If you are planning to attend the Insider’s Forum on Sept 28 – 30, 2015, it’s shaping up to be an exciting event. The Trumpet team is jazzed this year’s event will be in our hometown. We hope you’ll join us for some exciting, informative sessions, visit our booth, and chat with us during our sponsored happy hour— and get a chance to check out some of the local sites.
Here are a few highlights on all three to whet your appetite…
Join Trumpet and Concenter Services for Happy Hour
We know you’re attending the Forum to gain new insights, to network with your peers and we hope you can join us AFTER the sessions for a little more fun.
Trumpet is excited to announce we are co-hosting Happy Hour on Tuesday, Sept 29 at 5:35 pm immediately following the Keynote Presentation. Mary Ferguson’s team from Concenter Services will be on hand, co-hosting and visiting with our guests. The Happy Hour will be held on the Beehive Patio.
We’d love to catch up with you there, and share impressions of the day’s sessions.
Don’t miss these sessions if you want to grow—or modernize—your firm!
Bob and Jean graciously asked us to share ideas about growing a professional service firm. Whether you’re gearing up for growth or want to streamline your business, join us at one of these sessions:
- Lunch with Roundtable Discussions: “Trailblazing Collaboration”, Tuesday, Sept 29 at 12:20 pm
- Please join us to discuss why today’s collaboration tools are limited in scope and imagination. If you enjoy pushing the envelope on innovation, join us to rethink collaboration. Specifically – what’s missing and how can technology companies solve this for RIAs.
- COO TED Talks “Creating Environments to Help People Enjoy the Way They Work” – Tuesday, Sept 29 at 1:35 pm
- IDEA X-Change “Career Track for becoming a COO” – Wednesday, Sept 30 at 10:35 am
- “Managing and Implementing Change” – Wednesday, Sept 30 at 2:55 pm
Looking for local culture or cuisine? We have a few recommendations!
Phoenix is a city for foodies, and our team has their own restaurant tips to share with you. Whether you’re looking for great Mexican, an amazing Brew Pub or best vegetarian restaurant in town, we have a few suggestions. Read our recommendations here .
UPDATE: We are back in business and will respond to your inquiries as quickly as we can.
Always a fun time when the Internet drops out and you realize just how much we all depend on it. There’s a regional outage in Phoenix right now, and Trumpet is right in the middle.
If you have any Trumpet support needs, please sit tight – our team is headed to another area of service and we’ll be online to assist you with in no time. Thanks for your patience!
Trumpet is delighted to share some exciting new features in our latest builds of Trumpet Publisher which is now available as a Pre-Release. If you are interested in receiving these enhancements, see here: https://support.trumpetinc.com/index.php?pg=kb.page&id=95 for update instructions.
Prior to this build, firms using Trumpet Publisher to publish documents to ShareFile had to use a single ShareFile login. This meant that anyone in the firm who utilized the tool was publishing files under that defined user.
From here you simply enter your ShareFile email address and select “Log In”. This will ensure that the person who performs the process shows correctly in ShareFile.
Set Document Retention Dates
The latest build of Trumpet Publisher also allows you to set retention dates for files you upload to ShareFile.
Upon loading your configuration and entering your ShareFile credentials, you’ll notice this handy new feature:
ShareFile will automatically remove the documents upon the date you’ve identified.
If you wish to set this date as part of the configuration so that it is included by default, simply select “Configuration > Save”. This will ensure that the configuration you use always has that retention duration.
Manipulating Document Lists
We’ve also added some useful functionality within the “Document List” section.
To access this menu, simply right-click on a file in the list. Here’s an overview of what each of the menu items does:
View in Explorer – Opens Windows Explorer to the location in which the file you have highlighted is stored and highlights that file in Windows Explorer.
Preview – Opens the file on your workstation so that you can see further details regarding the file.
View in ShareFile – If the file has been published, this will open ShareFile to have that document displayed. Alternatively, if the file has not yet been published, this will show you where in ShareFile the document will be placed.
Review item(s) – This will remove a file from the Trumpet Publisher for ShareFile list so that it is not published, it does not remove the file from the location where it was originally stored however. This may be helpful if you choose not to publish certain documents.
What’s in a step? A lot of time saved, if you just reverse the order of the step.
Depending on the number of clients, an operations employee may scan 20 to 100 files in a given week.
