The World's Largest Immigration Software Company

Enterprise Immigration

Save Time and Increase Productivity with Email Templates

posted by: Christen Gause date: Dec 02, 2015 Enterprise Immigration, How To, Immigration case management, Money and time saving tips comments: Comments Off on Save Time and Increase Productivity with Email Templates
Email-Image

Welcome back and thank you for joining us for the next installment on Customizing Your Case Management System to Improve Efficiency. The next several blogs will guide you through the benefits of customizing INSZoom to meet your firm specific needs. Each blog will focus on one specific area of INSZoom and will convey why it is important to utilize that area and what benefits you will reap from taking the necessary steps.  

Email templates are my most favorite thing to use in INSZoom. They are easy to create and there seems to be no end in how they can be used. We all communicate with our clients through emails but with immigration there are many emails that get sent out to clients at certain milestones in the immigration process. I bet that if I asked for a show of hands how many people have email templates created in Word that they copy and paste into Outlook everyone would raise their hand. Firms and employees alike want to improve their own efficiency. There is always a handful of emails that get sent out to clients and nobody wants to reinvent the wheel so they copy and paste from Word to Outlook.  

What would you say if I told you I can take things to the next level? Copying and pasting from Word to Outlook might make things easier but it is not fool proof. Those emails still need to be edited, details added, and there is always the dreaded “formitis” where the last client’s details did not get deleted and you just called your current client, Martha, and she is really a he, named Andrew.  

Not yet convinced that email templates can help you improve efficiency? Here are several more reasons why you should utilize email templates.  

  • Uniformity in communicating with clients. This is an easy way to ensure your entire firm is communicating with clients in a uniform and professional manner.
  • Knowledge sharing. Building email templates in INSZoom ensures that everyone in the office can use them. Gone are the days where someone has all the knowledge on their computer and others are struggling to draft well written emails. Create email templates for all to use and if the template is updated, everyone is using the most recent version.
  • Clear communication. If you have non-native English speakers who are excellent paralegals but struggle to communicate clearly then email templates is the answer to help them feel confident in communicating.
  • No more copying and pasting from Word Documents into an email. Formatting can get messed up and the emails still need to be edited to add the Foreign Nationals details.
  • Keywords, when used in email templates, automatically populate the Foreign Nationals details into the email. With the click of a button you can draft an intro email to your client. Talk about efficient, this is the only way to go!
  • Emails are captured in INSZoom so everyone in the office has access to view the client’s history. If someone is out sick, departs, or if you need to do a root cause analysis, all of the key milestone emails are located in one place with a time and date stamp.
  • Keep clients updated when key milestones are met. In today’s world everyone wants to be informed and kept updated. This is no longer a luxury but a requirement that clients expect. Create milestone email templates that can easily be sent to your clients. This small step goes a long way in taking your firm to the next level.
  • Documents can be attached to email templates. This is one more way to save time. If you send process overviews or documents to your clients when you send an intro email, attach it to the email template. When you generate the email template the attachment will be there and there is no need to take the time to upload it.
 
As you can see, the benefits of using email templates are many. If you are now thinking “I only have 3 or 4 emails that I copy and paste from Word to Outlook so I don’t know if this is a problem for me”. What?! Take a second and think outside the box for second. What emails could you turn into email templates?  

Let me help you get warmed up with some ideas:  

  • Intro email to foreign national when starting a new immigration process – if you have 10 different services you offer to clients you will have 10 different intro emails.
  • Follow up email to foreign national reminding them to send you requested items
  • Email to HR asking for supporting documents and you will need different emails for different immigration processes
  • Email to foreign national letting them know that you have received all documents and are processing or putting their application together
  • Email to foreign national advising that their application has been filed
  • Email to foreign national that case has been approved
  • Email to your internal accounts team or billing specialist that the file is ready to be billed
  • Email to foreign national on the next steps once they enter the destination country
  • Email to foreign national when passport is about to expire and needs renewal (possible repeat business)
  • Email to foreign national when visa is about to expire
  • Email to foreign national when work permit, residence permit and work authorization is about to expire
  • Email to HR seeking approval to renew the foreign nationals immigration documents

Now that I have you in thinking mode, what other email templates could you create that would help you improve efficiency and consistency at your firm?  

