Inefficiencies and frustrations around manual paperwork have become all too familiar. The endless stacks of forms, contracts, and reports consume valuable time, drain resources, and hinder productivity. Fortunately, there is a transformative solution on the horizon: document automation. By embracing the power of automation, businesses can bid farewell to manual paperwork and unlock a new era of efficiency and streamlined operations.
Why it’s time to cut down on manual paperwork
The challenges and inefficiencies of manual paperwork
Manual paperwork poses many challenges that hinder operational efficiency and impact the bottom line. The average office worker generates approximately two pounds of paper products daily, leading to overwhelming piles of documents susceptible to loss, damage, or misplacement. Moreover, manual data entry is prone to human error, leading to inaccuracies that can have severe consequences. These challenges waste time, drain resources and impede organizational growth.
A study from AIIM found that 56% of organizations still rely heavily on paper-based processes. And that’s despite the availability of digital alternatives. Obviously, this is super inefficient, but it also leads to higher costs for your company. For example, paper, printing, and physical storage costs add up (big) over time. What’s more, searching for documents, filing paperwork, and manually entering data is a major time suck.
5 Ways document automation supports efficient work
1. It reduces errors and improves accuracy
Document automation brings precision and accuracy into your operational processes. You can automate the creation, processing, and management of documents, minimizing the risks of human error. And your automated workflows let you capture data with consistency and accuracy. And that then reduces the risk of costly mistakes. With document automation, you can maintain high accuracy and integrity in your documents. And you can do so while improving your operational efficiency.
According to a report by PwC, 80% of all business data contains errors. These errors can lead to severe consequences like compliance issues, financial losses, and a damaged reputation. Document automation mitigates these risks by automating data entry, validation, and verification processes. You can rely on consistent, accurate information by eliminating manual data entry.
2. It saves time (and money!)
Time is a precious resource, and manual paperwork drains it away. Document automation streamlines your document generation, distribution, and storage processes. Automated templates and workflows let you create documents in minutes. (Not hours or *gasp* days.) And, document automation nixes the need for manual filing, searching, and organizing. That then frees up valuable time for more strategic tasks. Reclaiming that time lets you reallocate your resources to drive productivity.
The time saved through document automation has a huge impact your bottom line, too. According to a study by McKinsey, you can save up to 80% of your time by automating document-related processes. You can redirect that time to revenue-generating activities and customer satisfaction initiatives. Furthermore, the cost savings that come with less printing, storage, and manual labor expenses can be massive. And that can contribute to a boost in your financial success.
3. It streamlines knowledge sharing across your organization
Document automation helps you streamline your knowledge sharing. By creating one central, digital location for information to live, employees can get what they need, when they need it. They won’t have to go through the tedious tasks of manual searches. Nor will they get smacked with communication delays. With document automation, knowledge becomes a resource available to all. And that then fosters a culture of efficiency and productivity.
Traditional paper-based documentation often leads to siloed information and limited access. Document automation breaks down these barriers by providing one place to contribute, update, and access docs. This ensures everyone has access to the latest information. And it reduces the chances of miscommunication.
4. It cuts back on tedious admin work
Administrative tasks are essential but can be time-consuming and monotonous. Document automation is a respite from these tedious tasks. From data entry to document formatting, automation can handle your most mundane activities. That then lets your team have more time for value-added work. Not to mention, you can also boost employee morale and engagement with automation. You’re cutting down the admin burden and increasing your operational efficiency, letting people feel good about the work they’re doing.
Automated document creation and formatting ensure consistency and adherence to branding guidelines. Instead of spending hours manually adjusting configuration or copying/pasting content, you can automate it. This saves time and ensures your content has a professional appearance and adheres to organizational standards.
4 examples of how to use document automation to drive efficiency
Example 1: Sales department
Document automation simplifies the proposal creation and approval process for sales. Rather than crafting proposals and contracts from scratch, sales teams can quickly use automated templates7. This lets them generate professional, customized documents in seconds.
Once you’ve built your proposal, automated workflows can route recommendations for approval and capture digital signatures. This speeds up the whole sales cycle, without burying your team under mountains of paperwork.
Example 2: Human resources department
The HR department handles numerous documents, including employee onboarding forms, performance reviews, and benefits enrollment. Document automation simplifies these processes by automating the creation, distribution, and tracking of HR documents.
An automated workflow can send new employees their onboarding forms. Then, once complete, document automation can input that into your HR system.
Your HR team can also streamline performance reviews and enrollment periods. Adding automated workflows to those processes ensures all employees finish the required documents. (Without nagging.)
Example 3: Operations department
Document automation can streamline your inventory management and supply chain processes. Automated workflows can generate purchase orders, track inventory levels, and manage vendor contracts. You can reduce errors, improve inventory accuracy, and make sure you know when you need to restock by automating these tasks. And in the supply chain, you can limit stockouts and improve performance, too.
Example 4: Legal department
The legal field relies heavily on contracts, agreements, and compliance documentation. Document automation simplifies these complex tasks by automating contract creation, review, and approval processes. Lawyers can use pre-approved templates and clauses, ensuring consistency and compliance.
Automated contract management systems let your team access documents instantly. It reduces search time and improves your team’s responsiveness to legal inquiries, too. With document automation, your legal team can operate with both efficiency and accuracy.
There’s little question that manual paperwork is a burden that drains time, money, and energy from businesses. Embracing document automation opens a new era of efficiency, accuracy, and streamlined operations. By reducing errors, saving time, facilitating knowledge sharing, and cutting back on tedious admin work, document automation empowers businesses to thrive in the automation era. Say goodbye to manual paperwork and embrace the transformative power of document automation to unlock a world of productivity and success.
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