How to Improve the Document Workflow in Your Company
What is a Document Workflow?
A document workflow is a series of steps in a documented format that leads from one decision or conclusion to another. When it comes to document workflow, many companies still use fax machines as their primary means of communication. The method is not only outdated but can also be a waste of time and money. In this blog post, you can learn how to save time and money by improving your company’s document workflow.
Ways to Improve the Document Workflow
It’s important to ensure that everyone in your company knows the document workflow process. Below are some key points that can be useful to maintain the document workflow of your company:
Use of Digital Signature: One way to improve document workflow is to enable digitally signing of your business documents using online signature tools. Specific tools and applications are available for the said purpose such as Zoho Sign, DocuSign, Adobe Sign, and PandaDoc.
Automating Documentation: When it comes to the workplace, the use of technology is again there to help, processing digital documents save time and money. Manual documentation can lead to mistakes and ultimately results in inefficient work practices. However, automation of document workflow can help speed up the process of approving or rejecting documents and can also help reduce the number of mistakes made.
Sync up with open alerts: It is essential to keep track of the latest trends and technologies in the business world. Open alerts can help improve your document workflow and keep you organized. With open alerts, you can quickly see when a document has been updated, who made the changes, and what changes were made. This helps prevent confusion and lost time trying to track down updates. Open alerts also make it easy to collaborate with others by providing a central location for all documents and messages.
Document Management System: You can use a document management system to improve the process of getting documents from one person or department to another. The information in your company’s files must be reliable and accurate. Before you can use a document management system, you need to have a good understanding of your company’s business documentation processes. This will help you determine the best ways to organize and store documents in your organization.
Tag and status documents: Keeping track of the documents can be difficult if they are revised often. However, there are tools available that can help with document workflow. One such tool is the tag and status document feature in Microsoft Word. This feature allows you to add tags to specific document parts and set a status for each title. The status can then be used to create a timeline or Gantt chart that shows when each task needs to be completed. This feature can benefit working on large projects with multiple team members.
Seamless Security and File Conversion: A recent study found that the average worker spends 28% of their workweek managing documents. This number can be reduced using a document workflow system that incorporates seamless security and file conversion. Security is important because it protects your documents from unauthorized access, while file conversion makes it easy to switch between different formats. A good document workflow system will include both security and file conversion features. This will make it easier for you to manage your documents, saving you time and hassle.
By improving your document workflow, you can save time and money. Implementing new technologies, such as the use of digital signing applications for documents and automation of document workflow can help improve the flow of documents within your company.