Today, most employees still scan one document at a time, then file one document at a time. This is known as “an inefficient process.”
Think of it this way: If you are a Nabisco® bakery creating a method to ice Oreos®, would you create a process where the icing machine iced each Oreo one at a time? Talk about inefficient! On the contrary, you would design a process to ice Oreos in batches.
So, that begs the question: Why are you (still) scanning one document at a time?
What’s the difference between paper processing and icing cookies?
The difference is that the Oreo icing machine ices the exact same type of cookie, whereas advisors handle many different types of documents. Imagine for a moment an icing machine that must ice Oreos, oatmeal and lemon cookies in quick succession.
That’s akin to advisors, who must file a wide variety of disparate documents (insurance policies, wills, trusts, tax returns) for clients.
Advisors require a means of handling different types of documents in a single batch.
Reversing the order of a single step creates more efficiency
Q: How can you “batch scan” a bunch of different types of documents for *different* clients, and still have the documents get correctly filed?
A: By simply reversing the order (file before you scan), the employee can scan all files in one batch, containing different types of documents for different clients, and have them correctly filed where they intend them to be.
Here is an example: Prior to scanning a client’s trust, I double-click a file reservation icon on my computer desktop and fill in the details of how I want the document to be filed.
To complete the reservation, I place a barcoded coversheet on top of the paper file and enter the ID from the coversheet into the reservation window on screen.
I have now told the computer how I want my trust document to be saved. Those filing instructions are now associated with the barcode coversheet that is on the trust.
Q: So, what does that accomplish?
A: The computer has memorized my filing instructions, and is now awaiting the trust document to be scanned with its matching barcode coversheet.
Once that document is scanned, it will automatically file itself based on the instructions I provided in the file reservation. In fact, the system will even remove the cover sheet for me as it does the filing!
I repeat the 10-second step to create a reservation for each document that I wish to scan.
Now, I have a batch of 35 documents that each have a file reservation. What does that allow for?
Automated filing – Administrative Nirvana
Next, I drop the entire stack of documents in one batch into the scanner at once (let’s estimate 35 documents amounts to 200 pages) and press “go”.
As soon as my 200-paged scan shows up in the scans folder, the entire batch is automatically filed for me.
Barcode coversheets get removed as documents get automatically filed to their correct locations. They are also automatically OCRed so they are text searchable PDFs. That’s a lot of useful automation going on.
Modernizing your workflow
Eureka! Reversing a single step creates a modern workflow process – no more icing one Oreo at a time. No more scanning and filing one document at a time. Batch scanning (and automated filing) is now enabled.
Just think, by reversing the order of a single step by filing *before* a scan, the operations team may be able to perform a single scan each day.
Talk about work*life improvement. Reducing administrivia means you can work on what matters.
That’s worth some Oreos®.
 Symphony Profiler® reservation software
- Currently works with Worldox document management software
- Coming soon – file reservations for folder trees
 Scanners – works with any type of scanner – desktop, networked, or a blend of both
 Symphony OCR® automatically makes images text-searchable once they are filed. Symphony OCR processes scanned documents that arrive from a scanner or email attachment among other sources.
If you’d like more information, don’t hesitate to contact us at email@example.com.
We are thrilled to announce that Assemblage build 3.0 contains a rich text editor. That means you get to format your email messages to coincide with your branding and provide a more professional look and feel to the email body.
And here are some of the features we think will be popular:
Formats: This allows you to include heading styles, font styles (bold, underline, etc.)
Font Family: Choose the font you wish to use from the drop down
Font Sizes: You can also select the size of the font so your disclosures, for example, can be smaller and italicized the way many of you prefer.
For a comprehensive list of the items you can configure see: Emailer Tool Formatting Options
In addition, you can add hyperlinks to your website, embed images or insert images into the body of the email, use different font colors, and bullet point or numbered lists.
How to Use
Copy and paste from Outlook
You may wish to copy and paste a portion of the email from Outlook into the Assemblage Emailer tool (e.g. signature lines, disclosures). This should work beautifully for most items.
Once you’ve nailed down the general look and feel, you can edit the current text using the editor in the Emailer tool.
Once you have the template as you would like it, you can simply save your configuration by selecting Configuration Save.
