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How Paper-Based Process Kills Your Productivity?

Written by Lillie Jenkins on 8 Auguste 2022

Let us guess, do you seek ways to optimize your company and raise your outcome? You might have the best specialists who create the best product ever. Also, you may take care of your clients and attract new customers. Yet, all of those mentioned above do not boost your business?. Thus, let us look closer at the paperwork and document management bottleneck. It may not be an obvious solution. Yet, if you are still using printed documents, it may cause the optimization to slow down. How is it? Below we will consider why it is better to leave printed papers in the past to speed up productivity. Keep on reading to catch insights!

 We want to show you what spheres of working life are affected by using printed copies and documentation control. You will see how personnel perceive the issue and how you can make their working processes better.

Workflow

We will start from the point that a paper-based process kills the workflow. If one possesses small entrepreneurship with a few specialists, it may work well for them. Yet, once you have hundreds of personnel, tracking every change registered on the paper becomes impossible.

The three main pillars of a document management system are speed, user-friendliness, and customization flexibility. It is essential for a business that the system performs the tasks of its business while being easy to maintain and expand and not become an unreasonable burden on the company's budget. The full-fledged management systems should have the functions of preparing and coordinating documents, including scanning and recognition. Also, there must be control, accounting, and storage functions.

Tracking

Then, it is hard to find some detailed information quickly. When one adds changes, another must go to the archive and look for the required paper. It may take, in general, 10 minutes, but that means that other tasks keep waiting. That requires time and effort and may even make your client choose to deal with another company. 

Besides, it would help if you kept working on the catalogs and the rules to implement into action. Some printed documents carry private information that you can not share with others. When you have a digital transformation and copy, you can click to find it and terminate the usage of the document. Otherwise, you should go, take, and bring the papers back to keep them safe.

Education of a newcomer

You may ask a third-party specialist from one of the best writing services to work out the education strategy for a new specialist. Yet, if you print the resulting documents out, it would be difficult for him to pass the employee onboarding and learn everything.  

Content management is essential at all levels, yet, it is more convenient in digital document management software.

Multitasking

It is not good when one should talk to a client in front of him and reply to the colleague about some critical papers. It turns into unnecessary multitasking. It makes it much more challenging to collect thoughts and filter out irrelevant information, affecting work quality and efficiency.

When the brain multitasks, cortisol levels, the hormone responsible for stress, constantly rise. It is exhausting and makes you feel mentally exhausted, even if the working day has just begun. It will be much easier for them to look for the required information in the mobile app, write electronic signatures, and have a file cabinet on their PC.

Tiredness

Have you ever seen tables full of folders and piles of paper? Have you also seen the tired person sitting at one of the tables? The amount of documents in the workplace negatively influences the job's effectiveness.

The workplace cleaning standard means you can easily reach all the things and documents you need and just as quickly put them in their place. All this without getting up from the table. You would like your employees to spend time on other things than looking for some pieces of paper, won't you?

Cognitive functions

The price of multitasking is relatively high because it damages the brain. It does so when an employee wants to catch up on doing a whole bunch of things simultaneously. For example, it happens when one constantly looks for some information in diverse papers.

When people think they are doing several things at once, they actually switch from one task to another very quickly. And every time they do this, specific cognitive resources are wasted. So, for example, it would be great if people could devote time to developing your business but not following the security rules and dealing with documents.

Archive

Once you run a paper-based process, you should create a proper archive to keep these documents safe. In addition, you should have personnel in charge of that. It requires additional funds. Indeed, some spheres can not avoid these procedures, for example, hospitals, auditory departments, etc. Yet, simple automatization and digitalization are better solutions for an IT startup or online store.

Other significant consequences of automatization include accelerating business processes and expanding their services or presence in the market without increasing staff. In addition, when the employees are freed up due to the digitalization of workflow, they avoid routine and deal with more intellectual work.

Invoices

There is a way to help your account departments out of trouble. It seems that the load of paperwork will last forever. Yet, it is not valid as long as you consider automation of business software processes and implementation of management systems. Thus, your accountants will look for documents, invoices, electronic forms, and purchase requisitions in the program and proceed with them to all concerned parties.

The process kills your productivity with printed documents requiring different people's approval. Things become more challenging when one should always go to the archive. Automation saves time. Everything happens in minutes, not hours or days. Most of the time spent on business processes is "intermediate" time, waiting. Automation instantly removes all the wasted time.

Lost important papers

When a team operates with printed documents, they may pass them to one another. What happens when someone takes a sick day or vacation? It may cause inconveniences for others. In the best case, the left will receive many calls from the office to help them out. It is not the way it should be.

Moreover, what if it is not possible to retrieve the copy? That will be a recovery disaster! Therefore, your employees should add the signed documents of the only exemplary ones to the electronic forms.

We hope you see the need for a document management system that will match the needs of many interested parties, you, your workers, and your clients. Good luck!

Bio: Lillie Jenkins is a creative copywriter and content writer. She has worked as a copywriter since school, so her writing skills are well-honed. She works as a copywriter at the famous writing center BestWritersOnline and as a proofreader at the custom writing company TrustMyPaper. She writes publications in marketing, business, education, and personal life. More than writing, Lillie loves to travel and read professional literature.