Best Practices

Financial Services Institutions can improve security, save money, increase staff productivity and enhance customer service using WebEx WebOffice. WebEx has interviewed many customers in financial services institutions nationwide, and we have compiled below their best practices.

Securely share large confidential financial documents with bank board members working at home, using the WebOffice Document Manager. Create a "Board of Directors" Folder where all board related agendas, reports and other documents can be securely posted and stored for easy permissions-based, browser access, from any PC, 24x7. You'll save money not using overnight delivery services to send large, time-sensitive confidential documents to board members. WebOffice also lets you eliminate the security risk of distributing documents to Board members via mail or email, and the hassle associated with transferring and downloading large files via email for those board members using home PCs with dial-up modems.

Manage your compliance documents in a centralized online place that employees can access by permission, using the Document Manager. Keep employees up-to-date on all relevant information for compliance with federal, state and local banking regulations, particularly those that surround deposits. Keep employees refreshed on lending acts. Post community investment guidelines designed to keep the bank closely connected to its region. Share minutes of staff meetings, PowerPoint presentations, and other documents needed for compliance. The WebOffice Document Manager allows you to update all these documents with its easy permission-based check in/check out feature, so the latest version of any document is obvious. Maintain a complete record of various compliance deadlines that everyone in your institution can access, using the WebOffice Calendar.

Conduct compliance and operations training with personnel in your branch offices, using WebEx Meetings. When the trainer shares his/her desktop this way with trainees in remote locations, they can be walked through PowerPoint Presentations, software programs or any presentation material interactively in real-time to make sure they achieve the required level of understanding. Use the WebEx WebOffice Document Manager to store and disseminate training documents on any subject to new employees.

Make scheduling board meetings more efficient and flexible, using the WebEx WebOffice Online Calendar. View board members' availability online and find mutually convenient times for scheduling meetings.

Store and update information about all financial products and services in the WebEx WebOffice Document Manager and keep your employees always up-to-date with your institution's offerings.

Post rate changes, changes in fee schedules, new product announcements, member specials, and financial industry news in the WebEx WebOffice Announcements Board. This makes it easier for Tellers and Financial Services Representatives who interact daily with customers, to get up-to-speed immediately on the latest financial offerings. When these employees are well-informed about what new services the bank offers and what's happening in the financial marketplace, it helps build a solid reputation for your institution with its customers.

Track and manage the progress of THOUSANDS of sales leads with the WebOffice Customer Relationship Management database. Have your financial sales representatives input new leads into this WebOffice database daily and distribute the information to staff instantly. Using WebOffice can eliminate the need for other CRM database applications.

Make confidential reports available to Federal Regulators, in your WebOffice. Set up permission-based access to a Guest Folder on your WebOffice for the Federal Regulators that you work with. Post required documents to that folder and these federal regulators will appreciate the easy access to the documentation they require. Avoid the hassles associated with the emailing of large files, or the mailing, or overnight delivery of bulky paperwork.

Track internal equipment, including name, model number, location, status, and so on, using the WebEx WebOffice Database Manager. Publish this complete inventory of current assets online for review and updating by appropriate staff. Since Federal Regulators require inventory accountability, they, along with your institution's Chief Financial Officer (CFO), can be given permission-based access to this database. Print out formatted reports from this database for interested parties or save yourself the time and effort and let them log on and print their own reports.

Save management, staff and customer time by using the WebEx WebOffice Document Manager to post Frequently Asked Customer Questions and your institution's Answers to them. Your customer service representatives will save their valuable time, and yours, and be able to respond to customer questions more rapidly, if the right answers are available 24x7 online on your WebOffice. Making sure employees know how best to answer questions and handle different customer scenarios is easy with WebOffice.

House the Employee Handbook, and other HR documents regarding your institution's policies, procedures, and benefits in your WebOffice. There will be substantial return on investment (ROI) just by eliminating paper and printing expenses for these usually hefty HR documents. And, updating them is as easy as editing a document online.

Post announcements that all employees will see when they log in to your WebOffice home page -- at work, or from home. Allow employees to post community events and items for sale. Post employee service awards and other morale-building notices. Poll employees about important issues, using WebOffice Opinion Polls. Get instant, tallied responses and share those responses with employees online. Conduct employee discussions using the WebOffice Discussion Forums. Encourage employees to exchange ideas, and carry on discussion threads online with colleagues in other branches. Use this as a way to share best practices within your organization.