Effective Document Management Strategy. (AO-150)

Tags: Document Management Strategy, Document Management, effective document management, smart document management, efficient document management

 

Effective Document Management Strategy;

 

Many companies have a great product, a refined marketing strategy, and talented sales people - but what’s missing?

If you look at the way you manage your documents, including sales documents, proposals and invoices, here is where you may find your answer.

 

A global survey carried out in 2012 of IT workers and professionals found a big obstruction in productivity: challenges with managing documents.

 

Whether recipients can’t are unable to open documents sent to them employees and team members can’t locate the documents they need, these small things are all adding towards a massive loss in productivity. You should aim to adopt an integrated system which allows your team to create, send, store, and manage all company documents within the same platform.

 

Many employees rely on email to edit and share documents, however this is a flawed process because these email conversations pour into the same inbox as hundreds of other emails. This makes it harder to keep track of who has done what with each document and how to prioritize.

streamline both internal and external document collaboration, using a smart document automation platform. Many of these platforms are equipped with advanced technology, which allows your team and prospects or partners to comment directly on documents, in order to address concerns. The platform can track all comments and alert the appropriate people when action is needed.

Versioning issues waste a lot of time. For example, if John makes changes to a document and sends it to everyone, but not everyone sees the new version in time, those team members will continue work based on an outdated version, which means they’ll need to redo some of their work.

Build and send documents using a cloud-based platform that tracks and saves all changes automatically. You and your team will be able to see who makes changes, when, and have the ability access previous versions.

A poor document storage system could cost you a lot of time, money and effort. Teams need a better way to efficiently store and locate documents.

Documents shouldn’t be confined to a single computer or server. Use a cloud storage solution that enables your team to access, edit, share and save documents from anywhere at any time, even while out of the office. Not only that, many cloud storage solutions have built-in search capabilities, which can help everyone on the team locate the document they seek faster.

Again, the flexibility of cloud-based document storage can help a team collaborate easily on-the-go because not everyone needs to be in a specific place at a specific time to share documents. On a cloud-based platform, multiple people can work on the same document simultaneously, which means the team can knock out projects together quickly and efficiently.

Going paperless means more than eliminating paper expenses alone. It also means no more expensive ink cartridges and unpredictable printer breakdowns, followed by pricey repair appointments. Switching to digital signatures also means faster approvals, which may otherwise hold back workflow.

Automate the signing process by allowing clients or prospects to sign digitally. Make it interactive, allowing them to choose a color and font style, adding their personal touch. Without extra steps, like printing and scanning, document recipients can sign faster and with ease.

You can save your team time, by digitizing all aspects of the document cycle, from creating to finalizing. If projects are running a little slow, think about how new document management technology might help your team get back on track.

Does your team need a new document management strategy? What aspects of your workflow need improving?