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By Johnathan Cunnings
No business is without paper work; consequently, no business is without a document workflow. Every business has to deal with paper work on some scale, whether it’s small or big. Having an efficient workflow for processing documents is an excellent way of improving overall productivity.
The problem that most business organization runs into, with regard to their paper work, is that it involves a lot of meticulous work. Paper work always needs to be processed through a step-by-step process. One of the best solutions is to find a way to reduce the amount of work involved in processing the document.
A lot of software companies are now offering software that can automate certain parts of the process. Below are a few tips that can help a business organization find the right document workflow solutions.
Identify the main concerns of the organization
While it seems foolish to compare paper work, it would also be disingenuous to ignore the fact that some documents are more vital to the operations of a business organization than others. The first step is to identify which document processes are most vital to the business.
The next step is to find out which of these document processes are costing the organization time and money. Determine which document process needs to be prioritized immediately and which ones can take a back seat.
Follow the paper trail
Once the important document processes have been identified and prioritized the next step involves observation. Start from the very beginning and follow it until the paper trail of the document process ends. Any document workflow involves several steps regardless of whether it involves one person or several departments. Knowing each step is important in learning more about what complicates the document process.
Stay awhile, ask questions, and listen
The people who know a particular document process best are those who are involved in the document workflow. These employees are the ones who are in the best position to point out the problems with a particular document process. Understanding what they have to complain about will make finding a good document process solution a lot easier.
Do not hesitate to ask about what steps of the process can be automated. They know their work better than anyone else. Find out what parts of the document process needs improvement and ask them what kind of solutions can help make things easier.
Finding the right hardware and software solution to the problems
The next step involves collating all the collected information and deciding how to improve the entire workflow process. Things like support for manual routing, rules based routing, linking several rules together, and so on, should be decided before inquiring vendors. This way the organization already has an idea of what kind of computer solution they need.
The other consideration in finding the right product in vendor is the price. Don’t always go for the cheapest. Find the one that addresses the needs most effectively at the most reasonable price. Take time to compare the different products and understand what benefits they can bring to the table in improving the organization’s document workflow.
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