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Welcome to the blog for Efficient Technology Inc, written by the Efficient CEO, Richard D. Walker. The goal of this article is to create efficiency in the sales order process, to provide the best service to manage your forms library and to automate paperwork with e-signature, data capture and validation, and straight-through-processing (STP). This blog is dedicated to making work flow and empowering people to do their best work through excellent leadership, management, technology, software as a service (SaaS) and outstanding professional service. We gladly serve Los Angeles, New York, Chicago, San Diego, San Francisco, Austin and thousands of customers in all 50 United States.



Stay tuned! We at Efficient Technology Inc, as efficiency experts, process design consultants who streamline sales order process, seamlessly integrate e-sign into forms process flows, build and manage forms library, automate group plan enrollments, enable forms automation online, set up client intake and new patient forms, and build custom web applications, thank you for joining us in the commitment to reduce paperwork, eliminate errors and go green through less paper waste and shipping.



Take a look around our site and Make Work Flow for your organization.

Success Depends On Your Health

“These excuses may be the leading contributor to poor health!”

CEO Health Impact

In accounting you might hear the phrase “tone at the top” which indicates how corporate leaders set the tone for how employees handle matters of ethics. It’s a natural observation to make since what’s right for the boss must be right for the team or vice versa. As a case in point, companies that fail to create change often start failing with their own executive team. When the executives don’t adopt the new method, process, technology or standard, how can employees be expected to willingly abide by the half-imposed rule? A CEO, therefore, must make careful decisions and choices in order to show examples of how they want others to follow.

The personal health of the CEO is equally important. Jessica Stillman writes in Inc. magazine (Feb 22, 2012) an article called “Join a Gym, Be A Better Boss?” and cites research from the Northern Illinois University. They found that “bosses who exercise less are more likely to be nasty and abusive to their employees, venting their stress on their team members rather than on the treadmill or in the weight room.”

Talking to other CEOs, most agree that if they don’t take care of themselves, they won’t be able to effectively manage the serious problems and issues their role demands of them. Whether due to illness or burning out on stress or simply being an irritable jerk to be around, CEOs must not forget to take care of themselves.

Here are some simple habits that help CEO’s maintain good health.

  1. Exercise often. Even 30 minutes three times per week can increase mental acuity and relieve stress. The more you move, the better you’ll feel in the long-run.
  2. Drink lots of water. Every time you feel hungry, drink water and wait. If you’re still hungry in ten minutes, then eat. This habit alone contributes to weight loss, improved health and proper hydration.
  3. Eat nutritiously. A primary reason for health problems is being nutritionally deficient. Consume more fruits, vegetables and high-quality supplements throughout your day and avoid long-term illness.
  4. Stay home sick. Set a rule in your company that sick employees stay home and don’t spread germs. Follow this rule yourself and your entire company will stay healthier.
  5. Sleep more. Our bodies heal and regenerate during sleep, so not getting enough sleep has a tremendous impact on our ability to maintain our health. Sleep now and you’ll get your work done faster in the morning when you’re fresh.

Your health is your responsibility and we all make excuses for why we haven’t worked out, eaten right or slept enough. These excuses may be the leading contributor to poor health! Get up and do something. If you need help changing your mindset, confront your beliefs about exercise, diet and overall health. Start by forming the belief that your company’s success is directly linked to your personal health, that way your goal of improving your bottom line will be directly reflected in your waistline.

Resources:

Join a Gym, Be a Better Boss? by Jessica Stillman
It’s My Life! I Can Change If I Want To, a book by Richard D. Walker about how to make changes last.

Posted in Career, Communication, Current Affairs, Efficiency, Food and Drink, Leadership

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Do Or Don’t, But Decide And Go!

“There’s a reason leaders are followed: they make decisions.”

Indecisive much?

Throughout my life, I have found the single largest contributor to inefficiency to be indecision. Take, for example, walking across your home to get something. Say you go to the kitchen for a pair of scissors to open a box that arrived in the mail. Walking towards the kitchen you stop midway and think to yourself, “oh wait, I could just use my keys in the bedroom or maybe the box cutter in the garage would be better” and head towards the garage. Then you think, “no, the scissors are better because then I can open the other mail too” and you head back to the kitchen.

Does that situation sound familiar to you? Maybe you do this when deciding which gas station to go to, or which restaurant to eat in, or which email to respond to. Consider what happens when that small, indecisive moment becomes your typical way of making decisions. A small, repeated amount of indecision adds up to a tremendous amount of lost time. Worse, this repetition of second-guessing allows insecurity to infect your self-confidence, leadership and ability to achieve goals. Indecisions are killing your productivity.

