Over 72% of enterprises have left the clockwork of hitting the same button on the keyboard over and over again. Most companies use digital management processes to compile, process, and interpret data from various departments in a business. The truth is that you cannot do away with document processing – they are the lifeblood of any business and must be done correctly at all times to avoid future complications – either on paper or electronically.
However, how the business gets its documents is not the bone of contention. What matters is how they interpret, segment and process these documents. The repetitive manual methods are prone to high error margins and lack of compliance. They also stunt the growth of companies because of the intensive need to employ more labor to hasten workflow. This is why every business needs to optimize its document workflow. If you don’t know how you can read this step-by-step guide.
What is Document Workflow Management?
This is a fully or semi-automated system that lets you electronically manage documents, and spreadsheets in a process specific to your business. Document workflow management includes the creation, signing, modification, approval, storage, and retrieval of documents in each workflow process of a business.
The different departments in a business deal with a lot of spreadsheets and need these documents to function. Documents such as purchase orders, insurance claims, medical records, invoices, leave requests, and student records move back and forth between various departments. Digitalizing these processes help companies to focus more on customer satisfaction while reducing costs and increasing efficiency.
What are some of the benefits of document workflow management?
Improved accuracy
Manual processing of documents has a high margin of errors coupled with delays. The mistakes can cause an organization to appear unprofessional and will need painstaking, and delaying troubleshooting processes. Apart from that, manual processes create a tense workplace environment with disgruntled staff.
Automating these processes eliminates all of that, first by reducing mistakes and lastly by increasing customer or partnership satisfaction.
Increase compliance
Record-keeping is easier with an automated workflow and document process. The automation leaves a trail that is important when there is a need for auditing. Over 36% of businesses attest to improved data security and compliance with an automated documentation process.
Accelerate processes and increase productivity
Data entry, handwritten paper, and manually uploaded documents are processes that are tedious, time-consuming, and tiring. Digital document management increases the productivity of staff by automating and accelerating these processes. 69% of employees confirm that automation helps to direct their focus on more important tasks.
Lower costs
Reduced errors and faster implementation mean reduced costs. Not only that, it also helps to reduce the cost of expansion. Document workflow automation creates an opportunity for businesses to scale their operations even remotely!
Optimizing your document and spreadsheet workflows – without coding
These are some of the processes we take at Low Code Road to help you streamline your business processes.
Identifying each process
Also known as a process map. This involves the identification of different stages and processes involved in a business and the connection between each step, especially with various departments. This step also takes into account the people that are responsible, resource materials needed, and authorization.
Identifying trackable metrics
When a process has been mapped out, the next step is to spot measurable metrics that can be used to identify key areas that need to be improved. Some of these metrics are not limited to document processing speed, the margin of error, and the resources used.
Find bottlenecks in the process
This process seeks to discover the issues involved in a workflow. Issues can be found in methods of processes, persons, and machines. This will help to identify the root causes of problems.
Modeling the process
This is the best part of the whole process. It involves choosing the best parts of the workflow to automate. Once you understand what parts of the document process you need to automate, they can then be modeled. This also takes into account the authorizations and stakeholder approvals needed in each stage.
Digitizing and automating the model with us
LowCodeRoad specializes in digitizing workflow processes with spreadsheet documents inclusive. We use methods that are simplified for your business and we involve you in the whole process. With a digitalized system, record keeping becomes easier too.
If you are tired of being in the rut of repeated spreadsheet processes that take time and give recurring errors, then reach out to us today and shift those gears.