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.
DocGovern has entered into a new partnership with document creation company Doc2.
Doc2 is a cloud-based document creation automation platform which allows companies to create, send and eSign their contracts in seconds. UK based, their clients range from SME’s to large businesses across a variety of industry sectors.
Gary Lessels, Managing Director at DocGovern said-
“We are delighted to have signed a partnership agreement with Doc2. They very much see the value in Document Automation and the benefits it can bring to any business, specifically those looking to initially adopt Document Automation, without the typical costly overheads or protracted setup.
There is a great deal of synergy between DocGovern and Doc2’s aims and values, and it made sense for both companies to work together to deliver an optimum service and provide support for our Clients looking to maximise their use of Document Automation.”
Josh Harris, Founder & CEO at Doc2 said-
“We are delighted to be working with DocGovern. Their expertise and knowledge of Document Automation is an absolute asset for us, and this partnership is bringing together two influential service providers focused on helping business get the most from Document Automation.
This collaboration will enable both businesses to address the needs of the market and we are very much looking forward to what the future holds.”
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.
Document Automation consultancy company DocGovern, has expanded its technology partner portfolio with Avvoka.
Founded in 2015, Avvoka is a document automation, negotiation and analysis platform designed to help law firms, in-house legal teams and businesses draft documents, negotiate them, and leverage data insights from that process. Their clients include Allen & Overy, Baker McKenzie and WarnerMedia.
Gary Lessels, Managing Director at DocGovern said-
“For us to deliver exactly what our clients’ need, DocGovern’s unique approach to assessing technology partners is a crucial part of our process. We are delighted to have partnered with Avvoka and they will be a valuable addition to our technology partner network.
Their next generation technology delivers a new approach to Document Automation and we are very much looking forward to working alongside them.”
Giles Thompson, Head of Growth at Avvoka said-
“Our partnership with DocGovern will enable us not only to expand our client base, but also increase our brand awareness across other industry sectors and show how Avvoka’s technology can help companies automate, negotiate and analyse.
DocGovern’s reputation across Document Automation and the other steps of the document production and retention process is absolutely excellent. We are thrilled to have entered into this new collaborative relationship and for its future.”
Let’s Get Back to Basics
As a small business you may have read or heard about Document Automation and how it could save you a significant amount of time and money…but, before you even contemplate a new expense lets be sure to look at the basics.
- What exactly is Document Automation?
- As a small business, how can it help me, i.e. why should I be interested?
- What if I don’t create that many documents, how can Document Automation still be beneficial for me?
This post will (hopefully!) answer all the above for you and give you suggestions towards what your next steps should be, should you decide it’s something that could add value to your business.
So firstly, what exactly is Document Automation?
According to Wikipedia, ‘Document Automation is the design of systems and workflows that assist in the creation of electronic documents.’ That’s pretty stuffy and academic so let’s do some translation.
As we looked at in a recent blog post Document Automation is about the creation of documents. It’s not about what you do with these documents – that’s Document Management. It’s also not about who will use the documents – that’s Document Workflow. You’ll also see the term ‘templates’ routinely being used. A template is the master that you generate documents from – your ‘Control’. Simply put, your Control ensures you can quickly create accurate, impactful documents repeatedly, at a fraction of the cost of manually creating them. Templates can be Word documents, spreadsheets or even PowerPoint presentations.
As stated in our White Paper, Document Automation has been a standard in various compliance intensive industries for decades. It not only helps to streamline workflows, which results in more productivity and less wasted cost, but effective Document Automation also gives you more time to focus on what matters to your business – selling and serving your Clients.
As a small business, you may think that Document Automation doesn’t apply to you, or you might think you don’t need it, which leads nicely onto our next question…
How can Document Automation help me, in other words, why should I be interested?
The benefits for a small business of implementing Document Automation are numerous. Even if you’re a sole trader, or your business only has a small number of employees, you could benefit from:
- Significant time and cost savings on document creation and processing.
- Reduction in the risk of human error due to having efficient, user-friendly procedures in place.
- Your regulatory requirements, e.g. GDPR, SOX, HIPAA, being met easily, through the use and enforcement of standards.
- The ability to communicate and edit documents in real-time.
When Document Automation is delivered correctly, the output will not only be more efficient, but can help underpin growth across your business.
Document Automation used to be an expensive, resource intensive undertaking only tolerable to larger organisations. That’s no longer the case. There are now some great solutions designed specifically for businesses of different sizes. What used to take weeks or months to set up, can now be done in hours. What used to cost tens of thousands of dollars, can now cost less than a daily cup of coffee. This page highlights some Document Automation solutions specifically for SMB’s.