Thinking through a given situation, the variety of options and outcomes, and analyzing which path to pursue, is part of our DNA. It is this very ability that has helped our society move out of caves and into homes. Without this ingrained need to look for better solutions we wouldn’t even have running water. Harnessing the power of analysis for the sake of innovation is great, but moving forward also requires that we stop analyzing and make a decision. To improve your productivity, you need to turn off your indecision.

Turning off indecision is simple and talked about often. It’s called “listening to your gut”. Your first instinct, whether to give the correct answer to a test question or to choose a course of action to pursue, is most often the optimal answer or path. The moment you analyze it is when the indecision begins and your productivity breaks down.

Either don’t go into “analyze” mode, or at least don’t let the analysis stop your activity. Keep walking to the kitchen to get the scissors and focus on following through with your decision, even if you continue to think about getting the keys and box cutters. By the time you’re done thinking about it all, you’ll probably be done opening the box with the scissors and lost no time at all.

Indecision is also a form of insecurity (or lack of confidence) about a particular decision. Insecurity is a lack of self-validation. Thus, indecision can start when you fail to acknowledge your abilities or validate your decisions. In simpler terms, indecision may simply stem from not allowing your gut instinct to be right because you’re not giving yourself the freedom to listen to it. Your analysis is getting in the way.

Let your gut instinct play out and see if it’s right a few times before you tell it to go away with your thoughts and analysis. When you see that it is right more times than not, then you’ll gain the confidence to trust your first answer and move faster. Productivity will naturally increase over time as you continue building up confidence. You’ll also be validating yourself in the process and removing insecurity at the same time.

There’s a reason leaders are followed: they make decisions. Making a decision isn’t the hard part. It’s sticking with that decision and moving forward quickly that’s hard. And if you think it’s hard to decide which blouse to wear today, or which task to work on first, or what to make for breakfast, then you’re going to find making big decisions even harder. Do or don’t do something, but start making decisions faster if you want to improve your life.

Posted in Career, Communication, Current Affairs, Efficiency, Leadership

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Engage Your Employees’ Desires To Do Good

“Sounds like every CEO’s pipe-dream!”

Causecast

What if your employees were as passionate about their job and work as they are about other things in their life? What if they came to work and worked as though they didn’t care if they were paid or not because they loved what they do? Sounds like every CEO’s pipe-dream!

It could happen… today. Certainly startup companies often garner that kind of quality in their first set of employees and charismatic leaders attract that kind of commitment too. Well, when your startup has run out of peanuts to offer and you find yourself with a sustainable business (or already have a strong business), keeping employees engaged is all about appealing to their interests, desires and needs. Some of those needs, especially in the millennial generation, is to GIVE to others. That’s right… your employees actually want to give away their time, their money and even your time and money on behalf of your company. Satisfy that need and you just might start seeing the employee nirvana come to life.

Here’s a new way to engage your employees through their desire to do good: Causecast.

Ryan Scott, a successful social entrepreneur dreams of this workplace nirvana too and did something about it. His company just launched a cloud-based platform companies can use to engage their employees more effectively around social causes and, in turn, their employer’s brand.

With my own goal to empower others to become their best versions of themselves, I dream of a world where people love their job and have the job they deserve. While we all do our best to understand and tap into our employee’s goals, I’ve never seen an application that can help manage and measure results to that end.

It’s time for a tool that helps engage employees in a way that is meaningful to them, and not just the CEO’s bottom line. Cheers to you, Ryan, for inventing Causecast. It’s a powerful application with a ton of useful features for employees and corporate administrators alike. May we all realize your goal of helping companies give back in ways that align with everyone’s goals.

Resources:
Causecast

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There Is No “I” In “Company”

“Let your actions speak louder than your words!”

Eric Jackson - The Seven Habits Of The Spectacularly Unsuccessful Executives

I read this great article by Eric Jackson on Forbes.com called “The Seven Habits Of The Spectacularly Unsuccessful Executives”. Obviously a play on Stephen Covey’s “The 7 Habits of Highly Effective People®”, it’s equally important to pay attention to the habits that will cause you to fail with certainty.

Article: The Seven Habits Of The Spectacularly Unsuccessful Executives

While I’ll let Eric Jackson’s article speak for itself he reminded me about the dilemma of a leader’s ego. All leaders have a great ego to contend with but that doesn’t mean they make it everyone else’s problem. The moment the leader is compelled to verbalize how important their individual role, tasks and responsibilities are is when growth stops. In case my fellow CEOs have forgotten, there is no “I” in “company”.

