As more and more businesses, regardless of size, leverage digital technology and embrace the benefits of Digital Transformation, what many do not realise is, implementing Document Automation can support your business on its Digital Transformation journey.
Let’s start with a couple of questions to explain how…
Do you work with documents every day?
Is accuracy and data important to your work?
Do you utilise data from your other business systems when you’re creating and working with these documents?
In 2018 there was an estimated 500 billion MS Word documents created, and each day 73 million PDF’s are saved to Google Drive and Gmail, that’s a hell of a lot of documents and data!
Automating this manual document creation is called ‘Document Automation’ and its one of the most powerful ways you can undertake a successful Digital Transformation.
1. Do More with Less
Document Automation can, if used wisely, genuinely help businesses and organisations of all sizes make significant improvements with productivity – easily more than an 80% time saving.
By automating everyday inefficient tasks and processes like manual document creation, chasing internal approvals and document signatures, you will optimise any workflows and your business processes will all be streamlined, saving you money.
2. Minimises Risk
Using Document Automation, the risk of human error is reduced, as efficient, user-friendly document creation processes are in place. Your regulatory requirements such as, GDPR, SOX, HIPAA, are met easily, through the use and enforcement of quality standards across all documentation.
The quality of any of your complex documents remains consistent and high, as automated workflows are in place to maintain this.
3. Maximises Value of Data
Most companies already have data elsewhere – in an Excel spreadsheet, a SQL database, a Client Relationship Management (CRM) system, and so on.
Document Automation helps you utilise the data you already have and processes that data into documents, data drives Document Automation.
Optimising your data processing workflow can help you drive efficiency and reduce your time spent on manual document creation.
4. Enhances Business Growth
Delivering substantial time and cost savings, the faster you can create and process documents such as quotes, NDAs, contracts, and other key documentation within your business, the quicker you can realise revenue – effective Document Automation can play a key part in this process.
Internally, you will foster collaboration across your business, as more efficient and productive processes and workflows are enabled. Externally, your customers’ experience will be improved, helping to further enhance your business growth.
To find out more about how Document Automation can support your business in a successful Digital Transformation, contact us today.
In this current climate, now that everyone is trying to conduct business in the cloud and with physical signatures being (almost near) impossible to enforce, the use of the electronic signature (e-signature), has come into its own.
With travel restrictions unlikely to be lifted any time soon, businesses and individuals need to adapt and find alternative means of signing documents and contracts, with companies also needing to ensure their employees are able to access e-signed documents remotely.
Although large companies have embraced the use of e-signature technology, SMBs are not far behind, and more and more have joined the ‘e-signature revolution’ to help streamline workflows, increase productivity and reduce costs.
According to Finances Online –
“The e-signature software market is one of the fastest-growing markets in the world, and the difference between using an e-signed document versus a traditional signed document is 37 minutes versus 5 days.
Compared to the traditional pen-and-paper approach, e-signatures are easier to use and offer considerable cost and resource savings, as well as an 80% reduction in turnaround time.”
To give you a bit more information, DocGovern and PandaDoc have put together this e-book, ‘An Introduction to Electronic Signatures’.
It outlines all you need to know from what e-signatures are used for and how you create one, to how legal they are. It also outlines the regulations in the US and the EU around them.
Although there’s a plethora of information out there about the subject, hopefully you find our e-book condenses what you need!
The million-dollar question…in fact…before I answer it…what exactly is a Document Automation consultant?
I promise this blog post will not be a sales pitch for DocGovern by the way, as, we are (surprise surprise), Document Automation consultants!
Let me start off by clarifying exactly what I mean by this…We provide consultancy services to a wide range of clients across a variety of industry sectors. The services we deliver are focused around Document Automation and of the clients we work with, some are already using Document Automation technology, whilst others are considering it.
For those clients using a Document Automation solution, the type of consultancy service we provide ranges from our on-demand service for general needs, a migration service, as some of our clients are moving from their current Document Automation vendor to another, or our template development service, which provides exactly what it says on the tin. Those clients who don’t use Document Automation technology tend to start with our solution selection service before moving on to any number of the aforementioned.
Okay, slight sales pitch in above, fair enough, although I didn’t go into the benefits of all these services…😉
So now you know the type of services a Document Automation consultant can provide, getting back to the title of the blog post, why do you need one?
Company ‘A’ already has a Document Automation solution. They feel they’re not getting the most out of it and it’s no longer meeting their needs, but they don’t really know what to do. They know there are many Document Automation vendors in the marketplace, but if they move, they’re worried that all the data and templates they have in their system will be lost, or it will be too difficult to ‘re-learn’ another platform.
Company ‘B’ is also using a platform which doesn’t meet their needs. They want to maintain their existing licenses for the solution, including their template database and data files, but they don’t know what their options are.
Company ‘C’ has heard of Document Automation and they’ve looked at a few solutions already, but are baffled by the huge array of vendors out there and really need advice about what solution(s) they should consider for their specific business needs, in order to justify the ROI from the technology.
Company ‘D’ needs templates created quickly but doesn’t have the time to do it in-house and equally, can’t and doesn’t, want to spend a lot of money outsourcing the work.
All these scenarios are ones we have encountered, because a Document Automation consultancy company can help with all of this and more.
When it comes to looking at the Document Automation solution marketplace and assessing it extensively, a consultancy company has the benefit, (luxury?) of being objective in its approach. With over 250 Document Automation solutions in the marketplace, companies don’t have the time to review the features and benefits of each one, let alone negotiate a good deal on pricing, so why not let a Document Automation consultancy company do the hard work – here’s our process.
A good Document Automation consultancy company works with the client to understand their business and specific use case. If the client decides they want to implement Document Automation technology, the consultancy company can build and agree on bespoke pricing and licensing structures, which are unavailable via other channels.
Document Automation consultants are experts in their field, (FYI, our Founders have over 100 years’ experience in the Document Automation sector), so dependent on your requirements, you can be sure you are in good hands when it comes to solution selection, migration projects or a support service.
Developing templates cost effectively, quickly, and efficiently is also something a Document Automation consultancy company can help you with. Having an experienced template development team to do this is crucial, be it on an ad-hoc or more cost-effective subscription basis.
If you’ve read this far, I’m hoping I’ve helped you consider the value of a Document Automation consultancy company, but you might still be thinking…
But isn’t Document Automation just for law firms….
Absolutely not, and I realise I may be going slightly ‘off piste’ here, but thought it was an important point to include.
Many non-legal businesses think Document Automation isn’t applicable to them.
A company of any size, (be it an SMB to global organisations) in any industry that utilise data and documentation and who have to meet regulatory and compliance responsibilities, can benefit from an effective Document Automation solution.
The benefits of implementing Document Automation across a company is something which I won’t go into here, however, feel free to browse our Resources for more info on this.
Hopefully this blog post has answered the question, ‘Why do I need a Document Automation consultant?’ and apologies for not adding in a disclaimer earlier to let you know a ‘few’ hyperlinks to certain webpages would be included within the content. After all, there’s no way I could write a blog post on this subject without a ‘tiny’ sales pitch about us 😉
Get in touch with DocGovern today. We can make Document Automation work for you.