Document Workflow Management
Some organizations generate very little physical or virtual paperwork. The more highly regulated the industry is that a business operates in, the less likely this is to be true. Construction companies and insurance firms are good examples of businesses that generate a lot of paperwork. Document management workflow can help these and other companies manage inspection checklists, payroll information and insurance policies.
What Is a Document Workflow Management System?
Document workflow management software provides companies with the necessary tools to centralize how they generate, process and store documents. Software options in this field focus on digitizing documents. This step may accompany a large goal to optimize and automate work processes.
For instance, consider the work of a superintendent at a construction site. He is committed to client satisfaction and worker safety. At the start of every workday, he completes a checklist to ensure all safety provisions are in place. Then, at the end of every workday, he returns to see how much progress workers have made and to check for quality issues.
Companies without efficient workflow management tools may do these checks with a clipboard, paper and pen. Some have no written process at all. By investing in the appropriate software, the superintendent can complete his checklists using a tablet or smartphone. Instead of this information needing to be physically filed with the project manager, it is automatically uploaded to the company servers and the project manager has immediate access.
What Are Some Document Workflow Management Features?
The specific tools provided by the workflow management system you choose come down to the provider. What you use from the buffet of options presented depends on the needs of your business:
- Creation: Use tools to create the forms or checklists you rely on more often. Sometimes, this is as easy as scanning the paper copy.
- Approve: Review, edit, approve or deny documents submitted by other workers, such as invoices.
- Store: Properly store documents and set permissions so only those who should have access can open, view or edit specific files.
- Retrieve: Find documents with a quick search for a specific number, name or other identifying information.
- Track: Determine with ease who opened, edited, submitted or reviewed a specific document.
What Are the Benefits of Using Document Workflow Management?
Digitizing paper documents sounds like a great idea, but how does it affect your business and its bottom line? Does it really help you boost sales or cut costs?
A study once found that even in tech, workers spent almost five hours each week just looking for documents. Minimizing the resources spent on manual documentation, filing and document search helps companies save money they would otherwise spend on purchasing more paper and ink.
One important resource consideration for lean operations is human labor. Automation often costs as little as $20 per month. This amounts to a lot less than paying workers for overtime or hiring temp workers during busy periods. Salaried workers also appreciate not needing to do more work for the same pay.
Online interactions leave breadcrumbs, and document workflow management software is specifically set up to track these. Knowing who is responsible for creating or altering a document makes it easier to hold workers accountable for their actions. This can help a company live up to its promises of integrity.
When it comes to security, you need to protect your documentation from not just thieves but also natural disasters. For instance, if your place of business suffers a hurricane or fire, you could lose the documents stored or unauthorized parties may gain access. Storing them online does make them more vulnerable to online thieves, but there are security measures in place to reduce that risk.
If your business generates a lot of documentation, you may feel overwhelmed by the need to find somewhere safe to store them. Even without the safety concerns already discussed, the sheer volume of space it can take to store all necessary paper files might become impractical. Storing things on the cloud takes up only as much room as the device in your hand or on your desk that you need to access these files.
Too often, workers fail to keep up with compliance requirements because of how tedious the process can be. Digitizing the process increases the likelihood of employees following through with them. This can range from properly storing payroll files to completing inspections. The tracking feature also makes it easier to prove who completed this action in case the company ever faces accusations of non-compliance.
When you digitize and automate processes, it generates data. You can use this data to calculate specific metrics about your team. This may include the following:
- How long it takes to complete a task
- How many times a worker can complete a certain task in an hour
- How productive workers are at various times of the day
- How long team meetings last and how this affects productivity
- Approval versus denial ratios in industries where this matters
- Customer satisfaction rating per salesperson
Is Fluix Right for You?
Have you decided that document management workflow tools are the right option for optimizing your business? At Fluix, we can help you determine what plan best suits your need and walk you through the process of getting set up. Even better, you can get started with us for free.
We are confident that after completing our free trial, you will feel ready to purchase our software. It costs as little as $20 each month. Get the process started today.
Learn how Fluix works for teams in various industries.