Ego is both a strength and a weakness. As a leader our job is to inspire others to action, to find ways to get people to do what they wouldn’t have done of their own volition. The goal is to make the company perform, not to beat your chest and claim self-importance. Your strong ego and will has brought you to the leadership role and empowers you to make the tough decisions. Let your accomplishment of role and title soothe your ego’s need to be front and center. Let your actions speak louder than your words!

Therein lies the real strength of ego. The ability to be quietly affirmed by your authority, position and power vs. outwardly requesting others to recognize you by your own words, is real strength. It’s when you start feeling weak that you need to gain outside validation of who you are. As I like to say, “A confident person doesn’t tell you that they are confident.”

The leader who sees themselves as irreplaceable is at grave risk of being replaced in the very near future. Allowing your ego to surface in the way of progress, by becoming the bottleneck with customers, partners, employees and decisions in general, is a sure way to stall and even fail. Check your ego at the door, as they say, and run your company. It’s just business, after all, and good business requires your great leadership, not everyone else’s validation of your ego.

Resources:
Eric Jackson’s Forbes Article: The Seven Habits Of The Spectacularly Unsuccessful Executives

Stephen R. Covey: The 7 Habits of Highly Effective People®

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WHY I’m An Entrepreneur

“I had become a slave to my bills.”

Simon Sinek – Start With Why

This past week I had the opportunity to hear Simon Sinek present at the FSI OneVoice conference. Simon is the author of “Start With Why” and in his own words, “People don’t buy what you do; they buy why you do it.” I love that message and the power behind it. Simon’s message compels me to ask myself why I became an entrepreneur.

You may have read or heard me say that my purpose in life is to empower others to become their best version of themselves. That purpose is at the core of who I am and everything I do can be traced back to it. But why did I start my business? Why have I started nine businesses since age 12?!?

At age 12 I had my first job in the form of starting a toy company. I was the manufacturer, marketer, salesman and money collector. It was the perfect job: I set my own hours, chose who I worked with and played with my customers. From that point forward I knew I wanted to be in business because work was FUN!

At 16, with my toy company put out of business by the Super Soaker, I bought my first car. Translation: I had to pay for gas and insurance. Knowing that work was fun, I found the highest paying job I could find: telemarketing.

That job was the complete opposite of everything I expected. From the greedy, egotistical jerk of a boss, to the drudgery of calling random people during their dinner hour, to not having a clue about what a “jumbo mortgage” is, the job was awful. After training and settling into the role, I began to feel trapped; I had become a slave to my bills.

Thankfully, my horrible boss did probably the smartest thing he could – he fired me! Getting fired was not easy but I soon came to realize just how important it is to love my work. Everyone should love their work. People should be rewarded for their skills, talent and brain power, not their ability to endure a life sentence.

I’m an entrepreneur because I believe in a world where people do their best work, the work they love and deserve to do. My job is to give people the freedom, will and opportunity to do what they love. We do that by making work flow more easily. It just so happens that we build great software.

Thank you for inspiring me Simon.

Resources:

About Simon Sinek and “Start With Why”

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It’s Time To Keep Your New Year’s Resolutions

“It is inconceivable to NOT keep my resolution!”

New Year’s Resolutions Fail

January 21 is the end of the third week in the new year. It is the day when the majority of all new year’s resolutions take their last breath. It is the day that the gym goes back to the normal crowd of people who see health as their way of life and not a matter of resolve. January 21 is the day you can ask yourself if the resolutions you just tried on are right for you or not. Here’s how.

Let’s say you DO want to “lose weight”, “work out more”, “eat better”, “be more positive”, “be happier”, etc. Do you really need a “New Year’s Resolution”, meaning a symbolic day in the year to make it happen? No! You don’t. You simply need a method to make the new habit part of your life without the internal fight to maintain willpower and self-control. What you need is a new belief.

A few months ago I began a new sport that I’ve always wanted to take on and excel at. From the day I started I knew that the sport would become a way of life. I immediately went from little to no exercise to practicing this new sport 5 to 6 days per week for 30 to 60 minutes at a time.

Around the seventh week of consistent lessons I met with the lead sports trainer, who had seen my rapid progress and heard from my trainer how much I practiced, and he asked me how I was able to do it. The answer was a new belief I took on when before I started training. I chose to believe that practicing was now a part of my lifestyle!

If eating, sleeping, working, reading, watching TV, surfing the internet, etc. is all part of your daily lifestyle, why can’t any or all of your new resolutions? Any change you want to make is only a matter of forming a belief that supports the new behavior you want to achieve.

