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Would A Document Management System Help My Business?

Female Office Worker using document management software on laptop

Every organization can benefit from the increased efficiency that document management and workflow automation software brings. In some industries however, these small changes make a much greater impact.

So what separates the rookie players from the big hitters in these industries? Technology. But it’s not just the fact that they have it, it’s how they’ve implemented it throughout the organization. When used to its full capabilities, document management systems can remove workflow bottlenecks, reduce waste, and create quicker turn-around times.

In December, I posed this question to my sales management team – “If you could recommend one application to a customer to help improve their organization in 2021, what would it be?” Overwhelmingly, the majority replied with DocuWare. The capabilities listed above may have a lot to do with why.

Unfamiliar with what document management is? Let’s take a look at what it does and how it could help your business.

What is Document Management?

In short, a document management system allows users to store their important documents in a centralized file storage system. This application allows your employees to access important documents both in the office and remote.

The workflows set-up via DocuWare can be tailored to fit your company, and each of its department’s, unique needs. The processes and capabilities granted through this software are scalable – easily growing with your company.

This software can help all departments, across all industries and sizes; where it shines however is with Accounting and HR Departments.

Document Management for Accounting Departments

The holidays may have passed, but if you’re still looking for a great present to give your accounting team, DocuWare is it. Digital workflows allow your team to share documents securely, improve transparencies, and allows them to set-up automated invoice processes and approvals.

  • Streamlined Processes –

    With paper-based workflows, actions only happen when the person and document are in the same place. If someone is out of the office, the workflow is stalled until they are back. With a digital process, workflows can be set-up to work in a serial (one after another) method, parallel, or they can change based on activity along the way. With the mobile applications, being out of office is no longer a factor to be considered. Documents are always available at your fingertips – wherever they may be. So, even if your workforce is 100% remote, their work and workflow will not be negatively impacted.

  • Notifications and Reminders –

    The tools implemented in document management applications are designed to help your team be pro-active and in constant communication. For example, when an invoice is ready for approval, a manager can receive an email notification with a link that will bring them to DocuWare to approve the document. This allows for quicker approvals, with the system remembering what needs to be done to keep the process moving forward.

  • Preconfigured Templates –

    With preconfigured templates for the most common processes, you AP (Accounts Payable) automation can be running in a matter of days. Again, these processes can be adapted and scaled to meet your business needs should they change.

Document Management for HR Departments

When you think of Document Management you may not always relate the phrase to Employee Management, but with DocuWare these two terms can be synonymous. Replacing paper-based processed with automated workflows allows HR to increase efficiencies in recruiting and onboarding to separation.

  • Helping Remote Employees –

    Digital document management secures sensitive files in an encrypted repository, protecting them with access rights. Remote employees also gain access to important information such as healthcare, flex spending, time-off requests, and other HR-related documents. With documents being able to be accessed by any mobile device, your HR team can see documents and workflow statuses from anywhere, and your employees can securely access their records. Employee self-service and a quicker response provides an overall improved employee experience.

  • Recruiting –

    With most recruiting now happening online, it’s never been more relevant and valuable to be able to process resumes automatically, review them and forward them to the appropriate management staff. Internal electronic distribution assures that everyone who needs to have access to the file will. Setting up an automated workflow will allow for a consistent and repeatable process, with an audit trail of hiring activities.

  • Onboarding –

    The first 90 days are crucial in determining how engaged a new employee will be with the team. Their first impression of what it’s like to work for the company often begins with how they are onboarded. With an automated workflow and digital checklist, you can ensure each new hire will feel well equipped and welcomed when they start. Onboarding checklists can include required tasks such as confidentiality agreements, employee handbook reviews, and initialing of training plans.

  • Performance Management –

    When it comes to performance reviews, consistency is your friend. Document management tools allow you to customize appraisal templates, set-up dates for automated reviews, as well as capture and store the data collected. Streamline workflows such as salary reviews, annual raises, incentive-based increases, and hiring approvals. Should you have an employee with performance-based issues, you will have a trail of documentation detailing their work.

Prior to 2020, document management systems might have been a nice “extra” to have, but with hybrid workforces seemingly here to stay, applications like these are becoming a necessity.

Interested in seeing how DocuWare, or other management application, could impact your business? Contact us today for a free 30-day no-commitment trial.