Organizations around the world feel the pressure to accomplish more and more with fewer re-sources. For many employees, it’s a struggle to stay on top of daily workflows because they’re inundated with information and hampered by inefficient, paper-based business processes.
Taking a process paperless makes working more fluid and productive by transforming manual work flows and automating repetitive tasks. And recent technology advances have made going paperless both easier and essential.
When properly implemented and configured, paperless office software helps people to quickly access the content they need, complete tasks quickly and then archive the file securely. It frees them from tedious, time-consuming tasks and the frustrations of not being able to find information.
At this point, it’s likely that many of your customers and supply-side partners already have electronic processes in place. This means that going paperless has a greater impact on your larger business ecosystem than ever before. Not only are you digitizing your own internal paper-based processes, but it also allows you to extend your digital workflows to these external organizations.
When you’re interacting in an entirely electronic environment, processing invoices, purchase orders and even service orders happens faster and with greater accuracy. For example, if a supplier submits information to you electronically, your paperless office software is able to automatically capture data from those files and forms, eliminating redundant data entry. This allows your employees to focus on reviewing data instead of keying it in.The benefits of going paperless are numerous. Here are just a handful of reasons why more organizations are working to make more paperless processes a reality
- Streamlined workflows: When the right content is accessible at the touch of a button, it takes only seconds to route and share documents to any number of people across multiple departments and systems. This ease of access greatly improves efficiency in a variety of contexts, such as approval processes.
- Greater agility: Your competitors are only going to get faster, and the agility that a paperless process gives you is vital to remaining competitive
- Reduced business risks: A fully digital environment allows you to work not only faster, but also safer. Access controls and data security make it easier and less expensive to maintain compliance, and reduces the chance of missing documents that could result in lost revenue. Compared to a paper-based system, enterprise content management (ECM) makes it easier to protect business secrets and confidential information, such as contract details as well as employee and patient data.
- Improved collections: Accounting departments benefit greatly from going paperless, especially when it comes to collections. A big challenge for collections departments is that it’s often difficult to access the necessary documents while on the phone with a customer. With an ECM system, critical business documents are easily retrievable, which tends to shorten the collections cycle and improve cash flow.
- Increased visibility: Using digital workflows instead of paper results in greater transparency, allowing management to monitor business processes in real time. This makes it easier to keep tasks on track and to identify problems and opportunities for improvement.
If you’re planning to go paperless, it’s important to have a timeframe for making the leap. “Paperless in 90 days” is a great achievable goal for many organizations and provides a rallying cry to get your team on the same page. Setting a goal of achieving the paperless process in less than 90 days also gives you a quarterly target to address and hit while helping to maintain momentum. And the sooner you reach that deadline, the sooner you start enjoying the benefits of going paperles.
Give Evolve a call on 01772 269033 or contact us here, to find out how you can take on the Paperless in 90 days challenge.