Posted by AODocs ● 3/27/20 2:42 PM
3 Ways that Technology is Helping Organizations Deal with COVID-19
The COVID-19 pandemic has highlighted many strengths and weaknesses within our information systems. We are being forced to react, share information, and make consequential decisions much faster and on a much wider scale than ever before, which requires a level of information agility that many are struggling to deliver.
Organizations must act fast, with minimum expectations on IT, utilizing the power of the cloud and easy-to-use, effective tools — all while maintaining the underlying control and suitability required by any public office.
Thankfully, there are several examples that show not only a great use of technology but also highlight the incredible resilience of humankind in a crisis:
1. Mobilizing a workforce
In emergency situations, many new teams will need to be assembled and deployed quickly. These teams could be medical response teams, crisis hotline teams to check on the welfare of high-risk people, even teachers and tutors who need to collaborate on delivering remote lessons.
Irrespective of the type of team, they will all require a combination of people who need to be:
• Kept regularly informed
• Trained to work in a hazardous environment where they are at risk of being infected
And all of this will need to be in place in a matter of a few days, with no time available to set up a complex system.
Thankfully, technology is delivering solutions to help these teams with cloud solutions that can provide 100% remote access and be deployed in a matter of hours. These technologies, and the teams deploying them, are solving real problems:
• Simple email-based communication tools can connect small groups of people.
• Agile data and form collection tools can gather volunteer documents, such as legal waivers, policy acknowledgments, and emergency contact information.
• Virtual learning environments can manage and deliver complete online training solutions for volunteers and combine with document management systems to control the validation and publication of those training procedures and safety documents.
• Information distribution tools can display the information, safety notices, and training materials in easy-to-access portals, via mobile or on physical screens.
2. Sharing rapidly changing information
Effective information distribution is a critical response tool that is being used in dynamically changing emergency situations. Providing ways to quickly edit and share information with numerous people on multiple channels, including websites, mobile devices, or even in-house displays, is key.
If the information to be displayed needs validation before being published, integration to backend process automation tools can provide the information governance behind the scenes to ensure the approval steps without losing the solution’s agility.
Solutions like these ensure that users can find information quickly when they need it and that they have absolute confidence that the information is up to date and accurate.
Below are a number of examples of organizations that have deployed such simple information distribution tools to enable an easy-to-use and rapid reaction to the coronavirus crisis. Each of these offers a small glimpse into how tech is helping across the planet to curb COVID-19:
• National Association for College Admission Counseling
• Travel restrictions
• Bay Area Food Banks during Coronavirus
However, an often overlooked aspect of information sharing is in relation to those with visual impairment. There are over 285 million people worldwide who are visually impaired, so making this information available to those people via accessible content is vital to ensure their safety and those of their families and friends.
Thankfully, technology comes to help again via tools that help ensure that content such as documents and spreadsheets are accessible for all.
3. Doing the right thing
Having technology available is one thing, but going above and beyond in a time of need is something else. Many technology companies are making software available specifically to help with COVID-19 management during this crisis. Below you can find information on some of the best tools to help manage communications, share vital information, and ensure the welfare of students, staff, and the whole community.
AODocs is a content services platform to modernize information management within multiple departments and industries. Includes document storage and access, process automation, AI classification, rich metadata management, retention management, and more.
In light of OSHA's recent announcement that COVID-19 cases should be reported in accordance with their Injury and Illness Recordkeeping and Reporting Requirements, AODocs is offering the Crisis Outreach App free of charge for 90 days to anyone who signs up before April 30, 2020. Click here to find out more.
Allows any business user to easily display spreadsheet data in a more visually attractive form, with interactive filters, full-text search, and publication to website or intranet.
Enables simple setup of form and document workflows to automatically generate formatted sick leave requests, supplies requests, help requests, authorizations, registrations, and much more.
Grackle Suite™ is the only Add-ons for Google Docs, Sheets, and Slides that checks, remediates, and creates output from G Suite to make it accessible for blind and visually impaired users of screen readers.
A user-friendly, digital signage solution that allows you to publish your content on any screen in a snap, ensuring your screens are always up to date.
YAMM allows anyone to send and track targeted email campaigns using just their Gmail account and a Google Sheet.
The future beyond COVID-19
Over the last few weeks, companies around the world have closed their doors, hung the curtain on their production and - if possible - sent their employees to work from home.
Join us for a webinar to discuss 5 steps organizations must take to manage operations during and after Covid-19, to shape a new normal (and prepare for the next normal) all while effectively engaging with employees, customers, and suppliers.