There are many good reasons to move your business to paperless processes. Going paperless is better for the environment, it can save you time and money, and it can help your employees be more efficient. When it is time for your business to move to paperless, it can be an intimidating prospect. The key to the process is a good document management system, and if your current (paper) processes are well documented, the transition will likely be a smooth one. If they’re not, that is where things can get complicated, and this is the case for most businesses. The following steps can help you smooth the transition to a paperless office and create effective digital workflows for your business.
Plan With Stakeholders
It is super common that the managers and executives in an organization think that a process goes a certain way, but the reality of the day-to-day operations is very different. Because of this, when the digital workflows are created by only the managers, they often don’t work well for the actual users. As you are beginning to design your workflows, bring the actual users into the discussion. These stakeholders will be able to tell you exactly how the processes actually unfold every day so that the digital workflow you end up with is actually usable.
Mirror Existing Workflows
It is very enticing to believe that you can digitize and improve your processes at the same time, but in reality, that often just complicates the situation. Introducing radical changes to the process while your employees are also getting used to learning digital skills can cause issues. If you do want to improve your processes, stick to minor tweaks, and make sure that they are reviewed by all users in the testing process. If you really must make big changes, thoroughly document all of them so that if issues arise in testing, you will be able to sort them out more easily.
Look For New Opportunities
Once your workflows are designed and have gone through the first round of testing, you can look for ways to optimize the process. Your end users should also have a chance to offer input at this step. They will often have suggestions for eliminating unnecessary steps or streamlining the processes. Continue to solicit feedback from your users in the months after changes are implemented, and you will likely find opportunities for further improvements.
Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, YouTube, and Flickr.