In today’s fast-paced business environment, productivity is key to success. However, many businesses still use paper-based processes that slow them down and hinder their ability to work efficiently.
If your business is still tied to paper, it’s time to consider a document management system (DMS). Let’s take a look at how different paper-based processes can kill productivity, and how DMS technology can help.
Five Paper-Based Processes That Kill Productivity in the Workplace
1: Manual Document Filing
One of the most time-consuming office tasks is manual document filing. Sorting through stacks of paper documents, organizing them, and then filing them in cabinets or folders takes up a lot of valuable time. But not only is this process tedious, it also increases the risk of lost or misplaced documents. Trying to locate or replace a missing file then takes even more time, and can back up the office workflow.
But when you switch to paperless document storage, all of your documents can easily be scanned and filed electronically. Storing files in a DMS saves time and reduces the risk of lost documents. DMS technology makes it easier for your employees to find the information they need when they need it, so they’ll never have to keep a client waiting or waste their valuable time.
2: Manual Document Retrieval
Manually retrieving documents can also kill productivity in the office. When someone needs a document, they have to sift through piles of papers or folders to find the right one. This can be a time-consuming and frustrating process, especially if any documents get misfiled or misplaced.
With a DMS, on the other hand, your files can be retrieved in moments with simple keyword searches. Searching by keywords can even help employees retrieve files that have been misnamed or stored in the wrong folder. They’ll be able to quickly find the file they need and get back to work with minimal interruption.
3: Manual Document Approval
Many businesses still rely on a manual document approval process. However, printing out documents, manually sending them for approval, and waiting for them to be signed can be very slow, as well as inefficient.
A DMS streamlines and automates the approval process by making it easy to share documents and approve them with electronic signatures. There’s no need to print files that are shared and signed electronically, so the approval process is much smoother and faster, allowing work to be completed quickly.
4: Manual Document Sharing
Physically sharing paper documents with colleagues can be a major productivity killer. It also makes it difficult to keep track of who has seen the document, who still needs to review it, and where the document ends up in the process. This slows down productivity and increases the risk of lost documents and costly security breaches.
Document management systems allow employees to easily share files with colleagues and clients, regardless of their location. Implementing a DMS saves time and makes it much easier to collaborate on projects and track progress toward goals—it works a lot like a file-sharing website, but with better security. Efficient document sharing can also streamline the new hire onboarding process, so your business can keep up with rapid growth.
5: Manual Data Entry
Because manually inputting every piece of information from paper documents takes a lot of time, manual data entry can significantly slow business operations. Manual data entry is also vulnerable to human error, leading to inaccuracies and unnecessary mistakes.
Fortunately, a DMS eliminates the need for manual data entry altogether. Documents scanned with optical character recognition (OCR) software can easily be converted into an editable digital format. Data extracted with OCR goes straight into your system without any need for manual input.
DocuWare Reseller in Northern California and Reno, Nevada
Don’t let paper-based processes kill your productivity. WiZiX Technology Group is an authorized reseller for DocuWare, an advanced DMS system that can boost efficiency in your workplace. DocuWare automates data entry, eliminates the need for manual filing, streamlines the approval processes, improves the ease of document sharing, and more! Give us a call at 888-977-4220 to find out what Docuware can do for you.
Images used under creative commons license – commercial use (5/31/2023). Photo by Kindel Media on Pexels