Welcome to Episode 13 of the Work Smarter podcast, where we help you unlock the power of technology to transform your business operations and create happier, more productive teams. In this episode, Josh dives into the critical topic of moving from traditional file servers to Microsoft 365, painting a clear picture of why this transition is essential for modern businesses.

Imagine accessing all your files securely, from anywhere—whether you're in the office, working remotely, or even on a plane. Microsoft 365 enables seamless access to your documents across devices, making it easy to work from your phone, laptop, or tablet with full control over your content. Josh breaks down the limitations of traditional file servers, like outdated systems (Windows 2008/2012), cumbersome VPN access, and security vulnerabilities, and highlights how 365 addresses these issues.

The episode walks through the core tools that make up the Microsoft 365 suite—OneDrive, Teams, and SharePoint—each designed to optimize different aspects of file storage and collaboration:

OneDrive: Your personal document storage solution, allowing you to sync files across devices, ensuring you have your documents and desktop setup wherever you go.
Teams: Perfect for collaborative work, Teams allows you to create channels, manage access, and co-author documents in real time, all within a highly secure environment.
SharePoint: The backbone of file storage and document management, offering powerful tagging, sharing, and version control features. Josh emphasizes how SharePoint’s enterprise-grade search capabilities make it easy to find content across your entire organization.
Josh also discusses how Microsoft 365’s advanced security and compliance features protect your data, such as restricting access based on location or tagging files as confidential. With external collaboration tools built-in, you can securely share files and collaborate with subcontractors and clients without the hassle of managing multiple versions of documents.

This episode is packed with practical insights for businesses looking to modernize their file management systems and reduce their reliance on outdated infrastructure. Josh also teases future episodes where he’ll dive deeper into planning your move to Microsoft 365, including how to properly structure your files and ensure your team is fully trained on the new tools.

Key Takeaways:

Understand the drawbacks of traditional file servers, including security risks, access limitations, and time wasted searching for files.
Discover the benefits of Microsoft 365 tools: OneDrive for personal files, Teams for collaboration, and SharePoint for document management.
Learn how to enhance productivity with features like co-authoring, automated workflows, and advanced security controls.
Explore how external collaboration within Microsoft 365 can improve workflows with clients and subcontractors.

Resources Mentioned:

Microsoft 365: OneDrive, Teams, and SharePoint
Power Automate: Workflow automation
Next Steps: As more businesses move toward cloud-based solutions, it's essential to make sure your transition to Microsoft 365 is smooth and efficient. Stay tuned for upcoming episodes where we’ll cover how to properly plan your migration, optimize your file structure, and get your team up to speed on the powerful tools Microsoft 365 has to offer.

In Episode 12 of the Work Smarter podcast, Josh returns from the Digital Workplace Conference in Sydney with three key takeaways: Copilot, data governance, and technology adoption.

1. Copilot in Microsoft 365 - There’s significant interest in how Copilot can boost productivity across the Microsoft suite. However, concerns persist about the quality of AI-generated content and its impact on workplace roles.

2. Data Governance - Attendees expressed worries about AI tools potentially exposing sensitive content due to improper permission structures. Ensuring robust data governance is crucial as AI becomes more integrated into daily workflows.

3. Technology Adoption - With rapid updates in digital tools, organizations are finding it challenging to keep employees up-to-date with new features. The fast pace of change is making it harder to maximize the benefits of these tools.

These insights provide a snapshot of the current challenges and opportunities in the digital workplace.

For more resources and tips, visit www.propelle.com.au. Thank you for listening, and stay tuned for the next episode!

In Episode 11 of the Work Smarter podcast, we dive into the topic of going paperless, specifically focusing on transitioning to digital note-taking tools. We discuss the pros and cons of using digital tools like Microsoft OneNote and Evernote versus traditional pen and paper.

We start by sharing our personal experiences with note-taking. While some still prefer physical notebooks for their tactile and distraction-free nature, others have fully embraced digital tools for their integration, searchability, and ease of sharing notes. We explore the challenges of digital note-taking, such as meeting etiquette and device distractions, and offer solutions like using focus modes on devices to minimize interruptions.

