Member Article

Effective scan workflow software is crucial in taking the HR department into the future, says Y Soft

HR teams need to understand the importance of workflow management solutions in automating onerous tasks and improving productivity

HR teams have faced increasing pressures in recent years, with greater emphasis on technological advancements, employee engagement, changing working habits, and most recently, the impact GDPR will have on their internal employee databases. It’s therefore never been more important for HR teams to find solutions to automate day-to-day tasks, freeing up time to focus on these important issues. This is according to Y Soft Corporation, a leading enterprise office solution provider.

Print management and automated scan workflow solutions are often praised for their ability to make organisations more productive, and to increase document security. While these advantages are clear, businesses should also consider how these solutions can free up time for HR staff to work on more innovative projects.

An area where HR department efficiency can be increased is by implementing a scan workflow solution which automates the delivery of scans to authorised repositories. These empower employees to complete common scanning tasks much more quickly by using scan workflows that have pre-defined capture settings, optical character recognition, file name protocols and automatic, secure digital workflow delivery.

“As an example, an organisation may need to receive a paper copy of a health and safety form from every employee, but needs to store a digital version of these forms in a secure location. Traditionally, the HR 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,” says Nick Parkes, Regional Sales Manager at Y Soft.

He continues, “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.”

This is just one example of the myriad ways workflow software improves processes, with further benefits seen in staff onboarding, performance reviews, training & development, benefit distribution and so on.

Parkes concludes, “Real productivity gains happen when automated workflows eliminate time-consuming steps. Managing HR at any organisation is more stressful than it ever has been. To stand the best possible chance of keeping staff issues under control, HR teams need to be innovative in their thinking. Turning their attention to scan workflows can effectively help streamline office processes and ensure less time goes to waste.”

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