Organizations and institutions looking to go paperless in the next few years should invest in document management software. With the right support and provider, this transition can assist staff in streamlining their processes, reducing waste and saving time.
As pointed out by Holly Condon, who works with document management and workflow operations, a proper introduction of a new software system should be made to any employee who will eventually be using it. Before making a large investment or adopting a cloud platform, discuss the transition with employees and offer insight into the decision-making process. Even users who are hesitant to learn a new system may change their tune once they understand the benefits document management software can provide in their daily lives. At the very least, addressing the advantages presented by a new cloud system will increase transparency and open lines of communication. At this stage in the new software rollout, be prepared to answer in-depth questions from employees about the features provided by the company.
Outline a schedule for the implementation process. Often, cloud-based software platforms have multiple features or suites a business can choose from. Rather than adopting all of these new practices right away, introduce them one at a time, allowing workers to become acclimated to the new technology. If possible, ask to demo a product prior to making a decision.
In the event that the implementation process does not go as planned or there are glitches in the programming, support teams can be notified if a client needs assistance. As ERP Bloggers stated, timing can have a significant impact on whether or not adopting document management software will be a difficult or fulfilling process.
Logistical changes
The Daily Report noted that law firms are determinedly trying to go paperless these days, as they are some of the workers who consume trees the most. The trouble is sticking to a paperless mentality after the adoption of cloud technology. For those institutions striving for full conversion to digitizing documents, it’s suggested that pens and notepads are thrown out. Also, employees can save documents on a server instead of printing them and they can scan any hard copies that come into the office.
Finding new methods for older practices is also crucial to successful cloud technology transition. Remind staff and faculty that reading newspapers online and using dictation features on mobile devices that type as a user speaks are great ways to embrace the paperless conversion and streamlining operations.