We are growing the Trumpet team, and hope you can help us to find the perfect fit. We are looking for TWO new team members – a Sales Executive with experience in the financial services industry, and a Senior Product Developer to make our products even better than they are today.
Please help us spread the word to anyone you think may be a good fit for our team. Here’s a bit more information about each position:
Sales Executive: sales executive job description
Senior Product Developer: developer job description
In firms of every size, by the very fabric of humanity, there will always be detail-oriented people and others who describe themselves as “big-picture” people.
That means there will be inherent conflict between these two types of people. But it also means that, with the right perspective, they can work together to create an incredibly successful organization.
In this mini-series, we’ll ask, and do our best to answer the question: how can we help big-picture thinkers and detail-oriented thinkers work together like a well-oiled machine?
Today, we’ll tackle part 1.
Part 1 – Understanding each other’s value proposition
Most people who describe themselves as “big-picture people” will tell you they struggled in school or even within their own families.
Why? Because they were constantly chided for being procrastinators, never finishing what they started, always creating emergencies (not being thoughtful of others), having a lack of focus… you get the idea.
Generally speaking, schooling is designed to reward finishing work (starting it doesn’t get you points), and producing detailed work (“show your work”). It can be difficult for a big-picture person to thrive in this type of environment when she feels like a fish out of water – one could see where a student like this would feel like she doesn’t belong, because she’s not like any of her peers.
Basically, they’ve often been berated throughout their lives, and some, unfortunately, may have even come to feel they have some sort of “deficiency,” when there could be nothing further from the truth! Big-picture people tend to be strategic thinkers. They are typically creative and filled with great ideas. They are often the visionary behind a successful organization or the motivator that leads an efficient team.
On the flip side, to big-picture people, by virtue of having an idea, everything else feels like just an implementation detail. This mindset, to a detail-oriented person, can make them feel undervalued or under-appreciated.
If a big-picture person has an idea, it seems so simple to them – just execute! While they may think they know, big-picture people are often not really aware of (and in many cases, are clueless as to) what it takes to execute an idea well. At the point of the hand-off, the big-picture person thinks their work is done, and they are ready to move on to their next great idea. Really! How overwhelming could that be to the person on the receiving end of all that boundless energy? It reminds me of the “I Love Lucy” episode where Lucy couldn’t wrap the candy coming down the conveyor belt fast enough – talk about stress.
Detail-oriented people have such amazing qualities. They make sure work not only gets completed, but completed correctly and on a timely basis.
Detail-oriented people take great pride in their work, and often describe themselves as having “perfectionist” tendencies. Making something only “good enough” can cause a good bit of stress for them (more on this in a coming post) – that’s just not who they are. In other words, as stressful as it would be for a big-picture person to follow a process thoroughly, it can be just as stressful for a detail-oriented person to “just make it up” as they go along.
This is the perfect storm for creating conflict.
The first step in overcoming this conflict is to recognize that big-picture people do not have a deficiency. While they may not have the “organizing chromosome,” it doesn’t mean they are missing something. They excel at kick-starting. They excel at innovation. Celebrate who they are, not who they aren’t.
Some big-picture people struggle to appreciate detail-oriented people fully, because for many, it reminds them of who they are not, and who they think their co-workers think they should be able to become (wow, that’s really meta). They may even feel judged. So, big-picture people, get over it! Embrace who you are, and appreciate the people who help make your great ideas come to life. You are not intended to do or be both. That would be serving two masters.
That being said, having an idea without amazing execution is like having a financial plan without implementing a single recommendation – practically useless. That doesn’t mean you are useless or the idea is useless. It just means a team approach is needed to achieve amazing results for your great idea.
So how can we get these two types of team members executing together happily?
The next step, if it isn’t painfully aware yet, is to celebrate the strengths. There are no weaknesses or deficiencies. We are all but a dot on a very wide continuum of attributes. If I, as a big-picture thinker, am low on follow-through, there is no judgment there, because I rate very high on kick-starting new ideas and projects. That’s just where I am. Does it mean I need to strive to increase my ability to follow through? No. Does it mean I have to change who I am? Sorry, but no again. The goal isn’t to change our inherent nature, but to change our collaboration strategies.
If you are with me on embracing your strengths and those of your counterpart, then you are ready for some boots-on-the-ground strategies for working together cohesively.
Next up in the series, we’ll look at some common scenarios that create conflict, and strategies that help you handle them more successfully.