The episode highlights the benefits of digital note-taking, including the ability to integrate with other platforms, share notes among team members, and easily search through past notes. We also discuss how digital tools can handle audio notes and convert handwritten text into searchable digital text, making them a versatile choice for various note-taking needs.

We emphasize the importance of building habits and gradually transitioning to digital note-taking. Start small by using digital tools for personal notes and gradually expand to meetings and collaborative environments. The key is to find a method that works for you, whether it’s using a pen and touchscreen or a keyboard.

We conclude by encouraging listeners to try digital note-taking and experience the benefits firsthand. Whether for personal use or in a professional setting, making the switch can improve productivity and organization.

For more insights and tips, visit www.propelle.com.au. Thank you for joining us on the Work Smarter podcast. We hope you found this episode valuable and look forward to catching up with you in the next one. Have a great week!

In Episode 10 of the Work Smarter podcast, we dive into the world of document automation. Imagine never having to manually edit a lengthy Word document again! This episode explores how automating document creation and management can save time, ensure compliance, and enhance efficiency.

We start by discussing the benefits of automating repetitive documents such as sales quotes, employment contracts, and supplier contracts. By using automated systems, you can maintain legal standards and prevent unauthorized edits, ensuring consistency and accuracy. Tools like digital signatures further streamline the process, reducing turnaround times from weeks to mere hours.

Next, we explore the automation of policy and procedure documents. This involves establishing key roles such as document authors, owners, approvers, and reviewers. Automating the approval processes, regular reviews, and compliance checks ensures that documents are always up-to-date and meet regulatory standards. This not only saves time but also provides an audit trail for compliance purposes.

We also highlight the positive impression automated systems can leave on third parties, such as suppliers, customers, and new employees. Automated, digitally signed documents convey a modern, efficient image of your organization, making interactions smoother and more professional.

To illustrate the practical benefits, we share a case study of an insurance company that automated the creation of quotes. By uploading an Excel spreadsheet, they could generate thousands of documents automatically, saving weeks of manual work and significantly improving efficiency.

Finally, we emphasise that document automation doesn't have to be complex or expensive. Starting small with a proof of concept can demonstrate quick wins and pave the way for larger projects. The focus should be on eliminating mundane tasks, allowing employees to concentrate on higher-value activities.

Thank you for joining us for this insightful episode. For more resources and to explore how document automation can benefit your business, visit www.propelle.com.au. Stay tuned for more tips and tools on the Work Smarter podcast. See you next time!

In Episode 9 of the Work Smarter podcast, we explore five quick wins you can achieve with AI. As AI continues to make headlines for its transformative potential, it can be overwhelming to know where to start. This episode provides practical, accessible AI tools and methods that can be implemented immediately to improve your organization’s efficiency and employee experience.

The first quick win discussed is using AI for meeting summaries. Tools like Microsoft Teams’ Copilot or Otter AI can automatically transcribe and summarize meeting minutes, including attendance, decisions made, and action items. This reduces the time spent on manual note-taking and ensures accuracy. Next, we look at the implementation of chatbots. These can be placed on your website or internal platforms to help users quickly find information, such as navigating policies and procedures. This saves time and improves user experience.

Content production is another area where AI can make a significant impact. AI can help you overcome the challenge of starting with a blank page by creating outlines, tables of contents, and initial drafts for reports, marketing plans, and other documents. This streamlines the content creation process and makes it more efficient. Additionally, AI can be used for content summary. Whether it's condensing financial reports, lengthy email threads, or articles, AI can help you quickly understand the key points without having to read through everything.

Finally, we discuss content conversion. AI can efficiently handle tasks such as translating text, reformatting tables for Excel, or converting bullet points into paragraphs. This reduces manual effort and increases productivity. These quick wins demonstrate that AI is not just for large, resource-intensive projects. There are simple, effective ways to integrate AI into your daily operations to see immediate benefits. Remember to check your organization’s policies on AI use and data governance before implementation.

For more resources and to explore how AI can further benefit your business, visit www.propelle.com.au. Stay tuned for more insights and tips on the Work Smarter podcast. Thank you for listening, and we’ll catch up with you soon!

In Episode 8 of the Work Smarter podcast, we tackle the critical topic of securing your online accounts. With password issues becoming increasingly common, this episode provides essential tips to enhance your online security.

