Paper-Heavy Processes? : Challenges and Solutions
Jacqueline Odhiambo
Supporting SMB Leaders in Paperless Change I Digitize I Secure I Streamline for Maximum Efficiency.
In our previous conversation we looked at the areas in our work flow which are usually paper-heavy within our companies.
How do we manage around these areas to increase efficiency and productivity?
And first of all, what are the challenges we face in these paper-heavy areas?
Challenges caused by the paper-heavy processes
Companies that are still relying on paper documents have high operational costs, inefficiencies and high-security risks. These are caused by Document-heavy processes, which are major bottlenecks to these companies. These challenges include.
Large volumes of paper documents.
These documents occupy a sizable space in the workspace. Reducing the space that can be used for productive work. Onboarding, payroll and performance reviews generate a lot of paper documents, which causes challenges in storage. And this also includes paper receipts and invoices. In Engineering and construction blueprints, contracts, and permits generate large amounts of paper. This leads to difficulty in collaborating on updated plans.
Risk of losing or misplacing documents
There is a risk of losing or misplacing documents as the documents pile up in the storage area. Documents tend not to be returned to their original position after retrieval. Managing and retrieval of historical records becomes a challenge due to the piled-up paper documents.
Processing is slow and error-prone
Contract reviewing and approvals can be lengthy, slowing down the process. Manual invoice processing can be slow and error-prone. Manual filing, especially in HR, can create compliance risks. There is a risk of losing customers' important documents. Paper-based files can slow down response time to customer queries. Tracking customer interactions and requests becomes difficult. In the health sector, sharing information between departments tends to be slow. In insurance, processing claims manually leads to delays, and paper-based claim forms increase errors.
Difficulty in tracking of Contract and Compliance Renewals
Tracking of contract and compliance renewals can be difficult or can be missed out altogether.
Slow speed in execution of paper-based signatures
Execution of paper-based signatures can be slow and especially when signatures are required from several stakeholders. If a signatory is not within the office or has travelled then the signing has to be put on hold.
Lack of visibility in Financial Transactions
Manual processing makes it difficult to track inconsistencies. The finance team struggles to hunt for missing or lost documents, making things even harder.
How do we overcome these challenges?
By -
Conclusion
Minimizing paper use and automating your processes will help you in both your operations, paper-heavy processes and Financial paper-heavy processes.
Want to experience the same transformation? Join our Bi-weekly Paperless Workflow Workshop!
??Learn Step-by-Step how to transition from paper to digital
??Learn how to identify paper-heavy processes in your company
??Learn Tools and Strategies for digitization
??Have an interactive Hands-on Activity of digitizing and creating a digital folder structure.
??Learn how to build and maintain a paperless workflow
??Manage Change within your Team.
Purchase a copy of my E-book: An Introduction to Electronic Document Management Systems for Small and Medium Businesses. Which entails:
??What an Electronic Document Management System is
??Choosing the right Electronic Document Management System.
??How to implement an Electronic Document Management System.
??Managing change when implementing an Electronic Document Management System.
Cadtech Services Ltd Kenya is a Small and Medium Business supporting Organizations to simplify their transition to a paperless future.
Our services empower organizations to improve efficiency, enhance document security and adopt sustainable practices
Through transforming paper files into accessible, searchable digital formats.
Through protecting sensitive data with eco-friendly shredding solutions.
Through equipping your team to embrace paperless processes confidently.
Through optimizing workflows with cutting-edge technology.