Johan Bohyn (CFO RecoMatics) Ontdek hoe het digitaliseren van processen en hun papierstroom uw efficiëntie kunnen verhogen en centralisatie in de hand werken. Johan Bohyn legt uit hoe organisaties het evenwicht kunnen bewaren tussen het nieuwe werken en slim werken met een papierarm kantoor en een digitale workflow.

1. “More with Less”
Johan Bohyn – 17 Maart 2016
ModernBiz

2. Agenda
The tools we all need
Example Real Business Solution
Re-think Office
2
3
4
NWOW  People1

3. People Drive Business
Develop customer relationships Build partner connections
Improve operations Drive innovation

4. What is the “New World Of Work”?
The NWOW is a vision
That creates a win-win situation for employer &
employee by enabling people to work in a more
flexible enjoyable way.
That empowers people with the solutions/tools they
need

5. Why NWOW?Disruptions on the
horizon

6. Old Value Chain
Service
Margin

7. The world is flat
Thomas Friedman

8. The knowledge gap

9. Knowledge Management
Kennismanagement: de vierde golf (Steven Warmoes)
Korteinhoud:
Onze bedrijven en organisaties hebben in twee eeuwen tijd in drie golven fundamentele
competenties geleerd: kostprijs gedreven massaproductie, marketing en
procesmanagement.
Maar kosteneffectieve, klantgerichte processen vereisen competente teams van
kenniswerkers die steeds sneller hun kennis doorgeven en nieuwe kennis creëren. Dit is
de vierde golf die onze volledige aandacht verdient voor de komende decennia:
kennismanagement.
Dit boek is voor kennismanagers en kenniswerkers, lijnmanagers en HR managers. Het
geeft de lezers eye-openers en aandachtspunten die toelaten proactief de passende
actiesteondernemenbinnenhunactieradius.
De publicatie bevat eveneens veel concrete illustraties zodat de lezer zich goed kan
inlevenin de dagelijkse realiteitvankennismanagement.

10. War for talent
 Launch of the Macintosh and
Windows 1.0
 The end of the C:DOS>_
 The beginning of Consumerization of
the PC
 People born >1984 have always had
computers and internet in their lives
 They work differently – your kids and
yourself
 They communicate across the globe
as seamless as across the table
 When they type 3 words in Google
they find more information then they
can handle – on any topic!
 They are entering our companies
 In 3-5 years they will be running our
companies
 Will they bring a mind set change?

11. Recruitment today

12. Home/Business Alignment?
New Definition of WORK =
the brief period during the day
where I have to use old technology.

14. CCC decease

15. WTF is the “CCC disease”?
Constant Continuous Complaining
Only focus on what is wrong
It creates cliques
It becomes a habit
It kills innovation
It kills your team
motivation
Pessisme is bad for your health

16. Solution : Change Management
Top 10 leading models
1. Kotters 8-step model
2. Bridge’s Change model
3. Kubler-Ross
4. Beckhards Change Equation
5. The Personal Power Grid
6. Kurt Lewin Change Model
7. Michael Beer
8. The Prosci ADKAR model
9. Malcom Gladwell’s
10. The Satir Change Model
Change =
Start with
yourself

17. = Formula
Credibility x Reliability x Proximity =
Common sense of Interest
What’s in it for you? (employee)
What’s in it for me? (as a manager)
What’s in it for the company?
T
R
U
S
T

18. What can we do?

19. 9am
12am
17pm
Balancing the NWOW
Traditional viewNWOW 1.0 view

20. 9am
12am
17pm
Balancing the NWOW
NWOW 2.0 view

21. Agenda
The tools we all need
Example Real Business Solution
Re-think Offices
2
3
4
NWOW  People1

22. ModernBiz
Breaking down silos to drive business success
DepartmentsCabinet files File Shares Mailboxes

23. Do your best work, wherever you are. And make sure all data is available.
Business Anywhere
23
Connect with your team
and work together
anywhere
Intelligent Document
Capture (IDC)
?
Paper-free processes Document Management
and Records Center