Here is a quick look at how an email template looks when you create one in the knowledge base.  

Pic 1  
This is an example how what an email template looks like once generated.  

pic 2  

Email templates are a great start to improving efficiency, improving consistency and conveying a professional message to your clients. In the next blog I will take the use of email templates to the next level and explain the importance of creating case steps/milestone (work flows) and attaching events to the case steps. An event is something that occurs when you mark off a case step as completed, like an email, which automatically gets generated when you mark off the case step.  

If you would like more information on creating email templates in the knowledge base please reach out to me, Christen Gause, for more information. I am happy to help and look forward to hearing from you.  

Christen Gause, MBA  
Manager, Business Development & Solutions | INSZoom.com, Inc. | christen.gause@inszoom.com  
Main: 925 244-0600 Ext 285

date:  Dec 02, 2015 comments:  Comments Off on Save Time and Increase Productivity with Email Templates
by:  Christen Gause category:  Enterprise Immigration, How To, Immigration case management, Money and time saving tips Read More

Creative Enterprise Solutions

posted by: Brian McNair date: Mar 03, 2015 Enterprise Immigration, Immigration case management, Immigration Stories comments: Comments Off on Creative Enterprise Solutions
Creativity-and-Technology
Inherently, I am a creative person.  So much so that I spend much of my free time engaged in creative projects such as painting and decorating.  Simply put, being creative makes me happy to the core. photo-7I am very fortunate to be able to express my creativity in my work as well.  Of course, I don’t decorate our customer’s offices or offer any works of art (although I might if asked), but I do get the chance to provide meaningful and scalable solutions that make a difference to their organization.  It is incredibly rewarding.     Enterprise Software is defined as purpose-designed computer software used to satisfy the needs of an organization.  In this definition, two points stand out to me – “purpose-designed” and “satisfy the needs of an organization.”  Without a doubt, the INSZoom application is purpose-designed and we do not believe in cookie-cutter packaged solutions.  Instead, we focus on creating highly customized and targeted solutions unique to our customers. What is critical, is ensuring the tool not only satisfies the needs of the organization but exceeds its needs, by providing a scalable tool that will continue to grow with the organization.  
HR professionals need access to forms from various countries to be able to hire non-U.S. citizens.

Solutions that make you smile!

            Designing creative enterprise solutions begins by defining the problem. In any pre-sales discussion, new implementation, or when providing solutions to existing customers, I embark on a fact-finding mission. I start with gaining a deeper understanding of why the customer is interested in, or purchased, our software in the first place.  During this analysis phase, I throw on my Sherlock Holmes hat and start asking questions. I want to know the primary “purpose” of implementing our software in their organization.  What are they trying to achieve? What are their current challenges? What is missing? This exploratory process is conducted with one primary objective in mind – generate solutions that are unique to the specific needs of the organization. Creativity-and-Technology Technology isn’t just black and white lines of code.  Enterprise solutions can be compared to paintings in that no two implementations are exactly alike.  Each one has unique attributes and this is where creativity is critical.  Providing solutions to some of the world’s most respected law firms and corporations is inspiring and exciting.  Our customers have brilliant minds and I am always thrilled when I hear that our product and solutions have helped their organization increase efficiency, reduce redundancy, and improve their overall bottom-line. A successful solution is always the winning work of art.  By: Amber Easton
date:  Mar 03, 2015 comments:  Comments Off on Creative Enterprise Solutions
by:  Brian McNair category:  Enterprise Immigration, Immigration case management, Immigration Stories Read More

