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Document Management: Work that Really Improves your Flow

Posted by admin | Jun 9, 2014 11:00:00 PM

Imagine stacks of papers littering the foundations of your business, becoming unorganized and cumbersome because of their sheer volume and lack of cohesion. Think about the money that is funneled into paper costs and then imagine the amount of time it will take to process all of these documents. I know you might be thinking to yourself, "What is this person talking about? I am highly organized." It may seem that way, but the average employee wastes approximately 10,000 sheets of paper per year, which adds up to about $80 per employee!

Industrial sized printers and a myriad of fax machines and copiers spit out sheets-upon-sheets of paper every single day. This is archaic and time-consuming in an era of modern technology. Do you and your staff desire a system of doing work that optimizes document flow and eliminates pesky time gaps? In this post we will discuss the benefits of workflow and how these practices can be adopted in your organization.

What is Workflow?

Workflow is a routing system that has the ability to comply with company regulations, process documents in a timely manner, and systematically organize content on a digital level.

How does Workflow accomplish this level of organization?

Workflow partners with Document Management in order to create a work environment that eliminates the frustrating task of sorting through sheets of paper to find what you're looking for. Below are some of the primary features of Workflow:

  • Automatically imports documents that are scanned into the system, which allows critical information to be accessed


  • Identifies specific documents within a stack of paper (eliminates the time it would take to do such manually)


  • Deletes unnecessary or blank pages from documentation


  • Optimizes processing, viewing, and sharing between system users


  • Assigns tasks, sends reminders, and monitors the completion of tasks by employees


  • Sends alerts to employees when tasks are not completed


Why choose Workflow?

Workflow has an abundance of benefits, some of which include the ability to:

  • Route documents to colleagues without leaving your desk


  • Respond quickly and effectively


  • Monitor processes to ensure all liabilities are accounted for


Overall, Workflow works with document management in such a way that it can easily customized from anything to managing accounts payable to implementing a system to organize employees. These

systems allow documents to be scanned digitally which allows documents to be stored and easily accessed. Here are some steps to finding the right system for you:

  1. Identify the condition: Figure out which document type that your business primarily uses


  2. Create an Activity: Ask yourself, "What do I want my documents to do and who do I want to overlook that activity?"


  3. Define your workflows: Ask yourself, "How are documents shared and what systems are currently in place to do so?"


Sometimes figuring out exactly which Workflow system to incorporate into your business can be tricky, and if you are struggling to answer some of those questions, give us a call at 1 (800)- 852-9084 to get your business evaluated today! Don't get stuck in an obsolete method of organizing documents-convert to Workflow today!

Topics: Document Management, Workflows & Productivity, Process Automation, Document Management Minneapolis, Document Management St Paul

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