In my case, the best way to ensure that I practiced my new sport was to believe that practicing was now part of my daily routine. That belief is so powerful that every day when I wake up and assess what I’ll be doing that day, my thoughts include my workout just like I include brushing my teeth. It is inconceivable to NOT keep my resolution!

Change can be hard when you think it requires willpower, self-control and endless forms of motivation. That’s the hard way. The easy way is to change what you believe at your core so new habits form and naturally lead you to your goals. Instead of asking yourself what your new year’s resolutions are, try asking what your new year’s beliefs are and you’ll make it well past January 21st.

Resources:

Learn more about my four-step method of change in my book, “It’s My Life! I Can Change If I Want To” on Amazon.com

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The Real Problem With E-Signature

“Too many companies claim to do it all and can’t!”

Too much human interaction in e-signature

Whether today or in 500 years, I’m sure you can agree with me that paper will cease to be used in business transactions. That may scare some of you but it will happen. The advent of cloud-based computing, tablet PCs, smart phones and the sheer fact that most major retail stores now have e-signature devices at their checkout stands should be proof alone.

However, there is a real problem standing in the way of progress. Actually there are two. The first problem is mere confusion perpetrated by the companies who want a piece of the future paperless world’s pie. Too many companies claim to do it all and can’t! Everyone wants to enable e-signature, but with few exceptions, their claims are not true and this is proven by the second, more real problem.

The real problem is your processing infrastructure to perform business electronically. Has your company decided on which forms of electronic documents and signatures are acceptable? Do you have a way to track the document from start to end, including signature, and ensure the document’s integrity? Have you invested in the infrastructure required to move information? Do you even know your processes?

The promise of being paperless is not a technological challenge any more. Those vendors who claim the ability to move you into the new age of 100% electronic processing aren’t wrong, they’re just not telling you the reality of what you’re missing: processing infrastructure.

I’m impressed with the great strides made over the past four years to bring e-signature to market. Anyone can now perform an electronic signature on contracts, mortgages and virtually any document. All the same, the signed document is only a piece in the overall process. Some system needs the data on that document. Someone needs to do something with the document. Simply e-signing is not enough and we won’t see a fully paperless world until the processing infrastructure is fully addressed.

Resources:

Docupace – Secure Paperless Processing: www.Docupace.com

DocuSign – Electronic Signature: www.DocuSign.com

Efficient Technology Inc – Enterprise Forms Automation: www.EfficientTech.com

Posted in Communication, Current Affairs, Efficiency, Leadership, Sales Order Process, Web/Tech, e-signature

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Once A Liar Always A Liar

“The notion that a ‘nice guy’ can’t be strong enough to win couldn’t be further from the truth.”

Liars

Have you noticed that there is a name for someone who lies but not for someone who tells the truth? “Liar” can be applied to you the moment you lie. But the moment you tell the truth… well, if you were already lying, then you’re still a liar. Perhaps it is human nature to use lies in communication for a variety of reasons, but how do you handle others telling lies about you or your company?

The people who tell you that “nice guys finish last” are most likely the ones who repeat that phrase as a mantra in order to rationalize their immoral behavior and/or lack of ethics. The notion that a “nice guy” can’t be strong enough to win couldn’t be further from the truth. It is simply a matter of view and perception; it is a belief that drives behavior for better or worse.

Over the years many customers and prospects have relayed to me a bevy of lies they were told about my company by my competitors. My favorite lie is “they’re no longer around” when clearly our services are running, tens of thousands of users rely on us daily and, yup, just tested, we can still fog a mirror.

When I hear these lies I laugh because while the lies may seem to be damaging, in the end they only hurt the person telling them. Although we may all accept a certain amount of exaggeration and embellishment as normal in the sales process, we don’t accept when a company is shown to be far from the truth, especially in the delivery of their own products.

Every time competitors lie about you they are also lying about themselves. As I like to say, “The truth will always come out”. Eventually people figure it out and the false statements made to win a short-term deal ruin the relationship for the long-run. Once you’re proven to be a liar, you will always be considered one.

Since my belief is that “the truth will always come out” and not that “nice guys finish last”, I start and end with the truth. For one it’s easier to remember. The best part about telling the truth is that it displays your character, strength and confidence (instead of obscuring it). These are essential ingredients for building trust with your team, your partners and your customers.

If the “truth will set you free” because you were a liar, imagine what it might do for you if you’re not lying to begin with!

