8 Tips for Successful and Effective Document Automation

Previously, we covered the foundation of how Document Automation can replace repetitive tasks and improve record management for better efficiency and productivity. Technology does the work using automated workflows that improves the accuracy and speed of documentation cycles. A document management system centralizes file storage and uses workflows to manage the document cycle to improve security, consistency, and transparency in the way tasks are executed.

An example is the process involved offering a position to a new candidate.  It typically starts with getting input from management on the job specifics, typing up an offer of employment, printing it out to get manager approval and signature, and then getting it off to the candidate for signing. It is then returned to HR where copies are made and filed away in office cabinets.

Automating a simple process like this can save hours of to-and-from coordination. Smart eForms, electronic signatures, and integration with email can expedite the process without the need for keeping physical paper copies, which over time, proliferate requiring more space and more management.

So, how easy it is to get to the point where your document management is running effortlessly? With thorough planning and using these tips, you can cover the ground needed to successfully implement document automation:

1. Evaluate Tasks and Processes

A thorough analysis of all business processes should be the first step. Recognize who performs each of them and how. Check the efficiency of the current procedures and the contribution they bring to the company. When assessing the way things currently work, you may find some redundancies with activities, bottlenecks that hamper continuity, and ways to improve operations.

2. Identify Processes for Automation

Avoid automating merely for the sake of automating. Decide on documents and processes that take the greatest time and effort, and start small. Document automation should be adopted gradually and evaluated along the way. Look for areas you can automate, and then extend from there.

3. Encourage Employee Acceptance

Not everyone will like the idea of automating operations. People may require time to adjust to the shift, and a company should assist by explaining the advantages, demonstrating how it will operate, and assuring them that it is for their benefit. Some employees may end up having more time available, in which case they may require upskilling to better contribute to other areas of the organization.

4. Establish Goals

It is important to know why you want to automate a process and what you hope to accomplish. The success indicator is closely tied to the goals. Every company must be able to evaluate its performance and that is effectively done when assessed against set objectives.

5.  Designate Implementation Teams

Select employees across different departments who can champion and drive the implementation. These individuals should be able to pick up new information more quickly and help the workforce transition to a new way of doing things. An appointed “task force” can provide training and manage the automation requirements for each department.

6.  Balance and Schedule Tasks

When you first get started designing templates, routing document processes to the right people, and testing software, it will still be necessary to plan tasks so there is a balance between daily business operations and those targeted towards automation. It may also necessitate running both automatic and manual operations for a certain period until the automation works seamlessly.

7.  App Integration

When implementing a document management system to manage the automation, consider how to integrate it with your existing software tools so it makes the automation easier and less expensive. For instance, it would be simpler if the software integrated with current Microsoft Office products to automate document generation.

8.  Update

When the document automation system is in place, it is important to continually assess what value it brings to the company. Are the goals being met, is the expense justified, is there still room for development, and do the employees find their life easier? When you are confident the processes are working, then consider additional processes that can benefit from the automation rollout.

A Powerful Business Tool

With KRIS Document Management System (DMS), your company can automate the creation and management of documents and workflows. It offers multiple time-saving features that streamline every step of the documentation cycle. When implemented with automated workflows and integrated with your business’s software, KRIS is an invaluable and powerful business tool.

To digitally replicate and improve an organization’s workflows requires analysis of all document activities that include creation, storage, distribution, security permissions, and retention period. When established, your company is well on its way to digital transformation and automation in a structured metadata framework that will bring high efficiency and utility, boost productivity, and ensure compliance and protection.