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Achieving Quick Wins in your Document Processing  

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Running a successful business requires streamlined and efficient processes. Document production plays a crucial role in ensuring smooth operations, enhancing productivity and mitigating risks. “Quick Wins” in changing how your documents journey through to your customers, can be small yet impactful and deliver significant improvements in your business. By identifying and addressing pain points, you can achieve Quick Wins that save time, enhance collaboration and reduce potential risks.

Recognising Quick Win Opportunities

Quick wins can manifest in various forms, ranging from improving daily tasks to mitigating critical process failures. Identifying areas where inefficiencies exist is the first step towards achieving Quick Wins. Look for repetitive or time-consuming tasks that can be streamlined, bottlenecks that hinder progress, or risks that pose a threat to your business’s stability.

Streamlining Document Creation

Document creation processes often present opportunities for Quick Wins. Consider a scenario where your marketing team creates new proposals from scratch each time. By providing them with a sample proposal file with placeholders for modifying content, you enable them to work more efficiently. Implementing templates, standardised formatting, and automation tools can save time, maintain consistency, and ensure accuracy across documents.

Enhancing Collaboration and Consistency

Collaboration and consistency are essential aspects of effective document processes. Quick Wins can be achieved by implementing technologies and tools that foster collaboration, such as cloud-based platforms for real-time document sharing and editing. Additionally, granting lawyers a button in Microsoft Word to apply the firm’s style can eliminate the need for manual font adjustments, ensuring consistent branding and saving valuable time.

Reviewing Current Behaviour

The business is already telling you how well your processes are performing – you just need to listen. Or more accurately – “look”.  Question if your templates being used and how often. Are teams creating new documents from old copies, and if so how often. Are documents being manually typed, if so how often and what amount of time is spent in this exercise. Quick Wins can be achieved by utilising the tools you likely already have in place to analyse current behaviour and put some figures (ie time and resources) against it.

Empowering Through Training

One common Quick Win opportunity lies in enhancing knowledge and skill sets within your teams. For example, if a department is manually typing emails because they are unaware of a content library, undertaking a training session on utilising the library can be a game-changer. Empowering your employees with the right tools and knowledge can significantly improve their efficiency and reduce manual errors.

Mitigating Critical Process Failures

Quick Wins can also arise from addressing process failures that put your business at risk. For example, identifying a critical process failure that exposes your organisation to legal or compliance risks requires immediate attention. Implementing measures such as conducting thorough audits, implementing standardised approval processes, or enhancing data security can help mitigate these risks swiftly.

By recognising your Quick Win opportunities and taking prompt action, you can significantly enhance efficiency, productivity, collaboration, and risk management. Whether it’s empowering employees through training, streamlining document creation, or addressing critical failures, Quick Wins can bring about tangible improvements that pave the way for long-term success. Embrace the power of document process optimisation, and unlock the full potential of your small business.

To get expert eyes on your current processes to discover what Quick Wins we can deliver to your business, get in touch with us here. 

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New Version of Snippets Out Now!

We have a new version of our Snippets clause library solution that highlights the potential of using it for both clauses AND templates. Our product development is always lead by customer demand – and one such customer suggested using Snippets to not only supplement documents, but start the document journey!

Read more about our Snippets Clause Library here.

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Unlocking the Power of SharePoint with Snippets

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In today’s world, workers are spending an average of 520 hours per year on tasks that could easily be automated. Automation is evolving at a rapid rate all over the world and the legal industry can’t afford to be left behind. Microsoft has been a household name since the 90’s and have been innovating ever since. At Mosmar, we LOVE Microsoft.

What is SharePoint?

If you are unfamiliar with Microsoft’s SharePoint, it is software allowing sharing of information, which is stored centrally and easily accessible with its powerful search function. It is used by over 100 million people worldwide.

What is the Snippets Clause Library

Mosmar’s Snippets clause library is a smart tool that uses SharePoint to save law firms time and money. After years in legal firms, it is no secret that a lot of the admin work is repetitive, however crucial to get right. We developed our tool to enable firms to be able to use their existing software (Outlook & Word) to quickly add snippets of firm vetted information (clauses, templated, graphs etc) into documents. So simple yet so effective!