Holiday Season to H1B Cap Season of 2014 (Part 2)

posted by: INSZoom date: Jan 13, 2014 Enterprise Immigration, Immigration News, Immigration Stories comments: Comments Off on Holiday Season to H1B Cap Season of 2014 (Part 2)
H1B-image1
by Anuj Sarin Hope my earlier blog helped you in the process of preparing yourself and your organization to file for the H-1B’s. In this blog I shall focus on activities that involve compliance but are intrinsic to the H-1B process.
  1. Ensure identified resources are eligible for the H-1B based on specialty occupation requirements, 16 years of equivalent US education, and / or any other internal criteria and provide the Units with the list.
  2.  Determine the wages to be paid; you need to consider the following before determining the wage to be paid
    • Union (Collective Bargaining) Agreement (if any)
    • Wage Survey
    • Wage paid to similarly employed workers in the geographic area
  3. Ensure that the Wage survey, used is the latest.
  4. Let your Compensation team know of the wages that need to be paid to these H-1B employees.
  5. Once LCA requirements are identified (refer comments in my earlier blog) make sure to send out the Posting notices to the locations for which they are being procured.
  6. Start procuring the LCA’s. You may want to put a future start date on these LCA’s to maximize the time that you can get.
  7. If 3rd party placement of resources is involved, work with the Sales or Client Engagement or concerned teams to have valid and updated Client letters, SoW’s or Contracts.
  8. Follow up on LCA postings and once posting period is completed ensure that you receive the posting notices back.
  9. Update the Public access files with the posting notices and the LCA’s once certified by the DOL.
  10. Check your Public Access files to ensure that they contain the updated documents such as benefits, compensation structure, relevant policies and process documents, etc.
  11. Ensure that the form versions you have are the latest.
By when should all the activities be started and/or completed? This would depend upon the volume of H-1B’s that you need to file. You could look calculating these dates keeping in mind the filing window of 1st 5 working days in April 2014 and back working based on your volume and processing capability. The time to process has begun folks, forget about the holiday season, roll up your sleeves and get to work. The rewards for the effort that you are going to be putting in, will be visible in the smiles and thank you notes you would get from employees on intimating them about the approval of their H-1B’s probably starting June 2014 or earlier if the case is filed under premium processing.
 

Anuj Sarin

With nearly fifteen years of experience in immigration, operations and human resources management, Anuj Sarin directs INSZoom’s Product Management division. As the Director of Product Management, he ensures that the company increases its revenue and market share and maintains its focus on delivering exceptional services and products that increase clients’ efficiency, effectiveness and compliance.
date:  Jan 13, 2014 comments:  Comments Off on Holiday Season to H1B Cap Season of 2014 (Part 2)
by:  INSZoom category:  Enterprise Immigration, Immigration News, Immigration Stories Read More

Holiday Season to H1B Cap Season of 2014 (Part 1)

