5 Reasons Why Implementing Electronic Document Workflows Gives You Immediate Savings
In any large organization (corporate, governmental, or non-profit) sharing information between members is always an issue. At one time all information was on paper, but now there also exist a wide variety of electronic document formats. In addition to the diversification of message types we also send an exponentially larger number of messages. Managing this content and taking advantage of this information is a huge challenge.
Reduce the Number of Communication Errors
Currently, when emails are sent they have no direct connection to the completion of specific tasks, and little feedback. (e.g. Have they even been read?) This leads to a huge redundancy in the information sent in order to follow up and confirm results. This situation is quite typical in most organizations where huge email volumes lead to unread, forgotten, and lost emails. By using an electronic workflow solution you enable very precise communication and task control, which immediately saves you time and increases task completion rates.
The costs of printing, copying, and sending paper in large organizations are considerable. Using electronic versions of documents to eliminate these costs is worth considering for this reason alone. However, if going fully electronic is not possible, scanning original paper documents and thereafter sending only scans can still yield cost savings. In addition to the obvious savings on materials and equipment, the document becomes searchable via its ID, title, and potentially its contents through the use of OCR (Optical Character Recognition).
Reduce the Number of Unnecessary Tasks
One of the more common hidden costs in companies is the unnecessary completion of cancelled tasks and the redundant completion of tasks that have already been completed. In addition to the costs associated with unnecessarily performed tasks there are also psychological aspects related to reduced employee engagement and reduced job satisfaction when employees repeatedly see that their work has been wasted. Implementing electronic workflows gives you the ability to easily identify duplicate tasks and make decisions to eliminate them.
Control Task Execution Times
The approval process in workflow systems is very easy to control; you always know who is involved in each stage of the task and where the bottlenecks are. This gives you the opportunity to escalate issues and makes changes to the way the task is performed. This gives smart managers the ability to make decisions which can have an immediate effect.
Thanks to the possibility of finding bottlenecks, we can make decisions about planning and optimizing work processes. Additionally, AMODIT has a unique feature which allows you to observe the actual behavior of your users and set that as a starting template for your business process design. By iterating the process of finding bottlenecks and observing actual user behavior you will continually adapt to changes and optimize your procedures.
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