Even if your company has a pressing need for a document processing initiative, researching the varied options, understanding the mechanics of information management and attempting to get all of the organizations decision-makers on board can be a formidable task. Mid-management might strive to implement a Document Management solution, but their staff may respond with indifference, while upper-management struggles with cost and lacks insight into the technology.
So how to get your organization passionate about improving their document processes.
Here are 7 approaches that will enable everyone in your organization to recognize the benefits and help management hake an informed decision about whether Document Management is the right choice for your organization:
1. Focus on money savings.
Office space costs money and the average office has to allocate at least 10% to store paper documents. Although it might be difficult to determine exactly how much money your company will save by automating processes, you can look at average statistics to help you determine your cost savings and ROI. Below is some rationale:
- Manually processing one invoice costs an average of $22.75. Automating invoice processing drops that cost to $3.40 per invoice.
- It costs $25-$50 to create a file folder, each lost document costs $350 to $700 to find or replace. If you opt for capturing your documents and storing them digitally, these costs disappear.
- An average 4-drawer file cabinet costs around $25,000 to fill and $2,000 annually to maintain. With a document management system, you’ll no longer have the need to store thousands of paper files in physical filing cabinets.
- Consider employees time where 18 minutes is the average search time for a document while it just takes seconds to find a document with document capture software.
- Document Management forces forms to be properly filled out, reducing time consuming and costly mistakes.
2. Discuss the enhanced search capabilities.
Locating documents can often be synonymous with “finding a needle in a haystack”. Document Management allows searching capabilities to find documents quicker and without having to leave your desk. Just think, no more climbing over boxes or fighting with filing cabinets. There actually have been workers comp claims related to this task.
3. Explain how it will improve employee happiness and satisfaction.
A recent study by economists at the University of Warwick found that happiness led to a 12% spike in productivity, while unhappy workers proved 10% less productive. Review the manual processes relating to bulky paper documents that are reducing their productivity. Allow them to express their frustrations with the current system. This will help determine the major problems and delays. Then show them how the new system with a document management solution will help to improve these issues and make their jobs easier by eliminating unnecessary work.
4. Talk about the how it will enhance security.
There have been many posts regarding the threat of data breaches, hacks, and how document capture software can help you to protect sensitive data and information. A good document capture solution, along with a secure document management system, will not only protect your data, but also help you comply with industry regulations much more easily than if you keep all of your important data stored in physical files. User access can be configured in an infinite number of ways to give access to only the information necessary for employees to perform their respective tasks.
5. Discuss improved customer service.
With Document Management, customer questions can be answered quickly and reliably, and even better, customers may even be able to find the answers they seek themselves. In the age of the customer, anything that can help improve customer experience is significant.
6. Discuss Legal Compliance.
Document Management helps you meet legal requirements and also provides regulatory reporting.
7. Explain the convenience.
With Document Management, access can be done from any office, from home, from your remote office, from a hotel, and anywhere an Internet connection exists. Documents can also be accessed simultaneously with other users without comprising the integrity of the data.
After you examine the benefits of improving your document processes, the case for taking the plunge starts to become something to really get excited about.
Contact us to see if Document Management will provide the return on investment required by your organization or to receive more tips to successfully transform business processes within your organization.