Posted by: Bruce Maylon
Offices across the world waste enormous amounts of paper each year for the sake of in-house communication. In fact, the routing of documents for approval is notorious for wasting both time and resources. When you choose digital document management software, you break this cycle of waste. Workflow automation provides clear pathways for approval without the distraction and excess of the old process.
In most companies, approval is a tricky thing. You need a signature from particular authorities, but you also need digital records of the entire process. How this plays out in most companies goes something like this: An email arrives in your inbox with an attachment that needs approval. Because this task could hold up an entire project, you must immediately shift your attention to deal with it. First, you print the attachment and confirm it is correct. Second, you sign the printed copy and scan it back in to create a new electronic document (though this one is likely not searchable since it is a scan). Next, you email the approval to the original correspondent. Finally, you turn back to the work you abandoned and try to get back to work, just in time for another interruption.
Does this process sound familiar? It is happening in offices everywhere, and it can be maddening to endure. Here’s the good news: it doesn’t have to be this way anymore. In fact, approval can be as simple as a click away. Workflow automation brings simplicity and sophistication to the world of document routing and approval. Now we’ll take a look at what that means.
The idea of workflow automation is not a new one, but only recently has it become a viable option for any company. Since document management software has become accessible, so have the various tools it includes. Generally speaking, workflow is the sequence of events that take a project from its beginning to completion. By automating the movement of your projects, no one person or department needs to push projects through the workflow sequence. Instead, your software platform sends notifications and status updates at each step. This keeps your team up to date while lightening everyone’s workload.
By standardizing approval methods, you ensure accountability and good recordkeeping. At the same time, an automated approval process saves time and effort. To automate your approval process, you simply need to teach your workflow software the procedures to follow. Each workflow automation system will contain paths for submission, approval, due dates, notifications, and records. Your company’s approval operations will be entirely tailored to your specific needs and can change as organizational needs evolve. In short, automated approval means greater efficiency.
Workflow automation is so much more than approval processes. In fact, this particular tool is only a small slice of what automation can do. If you are looking for ways to increase your organizational efficiency, client satisfaction, and bottom line, consider workflow automation software. Contact MaxxVault today for more information.