24. CF

25. 80% agree that paper is a huge obstruction to remote
working1
53% find that the biggest driver for scanning and
data capture is improved searchability and sharability2
Intelligent Document Capture (IDC)
Once all documents are equal,
whether they came into the
business on paper or
electronically, they can all be
accessed anywhere at anytime
Improved searchability/
sharability
1
Reduced physical storage space and
ability to work remote.
Physical storage
space
4
Improved process
productivity
Re-keying of data from forms
and orders is time-consuming
and error-prone.
2
The elapsed time of response in a
paper process far exceeds the
actual process time itself
Faster response to
customers/staff
3
1,2: AIIM: Association for Information and Image Management
Stop letting
paper slow down
your business
Centralized captureJump to: Data SurveyOn-demand Capture

27. 8out of10Reported that the biggest benefits from paper-free
processes are faster customer/staff response and higher
productivity1
Paper-free processes
59% achieved a payback in
less than 12 months from
their paper-free projects3.
Return on investment1
What is the status of a document in
the workflow?
Which approvals are overdue?
Management reporting and
workloads
Monitoring of status 4
Improved productivity
and remote working
Reduced staff resource, faster
customer/staff response and
higher productivity.
Approve documents when on
the road.
2
Who approved what, when and
why?
Audit Trail and
regulatory compliance
3
1 AIIM: Association for Information and Image Management
The Nr. 1 trigger
starting with paper-free
processes
is a mandate from
above.
Workflow SolutionJump to: Data Survey

28. Agenda
The tools we all need
Example Real Business
Solution
Re-think Offices
2
3
4
NWOW  People1

29. Example Solution: Accounts Payable

30. 29% is the overall average of cost reduction1
35% of the received electronic invoices get printed
anyway2
Capture and paper-free processes in AP
If we take the average 29%3
saving and apply it to a
business processing 12.000
per year at an average of €
11,6€ min. (max 75,3€) per
invoice, we see a total saving
of more than € 40.000 per
year
Cost Savings1
Better records for audit trail and
fewer invoices “lost in the loop”
Audit Trial 4
Faster turnaround
time
In addition to the pure cost
savings there is a “faster
turnaround time for payment”
 improved WC
2
Better monitoring of invoice
status , accessible for everybody
Process
Transparency
3
1,2,3,4: AIIM: Association for Information and Image Management
The average cost to
process an invoice
manually is €11,6
Centralized captureJump to: Data SurveyWorkflow

31. The three biggest benefits
from your AP automation
system (in addition to
pure cost savings)
Other benefits
Back to solution slide

32. Agenda
The tools you need
The tools you need
Re-think Offices
2
3
4
NWOW  People1

33. HOE HET OPEN KANTOOR MEE KAN LEIDEN TOT BURN-OUT
Wegbezuinigd: onze concentratie!
De Standaard :12 MAART 2016 | Eva Berghmans
Het open kantoor is ruim en licht. Het belichaamt de nieuwe stijl van werken, maar is eigenlijk vaak ingegeven door
besparingen. En de kakofonie van lawaai en de overdaad aan prikkels putten ons uit.
‘Zal ik een tapkast installeren, collega’s?’ Het is een van de vaste mopjes op de redactievloer als een vergadering wat te geanimeerd
dreigt te worden, zeker aan de sta-tafels met barkrukken. De redactie van deze krant is bijlange niet de enige werkvloer die geregeld
de allures van een café aanneemt. ‘Moppen mag ik er nog over maken’, zegt Charlotte (*), ‘maar ik kan er niet meer mee lachen. Ik
heb al huilend bij de dokter gezeten, omdat ik voelde dat ik ging instorten. Als ik een opmerking over het lawaai maak, noemen mijn
collega’s mij een hysterica. Maar de kwaliteit van mijn dag is omgekeerd evenredig met de hoeveelheid lawaai. Als het hier een
drukke dag is, als er veel consultants aan het werk zijn bijvoorbeeld, dan zit ik met vijfduizend vensters open op mijn laptop, zonder
dat ik weet wat ik aan het doen ben.’
Het open kantoor waarin Charlottes bureau staat, is er een van het ergste soort. Bij een fusie enkele jaren geleden werden er wat
bureaus bijgeschoven in een toch al krappe ruimte. Daarin zitten nu tientallen mensen, dicht bij elkaar, zodat je van iedereen kan
horen wat hij te vertellen heeft – in grotere open kantoren verworden gesprekken in het beste geval tot onverstaanbaar
geroezemoes, wat minder storend is. Er zijn geen ontsnappingsroutes – geen stille ruimtes, geen aparte hokken. Thuiswerk
mag niet.
Grote kans dat Charlottes collega’s onbewust even goed last hebben van de kantoordrukte. ‘Zelfs mensen die denken dat ze geen
last hebben van de afleiding in een open kantoor, hebben er last van’, zegt Frederik Anseel, professor organisatiepsychologie aan de
UGent. ‘Je mag de impact van een storing op je concentratie niet onderschatten’, zegt Hendrik Delagrange van de Stichting
Innovatie en Arbeid, de onderzoeksafdeling van de Sociaal-Economische Raad van Vlaanderen. ‘Na een storing kost het je 25
minuten om opnieuw ten volle geconcentreerd te zijn.’

