We are all well aware that documents form an essential component of any business. They not only promote accountability but also help in the day-to-day working of a business. For decades, manual document management systems have proved their worth. It does make sense to have manual processes at the start of a business or if you have a small setup in place. However, as the business grows and expansion begins, it can be a very tedious practice. This in turn can take a heavy toll on the organization’s workflow and cash management activities. That said, automation of workflow processes is no longer a “nice to have” but it has almost become a vital tool for survival in the ever competitive markets. Moreover, hiring expertise in workflow automation can go along in enabling you to improve productivity, and ultimately your company’s bottom line.
Let’s look at how document workflow solutions help in running a business:
A more organized environment – It ensures your team can access and deliver electronic documents in real time. This data can be used to generate real-time reports and insights, thus helping improve your business decision-making process. Such a system also facilitates easy access to documents from any point of the globe, enabling a mobile workforce. Communication is smooth, and employees are always in the know.
Reduced Human Errors – Manual data entry is usually plagued with human errors that cost time and money. Workflow automation solutions help you eliminate human errors, thus boosting your business process.
Reduced Costs – Not only doesyour business processes get streamlined but it also helps you cut costs. A business without printers, ink cartridges, and printer maintenance s can keep your expenses at bay. Plus by going paperless is an eco-friendly option as well.
Increased transparency and improved accountability – Keeping track of all your business operations and how employees handle every task can be mind-boggling. A proper document automation integrated into a project management system lets you assign work and easily monitor the progress and expose bottlenecks if any.
Lesser redundancies – With all your data entry automated, you not only cut labour costs but also reduce the higher chances of human error in data entry. You can easily spot redundant activities that cost your business time and productivity.
Better back-up system – Without backup systems, documents stolen or destroyed in natural disasters like fire and hurricanes can cripple a business. Electronic documents can safely be stored in hard drives and smartphones that are easily portable, and people can walk around with.
Often it happens that business users are unaware of the stakeholders involved in the execution of certain documents. This leads to back and forth interaction with the legal team till everything is crystal clear. Clearly a time consuming affair nonetheless.
Checkbox is a trusted name when it comes to handling document workflow solutions smoothly and effectively. Their powerful calculation engine and decision-tree logic guides business users to the appropriate signatories based on factors like document type, financial impact and risk rating. They also utilise native e-signature integrations to capture electronic signatures from the final signatories, thus saving time and effort by senior executives.
Why is Checkbox the best workflow automation software?
- Saves your legal team’s time and lets them focus on high value tasks
- Document execution turnaround time is considerably faster
- Manages all your document execution requests
- The smart forms provide an easy-to-use document execution request form for users to place their requests
- Based on inputs, the calculation engine automatically determines the necessary approval path
- Collects an e-signature form the final signatories
- Stores executed document along with an approval transcript
- Customizable dashboard lets you track your document’s progress right up to the approval stage
All said and done, automation is no longer perceived as the future of business, but on the contrary it is the way to go for today’s business. However, this does not necessarily mean that manual document management systems are “bad”, or for that matter and businesses should immediately adopt workflow automation solutions. But one thing is absolutely crystal clear; using a manual system in a digital word is definitely seen as a race to the bottom.
With an electronic document management system like that offered by Checkbox: your business process will be streamlined, revenue will increase, your employees will surely appreciate their work getting easier and efficient, and your business will undoubtedly grow to a large extent.