Digital transformation is 2020’s hottest business topic… a digital strategy has become imperative for every organisation.
Dan Wajzner, MD of Document Logistix, which has its head office in Milton Keynes, says that 2020 has brought into sharp focus many of the digital operations topics that have been under discussion in the last decade.
“The technology sector has been accustomed to remote working for some time, with elements of digital workflow systems, and making use of the cloud. This year, our tech sector customers have looked to enhance their digital practices by increasing automation and adding stronger compliance measures.
“What we have also seen is the emergence of a new prospect profile among companies whose staff historically relied on being together in an office. How do they collaborate properly at distance, how does the business protect data and documentation as it moves around the company, how do staff stay efficient, and how do managers monitor tasks?
“The pandemic caused shockwaves in more ways than one. But we are seeing many positives in the way companies are adapting to new conditions. The big social change has been the potential for improved work-life balance, especially for those who spent hours commuting. The big business change is that companies have started to embrace digital opportunities that once seemed daunting, complicated or expensive.”
Is your workflow efficient?
What happens when your staff save business critical information in several locations?
Especially during a period of business disruption, information is saved in: Outlook folders (emails), on PCs (personal folders), in desk drawers (printed documents), in filing cabinets (manila folders), in storage boxes in warehouses, and on multiple servers, or cloud locations and hard-drive back-ups.
When someone needs a specific piece of information, how often do they have to ask another member of staff to look through emails and forward information to them? Such processes of storing and retrieving information are time consuming, wasteful and risky.
Daisy-chained systems are not sustainable. Document Manager is designed to capture and hold one version of an asset (document, image, etc) securely and compliantly. Data can be captured from multiple systems (a mix of paper-based and electronic information) to create a central digital hub and interface for any size of business.
Document Manager has dashboards and checkpoint alerts to keep everyone in the workflow loop and enable people to work collaboratively.
Digital transformation involves culture change
Digital transformation involves using technologies to create new business processes, cultures, and staff and customer experiences to adapt to changing business environments.
For traditionally office-based businesses – for example, accountants, professional services, banking, finance, legal, research, consultants, health, housing and property – systems review is required at a fundamental level. However, when an organisation has the will, change can be brought about in a relatively short period.
For data compliance, it is imperative that the whereabouts of documents is known, together with a time-stamped auditable record of access and activity. Duplication of documents, or their removal from a system, instantly generates unnecessary risks, from loss to data breach or criminal activity.
As many companies report that working from home more frequently will become a regular practice, organisations will need resilient systems in place to facilitate management control as well as staff productivity. Technology is seen by HR directors as a potential barrier to remote working (Gartner, March 2020), however a digital system provides managers with a dashboard view of operations with checkpoint alerts.
There will be new drivers when the commercial world fully re-opens; businesses will seek new agility, while some historically office-based staff will seek more flexibility in terms of location and hours.
Only a digital solution provides the workflow efficiency, security and management control required to evolve your business with complete confidence.
Strengthening remote work for the future
If there’s one lesson for businesses to take from this turbulent period, it’s that change happens fast, which is not to say an organisation can’t adapt. An innovative business that embraces digital processes is better prepared for change.
Document Logistix plays its part by providing solutions, technology and resources to help you focus on what matters. That includes helping customers to continue to invest in the necessary tools to be secure, connected and productive.
Here are some of the proven benefits of working with Document Manager that Document Logistix can help you introduce to your organisation:
- Index and assign electronically received emails and documents to a secure central hub
- Centralise data access for all, with controlled access levels
- Fast document search and retrieval
- Simple policy-based filing from remote locations
- Automated workflows from input to finalisation
- Threshold alerts
- Workflow collaboration
- Assured compliance
- Stress-free audits