Member Article

Improving productivity through digital transformation

Enterprise office solution provider advises on how automated digital document workflows improve productivity

Organisations of all sizes are currently looking at how they can improve productivity and also digitally transform their current processes. But whilst efforts are presently largely focusing on customer-facing processes, internal paper-based processes should not be ignored says leading enterprise office solution provider, Y Soft.

Productivity is crucial to growth; not only for the economy, but for individual businesses too, so it’s vital that optimum productivity is gained. Nick Parkes, regional Sales Manager at Y Soft states, “Whilst most organisations are looking at streamlining some of their processes and making valuable transformations to these processes, many are ignoring some of the simple measures that can be put in place to instantly increase productivity, as well as prepare themselves for updates to regulations on how data is gathered, stored and shared.

“One simple way in which this can be achieved is through implementing automated digital document workflows. Essentially, this means digitising paper documents from selected processes and bringing them into business systems at the right point in the process,” adds Parkes. “However, many organisations fail to realise the potential of digital document workflows because they’re unaware of the efficiency gains to be had.”

For example an organisation may need to receive a paper copy of a health and safety form from every employee in the business, but needs to store a digital version of these forms in a secure location. Traditionally, the person managing this project would need to scan each form individually, receive it as an email file attachment, download each file, appropriately rename each file and save it in the correct place.

This is a hugely time consuming process, but with automated digital document workflows, the manager will simply scan all of the documents as a batch and through a pre-allocated barcode, each document will be automatically and correctly named and saved in the appropriate place, whilst those who need to be aware of the new document are alerted to its presence.

Parkes adds, “This streamlining removes repetitive steps and means that a task that could take an entire day, depending on the size of the organisation, is completed in a fraction of the time, freeing up the employee’s time and providing significant gains in productivity.

“However, it’s important that managers are involved in the creation of the workflow automation process in order for the entire document lifecycle to be understood, and therefore automated correctly. Having this input will also ensure the process will be used and therefore increase productivity.”

A document capture solution enables businesses to predefine structured and unstructured document workflows according to their needs. In short, digital document workflows are blueprint instructions that automate repetitive capturing, processing and delivery of digital documents.

Parkes concludes, “As well as looking at the bigger customer-facing processes that can be streamlined, businesses should also aim to automate continuous digitisation of paper based documents, in order to truly increase productivity. It is these simple steps in digital transformation that will pave the way for further changes and set the tone for the productivity gains to be had.”

Y Soft offers print management solutions for both 2D and 3D printers through its YSoft SafeQ workflow solutions platform. YSoft SafeQ solutions encompass a wide variety of capabilities, including integrated print management and advanced document capture, all of which make print and scan workflow processes more efficient, secure and cost-effective. YSoft SafeQ can be applied at organisations of all sizes, with tailored solutions available to suit the needs of any enterprise.

This was posted in Bdaily's Members' News section by Y Soft .