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How to optimise your workflows with a document management system

Optimise workflows with a documentary management system is essential to increase efficiency and productivity of a company.

Manuel Aguirre

02/08/2023

Businesses need to remain dynamic and highly competitive, which in turn requires constant optimisation of workflows to increase efficiency and improve productivity. A document management system plays a key role in this process by providing tools and functionalities that simplify and streamline document management. In this article, we will explore the importance of optimising workflows and the key steps to achieve this with the help of document management software.

Why is it important to optimise workflows?

Optimising workflows with a document management system can have a significant impact on a company’s operational efficiency and productivity. By optimising workflows, the following benefits are achieved:

1.Reduction of errors and rework

By standardising processes and establishing clear workflows, errors and the need for rework are minimised. A document management system allows tasks to be automated, reminders and notifications to be set, ensuring that activities are performed consistently and without errors.

2.Productive times

By eliminating manual and repetitive tasks, valuable time is saved in workflows. A document management system automates processes such as assigning tasks, approving documents and tracking workflow steps, speeding up execution time and reducing turnaround times.

3.Improving collaboration and communication

It is always important that a document solution allows teams to collaborate efficiently and share documents simultaneously while respecting the access and permissions stipulated by the company. Users can access and edit documents in real time, make comments and track versions, improving communication and collaboration in workflows.

4.Monitoring and control of processes

A document management system provides visibility and traceability of workflows. Managers can monitor the progress of tasks, identify bottlenecks and take corrective action in a timely manner. This improves efficiency and ensures that business processes run smoothly.

What to consider when optimising a workflow or business process?

Some important aspects of optimising your workflows with a document management system are:

Analysis and design: Conduct a thorough analysis of your current workflows. Identify weaknesses, bottlenecks and areas that could benefit from further automation. Design an optimised workflow that takes into account your business needs and goals.
Identify who is responsible: Assign clear accountabilities for each stage of the workflow. Establish roles and permissions in your document management system to ensure that tasks are performed by the right people at the right time.
Task automation: Use the automation features of your document management system to eliminate manual and repetitive tasks. Set up notifications, reminders and workflow rules to enable more efficient execution of activities.
Training and adoption: Provide adequate training and support to your employees to ensure they understand how to use the document management system and the benefits of streamlining workflows. Foster a culture of adoption and promote the continued use of the document system in all areas of the business.

Use cases and practical examples

Here are some common use cases where optimising workflows with a document management system can make a difference:

Document approvals and reviews: Implementing an automated workflow for document approvals and reviews streamlines the process and reduces waiting times.
Contract management: Using a digital workflow for contract creation, review and electronic signature can speed negotiation and reduce errors.
Invoicing and payment processes: Implementing invoice receipt and payment workflows in a document management system can significantly reduce the workload for finance or administration departments. Modern document managers offer functionality such as automatic data extraction, standardised invoice review and approval, and integration with ERP systems.
Employee onboarding: A structured workflow can be used for the onboarding process of new employees. This can include the generation and signing of contracts, the assignment of permits and the delivery or request of important documents.

Optimising business processes with a document management system is essential to increase the efficiency and productivity of a company. Implementing workflows reduces errors, saves time, improves collaboration and process control. You can start with any of the above-mentioned use cases or any process that has room for improvement. Don’t forget to take into account aspects such as analysis and design, as well as the identification of responsible parties.

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