When things get demanding at work and the stress is on, locating and controlling key files is of paramount significance to ensure efficiency and productivity- but how frequently do you happen coming up against any of those 8 common complaints?
Workflow Effectiveness : The Eight Familiar Complaints.
If some of these complaints are recognizable to you, then a document management solution may help:
- I hire somebody just for filing and archiving
- I can’t maintain customer service enquiries
- When somebody goes on holiday, we’re lost without them
- I never seem to know where the files are
- I’ve had to redraft significant documents because we lost the originals
- If we were taken a legal action upon, we’d spend ages finding the suitable documentation
- We have too many paper records for compliance purposes
- Everyone in my company seems to have their personal filing system
Workflow Efficiency : The One Simple Response
Document management is an alluring name for keeping things organized. Perhaps the truly paperless office might never happen, but at least all the documents you have can be organized correctly.
Document management is the result of several useful technologies (printing, scanning, archival and storage) coming together in a useful and synchronized way. Good document management software has the following properties these days :
- Easy for staff to use
- Won’t break the bank, and offer a genuinely money-saving ROI
- Can be installed in-line with your present IT infrastructure.
Document Management Systems: Reduce the Time
Forget filing and photocopying (and their associated costs). With document management software, everything is kept electronically on computer. Everything is named too, so finding files is simple- helping you enhance service to your customers and your colleagues also.
Document Management Systems: Reduce Expenses
Of course good document management saves staff time. But in reality there are so many other cost savings too. Free up your archiving space and use it for business! Decrease administration time. Arrange projects more efficiently and reduce the margin for costly errors.
Normally, a good document management system set up and configured properly can pay for itself in 6 months- time you can cleverly use to push your business forward.
Document Management in Practice
Here are some key aspects to workflow and communication improvements which stem from the use of Document Management Systems:
Everyone has an In-Tray Files, pictures, e-mails, etc… they all come in through your in-tray, at which place you can classify them, label them, and then act on them.
Find and retrieve. Before document management, you had to keep in mind filenames. Now, search by author, customer, date, project, even just a phrase, and you’ll soon have the document you need.
Out of the office? No problem- we can provide you access to your office files with the similar find-and-retrieve features over the web- at home or on the other side of the world.
Scan it in… No necessity for huge paper archives. Scan it in and discard the paper copy. You can even scribble notes in the margin electronically.
E-mail or fax it out. Electronic documents are so much more flexible than paper. With your files in electronic form, emailing and faxing them (and making changes and corrections ) is only a click away.