The TDSIT Blog

Document Workflow Automation Considerations

Posted by Tim Stanley on Mon, Mar 06, 2017 @ 11:22 AM

 

automating_process.jpg

Today’s digital technology offers modern workplaces many opportunities to optimize and streamline common tasks. An area that can greatly benefit from automation is document workflow. Automation can not only increase your efficiency and productivity, it has been shown that it can lead to a significant reduction in costs. 

Before you get started, here are some things you need to know: 

Benefits of Automation

By reducing human input, you are also reducing the error rate, along with its associated costs. At the same time, document workflow automation allows employees to focus on revenue-generating tasks instead of data entry and filing tasks. Work can be more closely monitored, which helps to enhance regulatory compliance.

The print environment is the perfect place to start looking for inefficiencies. By deploying assessment software a Managed Print Services provider can quickly identify paper-intensive areas of your business that would benefit the most from automation. In departments such as HR and Accounting, the benefits of automating tasks can be huge, with time and cost savings adding up to as much as 90%.

Questions to Ask

Once you know which processes are good candidates for automation, you can investigate further with a series of questions to help guide the automation process. Consider the following topics:

  • Types of documents processed: invoices? forms? timesheets?
  • Document storage, both currently and ideally
  • Volume of documents that need to be processed
  • What format are the documents in (i.e. pdf, email, paper)
  • How will they be distributed, and to whom
  • What systems do you currently have in place
  • Is data entry necessary
  • The level of automation desired
  • Any special requirements, such as regulations and auditing needs

Digital automation can provide cost and time savings to your business, allowing employees to focus their time and talents on growing your business. 

Print Assessment

Tags: document workflow

Optimizing Document Workflows to Improve Your Business

Posted by Tim Stanley on Tue, Jan 31, 2017 @ 12:28 PM

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When you’re running a business, there are tasks that must be repeated frequently, such as paying your vendors. These tasks are often tedious and repetitive, taking you and your employees away from more important business. By optimizing these document workflows, you can take back the time that’s being wasted, improving your bottom line and company morale.

The Inefficient Document Workflow

Inefficient document workflows waste a lot of valuable time and resources. Having your employees complete tasks manually that could be automated also introduces a higher risk of error, and leaves your company open to security risks.

For many companies, simple – but necessary – tasks, such as paying a vendor, can take a number of steps, each with the potential to slow the process down, introduce errors, and create a backlog. For example, a vendor payment may look like this:

  • Scan an invoice
  • Email or otherwise send it to the finance department
  • Print the invoice
  • Complete any information by hand
  • Scan the invoice again with new information
  • Save a copy in your records
  • Send payment
  • Enter transaction in the accounting system

When this has to occur for each vendor your company deals with, you may end up with one or more employees processing invoices for days at a time – instead of doing work that has more direct benefit to your company.

Optimization

The process of paying a vendor can be significantly pared down and automated by:

  • Scanning an invoice into the accounting workflow
  • Invoice is automatically completed using smart scanning and other technology
  • Finance department is notified if approval is necessary due to preset flags on certain values
  • Payment is automatically sent and records updated

This improved document process leaves your employees free to do other tasks, only dealing with an invoice when there’s a problem. Without the repeated printing and scanning, your records also remain more secure.

Often, businesses have document workflow problems that they don't know how to fix. Contact a TDS IT representative today and we’ll help you pinpoint these time-consuming tasks and work with you to develop a solution that works for your business.

Print Assessment

Tags: document workflow