How does it work?

These snippets can be inserted into documents by drag and drop or by directly coding them in. The content brought into the document will adopt the styling, formatting and numbering of the document. This eliminates the need for manual fix ups. The content is stored in SharePoint 365 and utilises SharePoint’s fast and efficient indexing services to always return accurate search results. Search by clause code, clause name, comments or full text data to quickly find the required content.

Is it secure?

SharePoint’s security model allows easy control over who can maintain and contribute to content. Global libraries are used to provide firm level, vetted and accurate business clauses. 

The best part? It’s so easy to implement and use! Our customers see quick gains and it’s a cost effective solution for firms of all sizes. Want to see it in action? Book a FREE 20 min demo here. For more information or to find out how SharePoint could work for your firm, contact us here.

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Updating Snippet Content

  1. Insert the Snippet into your document and make the required changes to the content.
  2. Highlight the updated content.
  3. Find the Snippet inside the Mosmar Snippets pane
  4. Right click and choose Update “SnippetName”
  5. Tick the box Change Snippet Content
  6. Click Update
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Creating a Snippet

  1. Highlight some content in your document.  It could be a single paragraph, multiple paragraphs, contain images, tables etc.  The content can also have styles applied, this is actually desirable.
  2. Click the + button at the top left of the Snippet pane.
  3. Browse through the Snippet libraries to find the folder that should contain your new Snippet. 
  4. Enter a Code.  This must be unique inside that Library
  5. Enter a Name.  This should be a clear description of what your Snippet represents.
  6. Enter Notes.  This is optional, but is very useful to helpful people to find and use your Snippet.  Particularly when contributing to shared library.
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Inserting Snippet content into documents

There are 3 ways to insert content from Snippets into a document. 

  1. Click and browse through all the folders to find the required Snippet, or search for it in the Search box.  Drag and drop the Snippet into the document at the required place. 
  2. Click the Insert button when your cursor is at the required place to insert the selected Snippet.
  3. Type the Snippet code into your document and press the F3 key. This will insert the Snippet at your cursor location.

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Snippet Installation – Pre-Configuration

1.             Extract the files from the Snippets.zip file as provided to you by Mosmar.

2.             Right click the SnippetsSettings.xml file and open with Notepad

3.             Confirm Licence Details – these should have come prepopulated from Mosmar, but you may need to adjust the licencing over time:

  <LicenceDetails>

    <Licensee>ClientName</Licensee>

    <LicenceType>30/10/2022</LicenceType>

    <NumberOfUsers>10</NumberOfUsers>

    <LicenceKey>399X JLE5 48V6 TMCD</LicenceKey>

  </LicenceDetails>

4.             Confirm the base location of your Sharepoint folders/libraries (if using Sharepoint)

    <SiteUrl>https://clientname.sharepoint.com/sites/clientname</SiteUrl>

5.             Configure the Snippets locations, names and permissions.

a)             Name:  This is the name that will appear in the Snippets pane

b)             Path:  The full location to the Snippets library.  If Sharepoint, please enter the full path.  If a network path, enter either the drive mapping or the UNC value.

  <SnippetsLocations>

    <SnippetsLocation Name=”Personal” Enabled=”True” Path=”https://mosmar.sharepoint.com/sites/mosmar/Snippets/%username%” CreateRootFolder=”True” Order=”1″/>

    <SnippetsLocation Name=”Shared” Enabled=”True”   Path=”G:\Snippets\Corporate” CreateRootFolder=”True” Order=”2″/>

    <SnippetsLocation Name=”Globals” Enabled=”True” Path=”https://mosmar.sharepoint.com/sites/mosmar/Snippets/Firm” CreateRootFolder=”True” Order=”3″/>

  </SnippetsLocations>

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Systems Requirements

Mosmar Snippets can be installed and run on the following operating systems:

  • Windows 10 onwards

and is compatible with the following, locally installed, Microsoft Office versions:

  • Office 2010, 2013, 2019 and Office 365

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At MOSMAR we love helping our clients work more efficiently, and that’s what we’ve been doing for more than 16 years.

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