Blog
Written on 22.10.24
According to a study by AI company Glean, employees spend an average of two hours per day searching for documents. That’s 25% of an entire 40-hour work week and represents wasted energy that could have been spent on high-value-added activities. In the same study, researchers looked at how important document management systems were to employees’ productivity and 43% said they would consider leaving their job if their company didn’t have an efficient way to access the records they need for doing their work.
There is no doubt that document workflow management is a critical aspect of modern business operations, focusing on efficiently managing and organising documents throughout their lifecycle. By employing technology and automation, your business can control the flow of documents, ensuring they are accessed, collaborated on and approved in a timely manner. This approach not only streamlines business processes but also significantly enhances productivity.
Document workflow management is a structured approach of handling documents within your organisation, from their creation to their eventual archiving or disposal. By integrating various technologies and systems, you can achieve a seamless flow of information, which is essential for maintaining efficiency in today’s fast-paced environment.
As your business grows and the volume of documents increases, managing these documents manually becomes increasingly challenging. Inefficient document management can lead to delays, errors and compliance issues, all of which can have a detrimental impact on your business.
Implementing an effective document workflow management system offers numerous benefits, including improved accuracy, faster processing times, enhanced security and better collaboration. These advantages make it a vital tool for any organisation looking to stay competitive.
There are a number of key components to document workflow management.
Document management systems (DMS): A robust DMS is the backbone of any document workflow management strategy. It provides a centralised repository for storing, organising and retrieving documents.
Digital document management: Moving away from paper-based processes to digital documents is crucial for modern businesses. Digital documents are easier to store, manage, and share, reducing the risk of loss and improving accessibility.
Workflow automation: Automation is a game-changer in document management. By automating repetitive tasks, your business can reduce human error, save time and ensure consistency in processes.
Access control and security: Protecting sensitive information is paramount. Access control ensures that only authorised personnel can view or edit documents, while security measures like encryption safeguard your data against breaches.
Version control and document lifecycle: Version control is vital for maintaining the integrity of documents. It allows businesses to track changes, revert to previous versions if necessary, and manage the document’s lifecycle from creation to archiving.
Cloud-based document storage and sharing: Cloud technology enables your business to store and share documents securely, facilitating remote work and collaboration.
Business applications and integration: Integrating document workflow management with other business applications (e.g., CRM, ERP) ensures that document management is aligned with overall business processes.
Electronic signatures and approval workflow: Electronic signatures and automated approval processes expedite document processing, reduce bottlenecks and enhance compliance.
The document workflow management process involves several stages.
The first step is capturing documents, whether through scanning, uploading digital files, or direct input from other systems. Once captured, documents are organised and indexed for easy retrieval. This involves categorising documents based on type, date, or other relevant criteria.
Document workflow management facilitates collaboration by enabling your team members to access, review and edit documents in real time. Automated approval workflows streamline the approval process, ensuring that these documents are reviewed and approved by the right people at the right time.
Finally, your documents are stored in a secure, centralised repository where they can be easily retrieved and accessed by authorised personnel. Continuous monitoring and reporting ensure that the document workflow is running smoothly and allows for the identification of any bottlenecks or issues.
Key features and capabilities to look for when choosing workflow management software include automation, integration with other systems, user-friendly interfaces and robust security measures.
The right software such as Aurora Print’s Workflow solution can transform how your businesses handles documents, leading to significant improvements in efficiency, accuracy and compliance. It allows your business to automate routine tasks, track document progress and ensure that all stakeholders have access to the latest information.
Factors to consider when selecting software include scalability, ease of use, compatibility with existing systems and the availability of customer support.
Integrating document workflow management with managed print services (MPS) can further enhance efficiency and reduce costs. MPS optimises the print environment, ensuring that printing is aligned with the overall document workflow.
By combining these two services, you can reduce waste, improve document security and ensure that print processes are fully integrated with digital document management.
By choosing the right systems and technologies, you can streamline your processes, boost productivity, and stay compliant. As the business landscape evolves, embracing document workflow management will give you a competitive edge. Take a moment to assess your current document management practices and consider adopting a system that truly meets your needs and goals.
Contact us to find out more about our workflow management solutions.
