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.
You may have found this article because either a) you were searching for an old Woody Allen movie and made an unfortunate error, or b) you’re looking to ensure your organisation is as effective as possible and you want to know more about this thing called ‘Document Automation’.
I’ll focus my efforts in addressing the audience for “b” – I’ll be extra helpful and suggest those looking for “a” should go here. All the B’s still here? Great!
Before we look at what Document Automation is and how it can be useful, we should clarify what it isn’t, as it’s often confused. Document Automation is about the creation of documents. It’s not about what you do with them – that’s Document Management. It’s also not about who will use the documents – that’s Document Workflow. Finally, it’s not about negotiating, that’s known as Lifecycle Management. The good news is, an effective Document Automation tool can and should work in partnership with all the aforementioned. As your organisational needs grow, so should your Document Automation support these additional requirements.
So, Document Automation – How do you know if you could benefit from it?
Quick quiz, answer the following questions:
- Do you work in an industry or vertical that has a high level of compliance? E.g. GDPR, SOX, HIPAA, FOIA, BSI etc.
- Could the contents of your documents cause impact to your organisation if they contained errors? E.g. Contracts, calculations, clauses, personally identifiable information etc.
- Do you have a high volume of repeatable documents?
- Do you have a dispersed workforce that need to access the same content?
- Does your team/organisation require to collaborate regularly on documents?
- Do you spend a significant amount of time drafting and creating any form of document? Don’t just think of Word documents – what about spreadsheets, presentations, emails?
- Do any of the documents you create have a significant potential value? E.g. Sales quotes, proposals, contracts.
If you answered “yes” to any of the above questions, then there is a good chance that a Document Automation solution could be of benefit to you.
But what I’m doing just now is what we’ve always done…
While the team here at DocGovern can wax lyrical about why almost any organisation can benefit from a good Document Automation solution, the reality is that many are persevering with what are effectively workarounds. Do any of the following sound familiar to you?
- Using ‘Find and Replace’ in your trusty old document.
- Using colour schemes to highlight what variables should be changed each time a new version of the document is created.
- Renaming an old document and then manually picking through all the changes that are needed to make it the “new” document.
While these can work short term, they will invariably lead to disaster, leaving you open to the following threats:
- Typos. One mistyped letter can completely change the intent of a document.
- Omissions. What did you leave out that you really shouldn’t have?
- Inclusions. What did you leave in that you really, really shouldn’t have?
- Poor Presentation. Do you really want your quotation going out in Comic Sans because Pete in Sales thinks it’s “friendly”?
- Compliance. GDPR is just the start. You have a legal obligation to ensure your data is secure and used correctly.
- Time Waste. Multiple people working on a document, emailing it back and forth, checking it, correcting it. The pennies are quickly becoming pounds and adding up.
So now you know…
A good Document Automation solution can address all these threats. A great Document Automation solution can address the threats and much more, pushing and pulling data held within your other business systems to minimise risk and maximise the value of the information that you already own.
There are a significant number of Document Automation solutions in the market (over 250 at the last count), and you can be sure at least one of them will provide you with the specific functionality you need. The key to selecting the right one is ensuring you fully understand what your organisation needs today and tomorrow, and that the chosen solution is built in a way to not only support this, but offer additional ways in which you can increase your operational effectiveness.
Like to know more? Get in touch, we’d be happy to help.