How Automating Your Document Workflows Can Benefit Your Organization

By KnowledgeLake on August 15, 2019

Once upon a time, the concept of a document workflow consisted of sliding paper documents into a manila envelope or accordion folder and then scrawling the name of the next person to review the information on the back. The contents were distributed internally if the person worked on the same campus or shipped if the employee was in a different city.

Bottlenecks often occurred. Calls were regularly made to understand where the documents were. Once this process was completed, the information was either stowed in rows of file cabinets within the buildings on campus or in another office across the country. In some cases, organizations paid storage and information management companies to shred or archive documents.

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This process didn’t occur during the Mad Men era. This was in the ’90s. Believe it or not, some organizations still operate this way. According to Entrepreneur, companies lose 20 to 30 percent in revenue every year due to a variety of business process inefficiencies.

The content automation experts at KnowledgeLake can design an effective document workflow for the varied departments and circumstances within your organization to ensure your organization—and the teams within it—stay on track.

Let’s go over some of the benefits of developing an efficient document workflow.

Risk reduction. An efficient workflow not only prevents human error but reduces redundancy and ensures tasks are performed in a repeatable way. The rules surrounding a workflow lend clarity and structure. Creating and managing a document workflow ensures everyone is working toward the same objective. When each team member knows what to do, at which stage, and within a specified time period, the potential for oversights and mistakes is reduced.

Better communication. As organizations accumulate business content–be it digital or paper–most are storing this information within their cloud-based content management systems, line-of-business systems, file shares, or even e-mail system. When information can be easily accessed, workflows are that much more powerful. An effective document workflow ensures each team member has the data needed to complete their task, giving employees insight as to how their consequences impact the goal. Once their task is completed, an alert can be sent to the next responsible employee.

Clearly charted audit trails. Document workflow systems create audit trails, tracking what tasks have been completed, by who, and when. All this information is documented and made readily available for later review. Since the workflow is connected to a content management system, records are kept throughout the process.

More productive managers. Without business processes and automated content management systems in place, managers tend to spend most of their time reading emails, approving assignments, and tracking down progress reports. Effective document workflow processes enable managers to focus instead on vital functions like business strategizing and creating organizational growth.

The best way to optimize your organization's business processes is to be cognizant of productivity drains and seek out streamlined solutions. By leveraging the KnowledgeLake platform, organizations can receive cutting-edge business process automation and document workflow solutions. You can learn more about how the KnowledgeLake platform can help your organization build out automated, efficient document workflows here.

About KnowledgeLake:

KnowledgeLake provides content management solutions that help busy organizations intelligently automate their most important document processes. Since 1999, we've created award-winning, Microsoft-centric solutions that have helped thousands of companies around the world focus on their mission rather than their mission-critical documents.

 

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