your carbon footprint. As you can see, reducing emissions is in any business owner’s best interests, and not just for the good of our planet. Even basic improvements like upgrading boilers or refrigeration systems contribute to their better performance, less wasted energy, and less wasted money. In the finer details of process optimisation, such as saving water where possible, or integrating processes that waste heat with processes that need it, there are ways to make the most of every resource. Looking into where inefficiencies lie can also be a valuable time saver, as aforementioned with vehicle route optimisation, or merely in cutting maintenance needs by updating machinery or appliances. Use data analytics services and energy management software to monitor your processes moment by moment, and you may be surprised where improving energy efficiency can be combined with savings you never realised were possible. Transitioning to renewable energy sources like solar, wind, hydroelectric and geothermal can drastically reduce a business’s carbon footprint. Installing solar panels, wind turbines, and investing in offsite renewable energy projects are common strategies. These generate Growth and green Reducing emissions has become an important goal as part of global efforts to address climate change. We explore solutions that can also help businesses grow while they push for net zero. www.blmforum.net Business Link 37 NET ZERO © stock.adobe.com/Mike Mareen naturally renewable clean energy, reducing reliance on harmful sources which sometimes masquerade as ‘green’ power (see black, brown or grey hydrogen). The move to renewable isn’t necessarily the easiest. Many of its sources, such as solar and wind, are intermittent in nature as they depend on weather conditions and time of day. Maintaining a stable and reliable energy supply requires effective energy storage and grid management solutions to carry on working through variations in energy production. Integrating variable renewable energy sources into the grid requires careful planning to ensure stability, manage energy flow fluctuations, and address technical challenges related to voltage control and frequency regulation. All of this also goes without mentioning the high levels of funding and space needed to build these energy expansions, especially on a large scale. Balancing the need for renewable energy expansion with concerns about land use, ecosystem impacts and aesthetics can be complex, and not all communities are supportive of renewable energy. Engaging with the local populace is crucial in the interests of transparency when developments will create noise or visual pollution, or other disruptions in daily life, particularly while construction takes place. But sharing plans doesn’t need to be a chore, and can become a powerful opportunity to celebrate your efforts in clean energy and fossil fuel reduction. There are also lucrative marketing opportunities here when communication and promotion are handled skilfully. Another image-boosting opportunity comes from investing in carbon offset projects, initiatives designed to compensate for any unavoidable greenhouse gas emissions by reducing or preventing them elsewhere. Certain ventures like this can be arresting in their emotional and visual impact, with perhaps the most effective being 38 Á38 Business Link www.blmforum.net NET ZERO reforestation or afforestation. You’ve likely heard about the former’s efforts to restore damaged or levelled forests mentioned before. While you may be less familiar with the term afforestation, this simply means planting new trees in previously unwooded areas. Trees act as ‘carbon sinks’, storing the substance as they grow. Using free land space to plant more trees means they can absorb more CO2 from the atmosphere through photosynthesis. Carbon capture and storage or CCS projects are an especially intriguing and rewarding solution, containing carbon dioxide before it can pollute the atmosphere. This can be done by ‘capturing’ CO2 in a multitude of ways, including cooling and injecting gases through absorbent material, removing carbon from fossil fuels before burning, or by igniting fuels with oxygen and creating an easy to capture stream of concentrated CO2 and water. Industrial processes or power plants can then inject the captured chemical underground for long-term storage, preventing its release into the atmosphere. For big industry- involved businesses, this is an impactful way to cut greenhouse gas emissions by actively removing them as an ecological risk. Projects that promote waste reduction, recycling and composting work to reduce emissions associated with waste decomposition in landfills, while energising employees and local communities alike to pitch in. Recycling programs, community clean-up events and composting initiatives can each provide education and resources to anyone in the vicinity of your operations, and encourage them to bring these practices into their daily lives. Some carbon offset projects also prioritise social and community benefits on an international scale, such as providing clean drinking water, improving health and education and supporting livelihoods where funds and resources may be scarce. In industrial sectors, using advanced technologies and lean manufacturing principles can minimise waste, energy consumption and emissions, and these can be increased in power through partnership too. Your business may choose to work with its peers to promote the use of reusable containers and bags, or offer discounts and incentives to customers who bring their own containers in retail fields. In these ways and more, collaborating with other organisations, stakeholders and even local laypeople can pool resources. This is the best way to share knowledge and expertise that will accelerate the journey to net-zero, and grow your own success as a welcome bonus. © stock.adobe.com/tanakornwww.blmforum.net Business Link 39 CORPORATE HOSPITALITY © stock.adobe.com/JackF Keeping a team motivated, cohesive and involved is more important now than it has ever been before. The economy is in a bad place, the cost of living is rising, and jobseekers have all the power – which means that employees are more likely now than ever before to be looking for new jobs, especially with the new year only a few months away. It’s now or never when it comes to having a chance to cement your workforce and ensure employees are motivated by more than just pay, because there will always be someone who pays better. Business Link has touched upon the importance of team building and employee engagement in our corporate hospitality features before, for facilitating bonding, collaboration, motivation, strengthening communication and more, however this usually refers to taking part in events such as escape rooms, sports days, activities out in nature et al. - essentially tasks that will involve being physically close or in contact with others. These were not possible during the lockdown and may not be overly happy Keeping staff The cost of recruitment is through the roof, and companies are finding it hard to find good staff, which means it’s all the more important to keep hold of the ones you have. We look at ways to accomplish this, and why the idea of “entitled employees” might be less of a curse and more of a blessing. If you play your cards right. 40 ÁNext >