35. Re-think Offices
Only
when you need to
work together and
physical interaction is
important you come to
the office

36. Top 7 to-do’s for your location
Meeting rooms:
small to large
Shared desks for
everyone
Visual & acoustic
distraction
Room setup:
everything available
& locked
Involve your people
Laptops and
wifi networks
everywhere
Task Oriented Spaces :
Concentration Room, Phone Booth, Interactive
Room/Cafe, Focus Rooms, Break-Out/Relax
space

41. The results @ Fod Soc. Zekerheid
Impact on people
· +/-50% of the FOD employees have adopted NWOW
· 88% of staff is satisfied or very satisfied
· Turnover within the FOD is 25% lower than in other FODs
· Women occupy 37,5% of the highest hierarchical positions as
NWOW allows them to combine both familial and professional
challenges.
Impact on productivity
· +20% work done with 9% staff decrease over the last 3 years
Costs savings brought by NWOW:
· Office renting: -9.000.000€ / year
· Power consumption (electricity, heating…): -40%
· Telephony costs: -78%
· Printing costs: -80%

42. De Standaard Maandag 14/3/2016
(Wouter VanDriessche)

43. It is not
about finding
the right
people...
...but will
they select
your
organization
to work
for?

44. Thank YOU ALL for your Attention

45. johan.bohyn@recomatics.com +32 475 63 36 57
57

46. Appendix: RecoMatics Capture Apps

47. Centralized
Imaging and
Document Capture Scan / PDF / E-mail Import
Image Improvement
Recognition header and line items
Automatic bundling and classification
Self-Learning mechanism
SharePoint Document Storage
Output LOB system
LOB Documentviewer
“Batch capture: central high volume scanning
and processing. Mostly combined with document
processing technology .”
Back to solution slide
The tools you need to automatically process
documents in high volumes
Learn more

48. Centralized Capture: Classification
Back to solution slide
Document Bundling
Document classification:
Invoice
Attachment I I I I A A

49. On-demand
Imaging and
Document Capture Scan / Drag&Drop / E-mail
Personal and Group Queue
Scan (USB & MFP)
Camera
Drag & Drop
Outlook App
SharePoint Document Storage
Context driven LOB metadata capture,
classification and document viewing
“On-demand capture: decentralized capture and
classification of documents. Integrated in your
front-end business application .”
Back to solution slide
The tools you need to add document capture and
document management capabilities to your LOB
systems
Learn more

50. On-demand Capture: Assign
Back to solution slide

51. Three biggest drivers for
scanning and data
capture in your
organization? (N=334)
Why capturing
Back to solution slide

52. Appendix: RecoMatics Workflow Apps

53. Workflow
Paper-free processes
Generate tasks or e-mails
Digital Approval
Collect information (form, approval, …)
Audit trail & Workflow Monitor
Notifications and Time monitoring
Generate documents (e.g. PO)
Reporting
Digital Signatures (contracts)
“Digital worfklow: ability to work remote while
having a complete audit trial and status
monitoring”
Back to solution slide
The tools you need to automate and streamline your
processes
Learn more

54. Workflow
Back to solution slide

55. Three biggest benefits
from your paper-free
processes? (N=218)
Why Paper-free processes
Back to solution slide