Key points include the importance of using a password manager to create and store complex passwords, the benefits of multi-factor authentication (MFA) for added security, and the need to monitor your accounts for potential breaches using tools like Have I Been Pwned.

We also discuss the significance of creating a strong master password for your password manager and the value of applying these security practices to both work and personal accounts.

For more resources and recommended tools, check the show notes. Stay safe online and join us for the next episode of the Work Smarter podcast.
Resources: https://haveibeenpwned.com/

Password Managers: 
https://1password.com/ 
https://lastpass.com

Thank you for listening to the Work Smarter podcast. Don’t forget to subscribe for the latest episodes. If you enjoyed this episode, please leave us a review and share it with your network! Visit us at www.propelle.com.au for more insights and resources.

In Episode 7 of the Work Smarter podcast, we tackle the crucial questions to ask before purchasing an online app for your business. With the ease of SaaS (Software as a Service) sign-ups, it's important to navigate potential challenges and make informed decisions.

The first question to ask is: "Do we already have something that does this?" Checking existing systems and consulting with IT can help avoid unnecessary duplication.

Understanding exactly what you are buying is essential. Ensure the tool matches your business needs—don't buy a full CRM if an email marketing platform like MailChimp will suffice.

Data storage location is another key consideration. It affects performance and compliance with data sovereignty laws. Ensure the data is stored in a region that meets your regulatory requirements and offers optimal performance.

Integration capabilities are critical. Verify if the new app can integrate with your existing systems and if it supports APIs for seamless data sharing and reporting. Also, consider the long-term implications of migrating data in and out of the system.

Support availability is crucial. Knowing where the support team is based and their operating hours can impact how quickly issues are resolved.

We share a case study of a client who faced challenges after implementing a new finance system without involving IT. This underscores the importance of considering all these factors before committing to new software.

By asking these critical questions upfront, you can save time, money, and avoid headaches. Stay tuned for future episodes where we’ll explore related topics.

Thank you for listening to the Work Smarter podcast. Don’t forget to subscribe for the latest episodes. If you enjoyed this episode, please leave us a review and share it with your network! Visit us at https://www.propelle.com.au/ for more insights and resources.

In Episode 6 of the Work Smarter podcast, we delve into the critical topic of selecting an owner for your intranet. This episode sheds light on why having a dedicated intranet owner is essential for keeping the platform dynamic and engaging. We discuss common issues like stagnant content and how they can hinder employee engagement and communication. You'll learn how to identify the right person within your organization to manage the intranet and understand the different goals it can serve.

The episode kicks off with an exploration of the importance of having a "captain" for your intranet. Without someone to guide and update it regularly, an intranet can quickly become outdated and ineffective. We highlight the key pillars of an intranet: communication, productivity, and culture/engagement, and discuss how these can vary based on your organization's size, industry, and specific needs.

We then dive into which departments are best suited for intranet ownership. Communications, marketing, HR, and operations are all potential candidates, but the episode warns against leaving this task solely to IT. While IT should support the technology, the content needs to be managed by those who understand internal communications and culture. We also talk about the importance of having a senior leader champion the intranet, supported by a dedicated team. Repurposing existing content to keep the intranet fresh and relevant is emphasized as a key strategy.

Looking ahead, we provide a sneak peek into the next episode, which will focus on setting a strategy for your intranet. You'll discover how to align your intranet’s goals with your organization’s overall objectives, ensuring it becomes a valuable tool for all employees. The episode encourages you to consider the potential of your intranet and how choosing the right owner can set the stage for its success.

Don’t miss the next episode, where we'll dive deeper into intranet strategy. Subscribe to the Work Smarter podcast to stay updated with our latest episodes. If you enjoyed this episode, please leave us a review and share it with your network! Thank you for listening, and we look forward to catching up with you in the next episode.

Welcome back to another exciting episode of Work Smarter, the podcast dedicated to uncovering how technology can enhance your business operations and employee satisfaction. In our fifth episode, hosts Josh and Alan dive deep into the world of automation, sharing insights and strategies on how to identify automation opportunities within your organization.

