Why Automation is the Key to Your Business's Growth

18th March 2024 | Blogs

In today's digital age, managing documents is an essential task for any organisation. Document management workflows are the processes used to create, edit, review, approve, store, and retrieve documents within an organisation. Managing these manually can be tedious and time-consuming, especially for organisations that deal with large volumes of documents.

Fortunately, with advancements in technology, automating these workflows has become a popular solution to streamline the document management process as it provides a range of benefits, such as improved efficiency, productivity, and collaboration, among others.

In this article, we will discuss the importance of automating document management workflows, the benefits, how to automate them, and how Workflo Solutions can help you revolutionise document management in your organisation.

Types of Document Management Workflows

There are different types of document management workflows, each with its unique characteristics and requirements.

Some of the most common types are:

  • Simple document approval workflows: This involves a straightforward process of creating, reviewing, and approving documents. For instance, a simple document approval workflow may involve creating a contract, sending it to a manager for approval, and then storing the approved contract in the organisation's document management system.
  • Complex document workflows: These workflows are more complicated and involve multiple steps, people, and departments and can be customised to fit specific business requirements. For instance, a complex document workflow could involve the creation of a product manual that requires input from various departments such as research and development, quality assurance, and marketing.
  • Workflows for document retention and archiving: These workflows involve the management of documents for compliance and legal reasons. These include the creation, classification, storage, and retrieval of documents. For instance, an organisation may need to retain certain documents for a specific period, such as tax records, and then archive them for long-term storage.

Each of these workflows has its unique challenges and requirements. Simple document approval workflows may not require complex software, while workflows for document retention and archiving may require more robust document management software.

Benefits of Automating Document Management Workflows

Automating document management workflows provides organisations with several benefits.

Some of the most notable ones are:

  • Improved efficiency and productivity - Automating document management workflows can significantly reduce the time required to complete tasks.
  • Reduced errors and duplication - Manual document management workflows are prone to errors and duplication, which can lead to time and resource wastage.
  • Cost savings - Automating document management workflows can help you save money by reducing the time and resources required to complete tasks.
  • Better collaboration and communication - Documents can be easily shared and accessed, and team members can track the progress of a document in real-time, which helps improve collaboration and communication.

How can you Automate you Document Management Workflows?

Automating document management workflows involves several steps that organisations need to follow to ensure successful implementation.

Some of the essential steps involved are:

  • Identify and map out existing workflows: The first step in automating document management workflows is to identify and map out the existing workflows. This involves understanding the current document management processes, including the steps involved, roles and responsibilities, and how documents move through the organisation.
  • Choose the right document management software: Identify your specific needs and requirements and choose software that aligns with your needs. The software should be user-friendly, and scalable, and provide the necessary functionality for automating document management workflows.
  • Define the automated workflow process: This involves creating a detailed plan that outlines the steps involved, roles and responsibilities, and how documents move through the system. The plan should also define how documents are created, reviewed, approved, stored, and retrieved.
  • Test and implement the automated workflow process: This involves testing the software and the automated workflow process to ensure that everything is working as expected. The implementation process should also involve training employees on how to use the new system and providing ongoing support.

Automating document management workflows requires careful planning and implementation. Worry not, Workflo Solutions can do all this for you and help your organisation successfully implement automated document management workflows which improve efficiency, productivity, and cost savings.

Our Approach

With Workflo Solutions' True Document Managed Services, we show you a path that is tailored precisely to your company’s special requirements – more efficient workflows, more data security, and lower costs.

Automating document management workflows involves significant changes in how employees work. Workflo provides training and support to employees to help them adapt to the new system. We're aware that Document management workflows involve sensitive information that require protection from unauthorised access. We'll ensure that the automated workflow process is secure and complies with industry standards and regulations such as GDPR. Additionally, we also integrate the new system with your existing systems such as ERP, CRM, etc so that the new system integrates seamlessly with existing systems to avoid any data inconsistencies.

Automating document management workflows is a critical step for organisations that want to improve efficiency, productivity, and accuracy in their operations. In this article, we have discussed the benefits of automating document management workflows, including improved efficiency and productivity, reduced errors and duplication, cost savings, and better collaboration and communication.

We have also discussed how to automate document management workflows, including identifying and mapping out existing workflows, choosing the right document management software, defining the automated workflow process, and testing and implementing the automated workflow process.

However, we have also highlighted how Workflo can help you in the process; from training employees, security and privacy concerns, integration with existing systems, to maintenance and support.

In conclusion, organisations must adapt to digital transformation and embrace automation in their document management workflows. By doing so, organisations can achieve significant cost savings, improve productivity and efficiency, and enhance collaboration and communication among team members. We encourage organisations to take action and embrace automation in their document management workflows to stay ahead of the competition in today's digital age.