Paperwork and documentations are inevitable in any business setting. There are a lot of processes involved in handling documents, and it can be quite overwhelming, especially if you're not organized. Imagine dealing with different formats, versions, and approvals from different people—it can be a nightmare. It doesn't have to be that way.
There are ways to streamline document workflows and make your life a whole lot easier. From signing documents electronically to using the right software, this article got you covered.
Streamline Your Document Workflows Using These Tips
Here are four ways to reduce the stress of handling documents and make your workflows more efficient:
1. Go Paperless
One of the best ways to streamline your document workflows is to go paperless. It means digitizing as much of your paperwork as possible.
A lot of software allows you to sign documents online free of charge. Signing documents online is a huge time-saver, especially when dealing with many people in different locations. There’s no need to wait for physical copies to be mailed to you or faxed over.
There are software that allow integration with your email and document management systems. This integration makes it seamless to get documents signed and stored without hassle. Imagine not having to print, sign, and scan documents ever again. It’d be a dream come true for anyone dealing with a lot of paperwork.
If you're worried about the security of electronic signatures, don't be. They’re just as secure as traditional signatures and, in some cases, even more so. Some electronic signature software uses blockchain technology to ensure that signatures are tamper-proof. Every document on the blockchain is encrypted. Every action taken on the document is also recorded on the blockchain.
Transitioning from physical to digital documents also has its perks. For one, it's much easier to store digital files. Create folders and subfolders to keep your records in order. You can also label them accordingly so you can easily find what you're looking for later. Papers tend to get lost easily, especially if you have many. But with digital documents, you can be sure they'll always be in the same place.
Another advantage of storing digital documents is that it's easier to share them. If you need to collaborate with someone on a project, you can simply send them the file, and they can work on it from their computer—no more printing and passing around physical documents. If you're worried about the space digital files take up, you can always store them on the cloud. That way, you can access them anywhere and anytime without taking up too much space on your computer.
2. Invest In An Electronic Document Management System
If you're dealing with many documents, investing in an electronic document management system might be a good idea. Whether you admit it or not, you might store digital documents in different places—on your computer, in various cloud storage providers, in your email, and on a USB drive. Everyone has a way of storing digital files. The problem with this is it's hard to keep track of everything.
You might forget where you stored a specific file or accidentally delete something and not realize it until it's too late. If your company often deals with customers on the phone, efficiency is one way to keep them happy.
How will you get a high customer service rating if you spend 15 minutes looking for a document? An electronic document management system can help you solve all these problems. It's a way to store all your digital files in one place. So, instead of having files stored in different locations, you can have them all in the same system. This makes it easier to track and manage your documents.
Most electronic document management systems come with a search function. So, if you're looking for a specific file, you can just type in a keyword, and the system will show you all the files that match your query. You can also tag files and add labels to make them easier to find. A document management system ensures that you and your employees will never waste time looking for a file again.
3. Automate Document Workflows
Document processes such as converting PDFs into different formats like Word or Excel can be tedious and time-consuming. The same goes for scanning documents and attaching them to emails. If you're doing these tasks manually, you're wasting a lot of time that you could be spending on more important things.
Instead of doing everything manually, why not automate your document workflows? There are software that can help you automate different document processes.
For example, PDF converters can quickly convert PDFs into different formats with just a few clicks. There are also scanning apps that can scan documents and automatically store them in your document management system. There’s also software that helps to fill out forms. If you're constantly filling out the same form, then there's no need to do it manually every time. You can just input the information once, and the software will automatically populate the fields for you. It can save you a lot of time, especially if you have to fill out multiple forms.
Automating your document workflows won’t only save you time but can also help reduce human error and improve the accuracy of your documents. When everything is automated, you can be sure that your documents will always be up-to-date and accurate.
4. Train Employees On Document Management Procedures
If you want to streamline your document workflows, you need to ensure that everyone in your organization is on the same page. Training your employees on properly using document management systems and other software can go a long way. It can help ensure that everyone uses the same tools and follows the same procedures.
When everyone is on the same page, it's easier to manage documents. You can also avoid confusion and misunderstanding. Training employees on document management procedures can help make your workflows more efficient.
There are several ways to streamline your document workflows. By using a document management system, automating your workflows, and training your employees on proper procedures, you can improve the efficiency of your organization. Implementing these changes can help you save time and money in the long run.