In this episode, we explore the three main areas where automation can be a game-changer: data transfer, manual processes, and comprehensive business processes. Josh and Alan break down these areas, discussing common pain points and offering practical examples of how automation can streamline operations and improve accuracy.

The episode begins with an engaging discussion on the importance of data integrity and the benefits of automating data transfers between systems. The hosts share a compelling example of automating timesheet data entry into payroll systems, highlighting how this simple automation can save significant time and reduce errors.

Next, they tackle manual processes, emphasizing the impact of automating document generation and approval workflows. Alan shares a valuable example of a client who significantly improved their document review and approval process, resulting in better accountability and efficiency.

The conversation then shifts to more complex business processes, with Josh recounting a fascinating case study from the dairy industry. He explains how automating the new product creation process not only improved transparency and consistency but also provided valuable insights for executive leadership and board members.

The hosts also touch on the importance of involving all stakeholders in the automation journey, from the relevant business units to the IT department. They stress the need for thorough understanding and documentation of existing processes to ensure successful automation implementation.

As the episode wraps up, Josh and Alan share their thoughts on identifying low-hanging fruit for automation and the importance of focusing on customer service processes. They emphasize that automation should enhance, not replace, the human elements of customer service, leading to better customer experiences and increased productivity.

Join us for this informative and practical episode as we explore how to find and implement automation opportunities that can transform your business operations. Don't miss out on Josh and Alan's expert advice and real-world examples that can help you work smarter, not harder.

Key Takeaways:

• Understand the different types of automation opportunities: data transfer, manual processes, and business processes.
• Identify pain points where automation can save time and reduce errors.
• Involve all relevant stakeholders in the automation journey to ensure success.
• Focus on enhancing customer service processes to improve customer satisfaction and employee productivity.
• Start with low-hanging fruit and automate in stages for manageable and effective implementation.

Resources Mentioned:

• Time tracking and payroll automation
• Document generation tools
• Business process automation platforms

Next Steps: Stay tuned for future episodes where we'll delve into specific automation tools and platforms that can help you streamline your business processes. Don't forget to subscribe, rate, and review our podcast to stay updated with the latest trends and tips on working smarter.

Thank you for joining us on Work Smarter. Until next time, keep innovating and enhancing your business operations!

Welcome to Episode 4 of the Work Smarter podcast, where we help you discover how technology can positively impact you and your business. Today, Alan and I are diving into AI terms for business leaders, demystifying the jargon and exploring how these concepts can benefit your business.

We begin with Generative Pre-trained Transformer (GPT), the technology behind popular tools like ChatGPT. GPTs are AI models designed to generate text-based responses from vast amounts of data using complex algorithms. These models can transform business processes by automating tasks such as drafting responses, writing reports, creating marketing plans, and more. Understanding how GPTs work can help you leverage their capabilities to improve efficiency and productivity.

Next, we delve into the importance of prompt engineering. This term refers to the art of crafting questions and instructions for AI models to get the best possible responses. Effective prompt engineering involves using specific phrases and detailed instructions to guide the AI, ensuring you receive high-quality, relevant answers. We discuss techniques like using feedback phrases and setting clear expectations to enhance the AI's performance.

Closely related to prompt engineering is the concept of priming. Priming involves providing the AI with background information to tailor its responses more effectively. By setting a role and goal for the AI, you can give it context that helps generate more accurate and relevant outputs. For instance, you might tell the AI to act as a software developer creating a project management plan, which helps it understand the context better and deliver more precise results.

We then touch on grounding, a process that connects AI's responses to real-world knowledge or specific business information. Grounding ensures that the AI's outputs are based on factual data rather than generating random content. This is particularly important for maintaining accuracy and reliability in business applications.

AI hallucination is another critical term we explore. Hallucination occurs when AI models generate plausible-sounding but incorrect or nonsensical information. This highlights the importance of verifying AI-generated content, especially in sensitive areas like financial summaries or technical scripts. We share anecdotes and examples to illustrate how hallucination can occur and how to mitigate its risks.

To wrap up, we emphasize the importance of understanding these AI concepts and how they can be applied to improve business processes. Stay tuned for our next episode, where we'll discuss how to find automation opportunities in your organization, making it easier to boost productivity and employee satisfaction.