There Must Be a Better Way to Manage Workflow (Ep3: Workflow)

There Must Be a Better Way to Manage Workflow (Ep3: Workflow)

Episode 3: There Must Be a Better Way to Manage Workflow Welcome back to There Must Be a Better Way! In this episode, Mackensie, Treve, Niall, and special guest Sandra Bembenek from Strickland Solutions all the way in the USA, dive into one of the biggest hidden causes of inefficiency in modern organisations: workflow. Most businesses think they have processes. In reality, many are relying on spreadsheets, emails, shared inboxes and people's memories to keep work moving. We explore why missed approvals, bottlenecks and disconnected systems create risk, slow down decision-making, and make it harder for teams to do their jobs effectively. From approval processes and audit trails, to mobile workforces and AI-ready information management, we discuss why workflow isn't just about efficiency - it's about accountability, visibility and confidence. In this episode we talk about: * Why spreadsheets and email often become accidental workflow tools * The hidden risks of approval bottlenecks and missed deadlines * How automated workflows improve visibility and accountability * Why audit trails matter for compliance and decision-making * The importance of trusted information and a single source of truth * How workflow helps capture institutional knowledge before it walks out the door * Why context and structure are essential for AI and future automation * The role workflow plays in creating a more productive, less stressful workplace * If you've ever thought "there must be a better way to keep work moving..." this episode is for you. Chapters 00:00 Introduction & Meet Special Guest Sandra Bembenek 01:24 What Workflow Really Means in Modern Business 05:57 Spreadsheets as Accidental Workflow Systems 11:08 Visualising Workflow and Process Bottlenecks 17:27 Shared Inboxes, Folders & Workflow Challenges 20:49 Mobile Workforces and Information on Demand 24:10 Real-World Workflow Examples from Oil & Gas and Pharmaceuticals 26:21 Approvals, Rejections and Audit Trails 27:57 Escalations, Accountability and Visibility 33:49 Why Email Creates Workflow Chaos 35:22 Capturing Institutional Knowledge Through Process 39:03 Building Flexible Processes for Changing Business Needs 42:07 External Stakeholders, Auditors and Trusted Information 46:13 The Cost of Approval Delays and Bottlenecks 50:31 Managing Risk Through Better Processes 52:57 Workflow, AI and the Importance of Context 56:10 The Business Case for Workflow Automation 01:05:23 One Thing Every Organisation Should Change 01:08:53 Final Thoughts & Wrap-Up Topics: Workflow Automation, Business Processes, Information Management, Approval Processes, Audit Trails, Productivity, AI, Metadata, Digital Transformation, Document Management, Operational Efficiency, M-Files

There Must Be a Better Way to be Compliant (Ep2: Compliance)

Welcome back to There Must Be a Better Way! In this episode, Mackensie, Treve, and Niall tackle one of the most misunderstood (and often dreaded) parts of business: compliance. Instead of treating compliance as a box-ticking exercise or a necessary evil, we explore a different perspective - what if compliance could actually support the way we work, rather than interrupt it? From audit stress and scattered systems, to fear-driven decision making, we unpack why so many organisations struggle to stay compliant, and how a better approach can remove friction, reduce risk, and even create real business value. In this episode we talk about: * The biggest misconceptions about compliance (and why it’s not just a cost) * Why compliance often feels like a burden, and how fear drives poor decisions * The hidden risks of managing compliance across multiple disconnected systems * Why audits are so disruptive (and how they don’t have to be) * How “compliance by design” can embed compliance into everyday processes * The role of metadata, automation and AI in reducing human error * Why compliance is everyone’s responsibility, not just one team’s job * If you’ve ever thought “there must be a better way to stay compliant without slowing everything down…” this episode is for you. Chapters 00:00 Welcome Back & Episode Overview 00:38 Reframing Compliance: From Fear to Enablement 02:48 The Reality of Compliance Across Industries 05:35 The Cost of Compliance (and Why It’s Misunderstood) 08:35 Finance, Procurement & Everyday Compliance Challenges 12:00 The Scale and Complexity of Modern Compliance 14:25 Siloed Systems and Organisational Disconnect 17:37 A Better Way: Designing Compliance Into Processes 21:40 Common Misconceptions About Compliance 23:00 Reactive vs Proactive Compliance (Audits, GDPR & Beyond) 29:30 Compliance as Process, Not Just Policy 36:00 The True Cost of Audits 39:00 Reducing Operational Friction with Better Systems 43:00 Breaking Down Silos Across the Business 47:00 Is Compliance Everyone’s Responsibility? 48:00 AI, Automation & the Future of Compliance 50:55 Final Thoughts & What’s Next Topics: Compliance, Information Management, Audits, AI, Metadata, Automation, Business Processes, Risk Management, Digital Transformation, M-Files, Operational Efficiency

There Must Be a Better Way to Find What I Need (Ep1: Search)

Welcome to the very first episode of There Must Be a Better Way! Mackensie, Treve (NZ) and Niall (Ireland) dive into one of the biggest frustrations in modern workplaces: why is it still so hard to find information? From endless folders and duplicate documents to “version_final_FINAL_v3”, we unpack the chaos most organisations are dealing with every day, and why it’s not actually the user’s fault. In this episode we talk about: * Why employees spend so much time searching for information * The real reason content chaos exists in organisations * Why AI can’t fix bad information management * How metadata and better systems can completely change the way businesses work If you’ve ever thought “there must be a better way to find what I need…” this podcast is for you. Chapters 00:00 Introduction to the Experts and Podcast Purpose 01:08 Treve and Niall's Backgrounds and Expertise 02:48 The Core Issue: Search and Findability in Business 05:14 The Cost of Poor Search: Wasted Time and Money 08:35 The Organizational Roots of Content Chaos 11:36 The Role of Leadership and Strategy in Content Management 14:29 The Power of Context and Metadata in AI 17:46 AI Readiness and the Future of Content Management 21:34 The Impact of Microsoft Endorsement on M-Files Adoption 26:33 The Limitations of Current Systems and the Need for Structure 38:07 What One Thing Would Improve Findability Most 39:11 The Future of AI and Content Management 41:28 The Strategic Value of Managing Information Effectively 43:38 Upcoming Events and Final Thoughts Topics: Information Management, Search, AI, Metadata, Content Chaos, M-Files, Digital Transformation, Document Management, Business Efficiency, Knowledge Management

There Must Be A Better Way - Podcast Teaser

Every good podcast needs a good intro… If you’ve ever been frustrated trying to find information at work… you’re going to feel very seen. Episodes coming soon!