In any business, there are documentation requirements that, depending on the product or service, could be quite cumbersome. In previous years, physical pieces of paper will serve as the documents. This is to track anything that needs to be tracked by following the proper process. A computerized document management workflow system is the answer to all of these pieces of paper floating around.
A small business that may not have a computerized system of job tracking will create a record on a piece of paper. This paper will then follow the production of the work needed to satisfy the client. It may get scrunched up or dirty. It could get wet and unreadable or even lost on occasion. Installing a centralized workflow management system will prevent these things from happening.
The paper could be a new hire form. It will have several stops as all of the interviews, background checks and drug tests are competed and documented. It also could be a process change order. It will have many places to go, from origination through discussions and repair, modification or adjustment of the work, machine, or process.
Having an automated system that accepts the input about all of the documents you need every day will assist in the processes you use. Having a physical piece of paper, to many, is security because they can see what is on it and where it goes from there. A computerized version of that allows more people access. It can also be printed out, at any point so those people who need a physical copy can have one.
With this type of integrated system, a salesman, on the road can enter an order. It can be available to all of the people responsible for fulfilling it before the salesman or women get back to the office. Procurement can see it to know what is needed. The system may even be able to send a standard order to your vendors for appropriate materials to complete the order. Everyone will see and have access to the entire process.
In many of these automated systems, there are scheduling systems that will prompt appropriate actions. Every department can see where in the process each order is. This is especially crucial when work is spread out over multiple locations. The need for this type of access is important to supply or sales points overseas.
You want to know what is going on in your business at every step of the way. You need to be able to be proactive in follow up with any issues that crop up. It is crucial that, to able to do this, you need to step up to the twenty first century and remove as much paper as possible throughout your facility.
A small business that may not have a computerized system of job tracking will create a record on a piece of paper. This paper will then follow the production of the work needed to satisfy the client. It may get scrunched up or dirty. It could get wet and unreadable or even lost on occasion. Installing a centralized workflow management system will prevent these things from happening.
The paper could be a new hire form. It will have several stops as all of the interviews, background checks and drug tests are competed and documented. It also could be a process change order. It will have many places to go, from origination through discussions and repair, modification or adjustment of the work, machine, or process.
Having an automated system that accepts the input about all of the documents you need every day will assist in the processes you use. Having a physical piece of paper, to many, is security because they can see what is on it and where it goes from there. A computerized version of that allows more people access. It can also be printed out, at any point so those people who need a physical copy can have one.
With this type of integrated system, a salesman, on the road can enter an order. It can be available to all of the people responsible for fulfilling it before the salesman or women get back to the office. Procurement can see it to know what is needed. The system may even be able to send a standard order to your vendors for appropriate materials to complete the order. Everyone will see and have access to the entire process.
In many of these automated systems, there are scheduling systems that will prompt appropriate actions. Every department can see where in the process each order is. This is especially crucial when work is spread out over multiple locations. The need for this type of access is important to supply or sales points overseas.
You want to know what is going on in your business at every step of the way. You need to be able to be proactive in follow up with any issues that crop up. It is crucial that, to able to do this, you need to step up to the twenty first century and remove as much paper as possible throughout your facility.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Document Scanning Services he suggests you visit his friend's to learn more.
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