Posted in Career, Communication, Current Affairs, Leadership, Sales Order Process, Uncategorized

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What’s Required To Achieve Straight Through Processing

“Imagine that! No paper forms. No delays in processing. No human intervention…”

Straight Through Processing

Until recently, straight-through-processing for the majority of financial service transactions has been an over-stated promise that was never delivered. We all want it but there have always been too many moving parts. It seems that every service provider claims they have straight-through-processing (STP) when in reality they can only offer a portion of the puzzle in the hopes that the customer can fill in the gaps.

What is STP? Straight-through-processing is the comprehensive process of starting and completing a financial transaction in real-time without paper, re-keying of data or manual intervention, entirely electronically.

That means a financial advisor can:

  • Work with their client to fill out the paperwork online without printing
  • Gain approval for the transaction through real-time suitability checks and business rule validations
  • Sign the documents electronically
  • Submit the electronic paperwork to all the required parties
  • Transfer money and process checks online, and
  • Execute the transaction.

Imagine that! No paper forms. No delays in processing. No human intervention, save for the few exceptions that require compliance reviews.

What would our world look like if we had straight-through-processing? Obviously the sales order process would be a lot easier and faster for everyone. There would be less risk and cost to doing business. But what you probably don’t realize is how many pieces need to come together for STP to become a reality.

Straight-through-processing requires:

  • electronic forms,
  • back-office rules and compliance rules processing,
  • check cashing and money transfer capability,
  • document archiving,
  • electronic signature, and
  • a comprehensive user experience.

And that’s just the technology platform. In addition, to process transactions all the way through to executing the trades, this platform must have integration to custodians, clearing firms, mutual funds, insurance companies, banks and more.

Who can do all this? I’ll be the first to tell you, it’s not your electronic forms vendor alone. Nor is it your compliance system alone. In fact, no single vendor can do it without the coordination with the customer and several partners. The worst thing you can do is believe a forms vendor who tells you they can do straight-through-processing when all they can really do is deliver an e-signed form to your end-user. That puts the burden on you, the financial service company, to find, build and integrate all the other pieces to create a non-industry-standard STP solution.

There is one company who has brought all the pieces together: Docupace Technologies, Inc.

Docupace Technologies Inc

Docupace’s ePACS (electronic paperless application and check service) is the most comprehensive straight-through-processing solution that brings together the best of breed industry services to provide e-forms (Quik! Forms), e-signature (Docusign, Topaz, etc.), clearing and transaction processing integration (DST, Pershing, NFS, etc.), paperless check processing (RemitPro), CRM integration (SalesForce, Redtail, etc.), not to mention their FINRA/SEC compliant document management and business rule processing engines. All the moving parts have finally come together!

The opportunity for financial service companies to achieve STP, and more importantly to reduce errors, speed up transactions, lower costs and deliver great service to customers, is now here. Straight-through-processing is no longer a myth, nor an overpriced, undue burden for anyone. Within a very short period of time a fully-integrated straight-through-process will be the minimum requirement to becoming and remaining a financial service company.

Posted in Communication, Current Affairs, Efficiency, Sales Order Process, e-signature

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You CAN Turn Customers Into Partners

“Customers don’t want to be “sold” anything – they want solutions to their problems. “

One of the principles I learned from the Guerilla Marketing books I read over 20 years ago is to spend 90% of your time keeping customers and only 10% of your time finding new customers. Why? Because it’s MUCH easier to keep a customer than it is to find a new one. To that end I’ve designed and built my company to turn customers into my business partners.

Certainly I have customers who view me as a vendor: we do the work and they pay us. Even so, in the long run all my customers rely on my service to operate a function of their business that they don’t want to live without. By default that means we must act as their partner to ensure high quality service, no interruptions and look into the future with them to match their evolution.

Since one of the best ways to get more business is word of mouth and references from clients, we all want our customers to partner with us in some form or another. The question is how?

From the inception of a new relationship we talk about the value of partnering and the goal to partner with the customer on their business challenges that we can uniquely help them solve now and over time. The key here is to “partner” and “help”. Customers don’t want to be “sold” anything – they want solutions to their problems.

As our relationship grows we continue to reinforce the value of partnering with our company culture. We demonstrate transparency by doing what we say we’re going to do and being honest in our discussions. We also take the customer’s viewpoint in the discussion and offer fair deals and compromises. In other words, we seek to understand before we help them understand what we can do to solve the problem.

Unfortunately very few companies truly treat their customers as partners even if they say they want to. It’s quite sad to hear about other companies who have outright lied to our customers in order to win a deal that would never work or come to fruition. In the end our customers value our relationship because we do truly partner with them.

The result of a real partnership is a long-term, loyal relationship. Products come and go but relationships are what stand the test of time. In fact, the only reason we have ever lost a customer was when they no longer needed our services, not because they switched to our competitors.

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