Jul 14, 2021
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Proposals. Invoices. Contracts. HR forms.
Regardless of an organization's size or business sector, well-crafted and managed documents—in all versions, formats, drafts, and stages of approval—are central building blocks to virtually any well-run organization's business processes, day-to-day operations, and ultimate success. More often than not, the busier a business gets, the more employees can expect to produce, share, approve, file, and manage. As a result, more precious time is spent on tasks like versioning of documents, document sharing, and finding them later.
In fact, studies show that employees primarily tasked with creating, managing, and editing company documents reported wasting up to 2.5 hours per day searching for necessary internal information or files.
At the end of the day, these figures make it clear that failing to put effective document workflows in place is almost guaranteed to impact a business's bottom line. And, with more business operations and transactions taking place remotely than ever before, digitized document workflow solutions are also more crucial than ever before.
Creating a smooth document management workflow is a business imperative.
There are many reasons why creating a centralized system for teams to create, edit, share, store, retrieve, and otherwise manage documents is crucial for any successful company to gain a competitive edge within its market.
The benefits of more effective document management are plenty, ranging from a reduction in overall operational costs and increased time savings, to the advancement of company culture objectives and improvement of overall morale. Generally, an organization will center their workflow around the implementation of document management system (DMS) software, digital document management workflow software, or a combination of document management solutions.
At the most basic level, a well-thought out plan for an organization's document management workflow should provide:
Better accessibility to materials like company brand assets, training documents, and different types of documents make it easier for employees to do their jobs faster.
Digitizing documents can also benefit organizations in many other ways, including error reduction, better brand consistency, and reduced dependence on costly storage solutions, like storage facilities. Businesses can also reap benefits through the employment of several practical workflow solutions, like:
The more customized a document management workflow solution can be to your organization's unique needs, business processes, and company policies, the more money and time it can save your organization. The first step to improving your document management workflow process is to assess your organization's current systems and pain points.
Some essential questions to ask stakeholders and team members about your organization's document workflow and document management style are:
It may seem like there’s quite a bit to consider when determining how to configure your own organization's document management workflow, and what type of management software system and other document management solutions your organization may need. But no need to stress—Milner has decades of experience helping thousands of companies optimize and digitize their document management workflows.
Does your company need help to build more efficient, customized document management workflows? Get started by taking our free self-assessment, or by reaching out to us any time. We will be ready to answer your questions and help your company achieve and exceed your business goals.