posted by: INSZoom date: Jan 07, 2014 Enterprise Immigration, Immigration News, Immigration Stories comments: Comments Off on Holiday Season to H1B Cap Season of 2014 (Part 1)
H1B-image1
By Anuj Sarin As everyone welcome’s the New Year Immigration professionals working on US immigration have to brace themselves for the onslaught of the H-1B cap filing that opens on April 01, 2014. With only 65,000 H-1B’s available, of which 5800 are reserved for Nationals of Singapore and Chile and an additional 20,000 for people with Masters degree from a US university all that can be done is to file the application with the USCIS within 5 working days of the H-1B quota opening. Selection of the applications through the lottery is something that we can’t do anything about. We can however, plan for the oncoming H-1B filing to ensure the Organization’s resource requirements are met. Planning for the H-1B filing cycle can be complex and arduous. Given the different stakeholders that need to be involved in the process, to decrease the complexity we can look at a two-prong approach. The first being what we need to do internally within the organization and the 2nd being activities where compliance is involved. In this blog I shall focus on the activities to be done internally and follow it up with the 2nd blog on steps / aspects that involve compliance.
  1. Work with different Business units / departments (Units) to assess their H-1B requirements. Provide them with information such as availability of US work authorized personnel, expiration of work authorizations through October 2015, attrition figures, offshore resources with US work authorizations.
  2. Identify resources for who H-1B’s can be filed include employees working in the US on EAD’s pursuant to a student visa also.
  3. Go through existing templates such as Support letters and or documents to ensure that they are updated and the latest.
  4. Gear up to start procuring LCA’s. Historic data can help to a great extend in assessing / identifying your LCA requirements. Work with the Units to identify the work locations and number of employees per location, to see how many LCA slots you would require.
  5. Get the final list of employees from the Units for whom H-1’s are to be filed.
  6. Send the necessary information to the identified employees on processing of their H-1B’s along with the document list, questionnaires to collect information etc.
  7. Work along with your Facilities Management team / Admin Team / Procurement team for
    • Additional Work Space
    •  Additional IT equipment (PC’s, Printers, Scanners, Photocopiers etc.)
    •  Stationary (Paper, binder clips, correction tapes / fluid, Letterheads, toner for printers etc.)
    •  Additional storage space
    •  Food and transportation if working late into the night.
  8. Hire any temp staff that you may need to process the load and ensure that they are appropriately and adequately trained.
  9. Work with your Education Evaluators to establish a process to support you with your Evaluation requirements.
  10.  Work out logistics if any with your Courier vendor so that they can plan for the shipping of such large volume of documents and make sure that they are delivered on time.
  11. Start following up with employees for the information and documentation that they need to give.
  12. Publish a metrics of information / documentation received / not received from employees and publish the same to Business Units / Departments
  13. Create a method / process to allocate cases to your team.
  14. Set processing targets for your team and make them aware about the same.
  15. Create and publish metrics on the processing of the cases by your Team. If need be update this on an hourly basis.
Completing the above would take you one notch forward on preparedness for filing the H-1B’s.

Anuj Sarin

With nearly fifteen years of experience in immigration, operations and human resources management, Anuj Sarin directs INSZoom’s Product Management division. As the Director of Product Management, he ensures that the company increases its revenue and market share and maintains its focus on delivering exceptional services and products that increase clients’ efficiency, effectiveness and compliance.
date:  Jan 07, 2014 comments:  Comments Off on Holiday Season to H1B Cap Season of 2014 (Part 1)
by:  INSZoom category:  Enterprise Immigration, Immigration News, Immigration Stories Read More

The ‘New’ US Department Of State (DOS) Visa Status Check And INSZoom

posted by: INSZoom date: Feb 13, 2013 Enterprise Immigration, Innovation@INSZoom comments: Comments Off on The ‘New’ US Department Of State (DOS) Visa Status Check And INSZoom
DOS-Visa-Status-INSZoom
I often read on blogs or websites about the kind of questions individuals with immigration cases under process ask for themselves or for their family members. One question that stands out is ‘What is the status of my case?‘ On hearing this I reminiscent back to the time I started my career as an immigration professional, when our mailboxes and telephone lines would be flooded with these questions. I used to think Why!!! Why can’t we have a simple way of getting this information other than having to call the USCIS and then sending the information to the employee? Just over a decade ago the Online Case Status Check was introduced by the USCIS, in October 2002. A long time has passed since, and today there is a significant difference in the customer experience while dealing with the USCIS. Today they have multiple online options like Case Status Check, My Case Status, the portal released by USCIS in April 2004 with email and SMS capability and the recent e-Request feature, to inquire or learn about processing of cases. With the Department of State introducing the Visa Status Check, they seem to be taking a leaf from the experience of the USCIS in improved customer experience, a move I strongly believed was long overdue. I am excited to be a part of the team at INSZoom, that takes another step, to continue being the forerunner in providing technology solutions by integrating with the Visa Check Status. This cool and intuitive feature will enable checking the status of the DOS Case directly from the INSZoom system. This in addition to the existing USCIS case tracking features. To learn more about this cool new feature feel free to contact our customer service representatives.
date:  Feb 13, 2013 comments:  Comments Off on The ‘New’ US Department Of State (DOS) Visa Status Check And INSZoom
by:  INSZoom category:  Enterprise Immigration, Innovation@INSZoom Read More
Page 1 of 212