You may also need to create and send your documents quickly, efficiently and professionally, or have them legally signed by your Clients, Staff, Partners or Suppliers, our e-book will tell you all you need to know about electronic signatures.
It’s worth remembering that the software subscription for your chosen Document Automation solution will likely be recognised as an allowable expense against the profits of your company and in consequence the corporation tax can be lower as well. A win-win scenario where adopting the solution can save you time, increase profit and quality of service, all while the actual cost is recognised by HMRC as a deductible expense. This article from The Association of Taxation Technicians, (try saying that quickly), explains a bit more.
Check out our graphic illustrating six questions to ask yourself if you’re thinking about Document Automation, if you’re still not convinced😉
What if I don’t create that many documents, how can Document Automation still be beneficial for me?
Finally, you may be a sole trader, or your business only has a small number of employees, you could still be thinking, ‘we can do that ourselves’. From creating NDA’s, to drafting contracts of employment, to generating invoices, every business creates documents, and these documents are no doubt being created multiple times per month.
Just think, if you could use a Document Automation solution to create templates of these documents, wouldn’t that allow you to save a significant amount of time? Our ROI calculator will let you see the how much time you could save implementing Document Automation – you may be surprised.
Get in touch with us today for a no-obligation chat. We will help you be the best, most productive and efficient business you can be.
Last week, our Chief Technology Officer George Steven, presented a webinar on how the Real Estate sector could save time and money creating high quality content for property brochures or valuation reports without the need for expensive publishing tools. It was a great success and the feedback from attendees was extremely positive.
As we were putting together the webinar presentation, (I say ‘we’, but it was mostly George!), it occurred to us that the functionality in the software we were demonstrating on the webinar, would be applicable, and also beneficial, not only for the real estate sector.
The webinar’s focus was around creating property brochures or valuation reports more cost effectively and efficiently. George demonstrated a Document Automation platform that supports images and charts, allowing users to easily import these into a Word document. The result is professional looking content, at a fraction of the cost of expensive publishing tools.
Real estate law firms, as well as legal organisations who have an in-house real estate or commercial property team or person, could certainly benefit from this type of software platform to help them create a more streamlined approach to producing high quality content, at significantly less cost.
As part of the webinar, there was a live Q&A session at the end, and attendees asked a number of interesting questions. I’ve outlined a couple of these questions below and their answers.
Q. How much would a solution such as this cost?
A. Pricing is very much dependent upon the needs and use case. The key variables to think about are – how many users you have, how many templates you need to author, and who will be doing that, and how many pages or times each template will be assembled. Assuming you have the database and don’t need any help with that, then pricing should be a pleasant surprise given the Return on Investment (ROI) you will see.
Q. How long will it take me to get onboarded, up to speed and self-sufficient in using it?
A. No more than a couple of hours. So, let me caveat that; you might not be an expert in a couple of hours, but you will be heading in the right direction. The template shown on the webinar did not take long, 2 hours approximately, from starting the template, to having all the variables set. The ROI is enormous at that point. If you can spend a couple of hours creating a template that will reuse content from a database you already have, then you don’t need to do any adjustments, edits or photography work each time you need to produce a document. Once you have built the template, and each time you use it, you should hear the ‘Cha-ching’ of a cash register in your head, and that’s how Document Automation should be.
Q. Can I do this myself?
A. Yes! The key benefits you should look for in Document Automation relate to you being as self-sufficient as possible. You don’t need to be a software developer to author templates for a Document Automation project. If you are comfortable with Microsoft Word and Excel, then this shouldn’t challenge you too much.
There are a couple of key things to remember; when looking at solutions, you shouldn’t just look at the product, you should also look at the company and how they deliver the service; training, pre-delivered templates, help guides, error handling, documentation, ‘wizards’ to help you through common tasks – DocGovern can help you evaluate all these key elements. It’s clear some Document Automation Products are ‘technical’, and some are solutions – most people want solutions to their problems to help with their Return on Investment (ROI).
Q. Are there other solutions that support Images and Charts in this way?
A. Yes, there are a few. In our experience as a Document Automation consultancy company, we run a series of processes (our ‘Continuous Assessment Map’), to appraise ourselves of the marketplace. We are vendor agnostic, and act as an aggregator of Document Automation solutions to ensure we service our Clients’ needs both today and in the future.
There are many solutions in the Document Automation marketplace, many with overlapping functionality – some will have unique benefits that will make them a clear choice for your business. It is all about your individual use case, to ensure you get the best possible solution, or solutions, for your needs.
View the on-demand recording of the webinar in full, and get in touch with DocGovern today to find out more about how to save time and money creating high quality property brochures and content using a Document Automation solution such as this.