Three simple steps to improve workplace efficiency.

Three simple steps to improve workplace efficiency

13 August 2018

  1. Sweating assets

  2. Maximising investments

  3. Getting the most of out your resources.

Whatever you call it, we’re all talking about the same thing: the constant drive for efficiency. And it’s not hard to see why so many of us are focused on it. For many businesses, additional resource simply isn’t available, whether that’s through a lack of talent, market conditions or cost pressures. Being able to deliver improved results without needing additional investment in cash, time, or resources, is therefore the shortest route to profitability and long-term business success.

There are many areas in which a business can become more efficient which are industry-specific. However, for those that rely on paper documents & forms for their key business processes, there are some which are universal to virtually every organisation regardless of industry.

Being able to capture data effectively, being consistent in the way you communicate with customers and managing the flow of information within an organisation is as relevant to a school as they are to a pharmaceutical company or law firm.

Below are three simple ways in which you can drive workplace efficiency by minimising the reliance on paper within key processes, regardless of the sector you operate within.

1. Intelligent data capture

In the digital era, data drives businesses to make smarter, more accurate decisions. However vital information is often missed because companies are overwhelmed by the sheer volume of paper-based data they capture and then are required to store.

Intelligent data capture solutions allow businesses to eliminate paper from business processes by digitising information at the point of entry to the business. Paper documents can be scanned and turned into text searchable, electronic files and data capture processes can be completed using smartphones and tablets rather than using paper forms. Once captured, electronic information can be processed automatically without the need for manual data entry, improving speed, accuracy and efficiency.

2. Customer communication

Today customer communication is omnichannel, whether it is a paper invoice, a marketing email, an order confirmation on a web portal or a reminder SMS text.

Customers expect the same experience wherever and however they connect with your business, which means ensuring consistent branding, tone and ease-of-use are now more important than ever. By digitising and automating all forms of communication, organisations can deliver a consistent customer experience quickly and efficiently. Utilising the appropriate digital communication channel based on customer preference not only delivers a positive customer experience but it also reduces cost by moving paper-based communications to digital channels, and it improves business efficiency.

3. Document management

Keeping information flowing within a business is critical to its success. Being able to distribute documents securely and in a timely fashion can be a challenge, whether it’s getting inbound mail to the right people on time, supporting the recruitment and onboarding with the correct documentation, or routing approvals and orders to the right individuals for validation and sign-off.

Document management systems provide the foundation for process automation (and removal of paper). Once information is captured and automatically entered into a document management system it can be presented to the right person at the right time, regardless of their location or device, to make rapid informed business decisions. Document management systems support the automation of paper-based processes from Mailroom to Accounts Payable to HR onboarding.

We are a long way from the paperless office, and there will always be a need to receive and produce paper-based documents. However, minimising the use of paper based documents within key business processes, and moving information across a business digitally can help any organisation save time, space and money, and increase both the efficiency and productivity of their business.

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