The term workflow has different meanings to different
people. However, most people think of workflow as the complete way of work in
their company. A perfect workflow includes all the steps of the total work
process. However, document workflow is a bit different than the traditional
workflow.
A document workflow includes steps like creating the
document, revisions, signatures, updates and so on. Due to the diverse scope,
most people find it hard to ensure the perfect document workflow in their
businesses. Below, I will share some expert tips to ensure a solid document workflow
with the help of document management systems.
Recognize the Current Workflow
Most business owners tend not to provide that much
importance to creating a document workflow. As long as the tasks are getting
done, they don’t mind the absence of such a workflow. While this may work with
the traditional way of business, it is obsolete in the modern business world. In
order to compete with new startups and to attract new customers, you absolutely
need an established workflow for your documents. To do this, you need to create
a list of the different types of documents used in your business. And then,
keep track of the life cycle of each of these document types.
Identify the Problems
At this stage, you have a clear idea about the types of
documents used in your business and how they move from one stage to another. Now
it is time to find out the problems or potential issues. Is there any step
where the documents get delayed? Or maybe there are some steps which could be done
in a faster way. Your goal is to find out any loophole which slows the process
and how they affect your company. This will be extremely useful in planning and
creating a new document workflow for your business.
Connect the Dots
At this point, you know exactly what the problems are in
your existing document workflow. This is the perfect time to find out the
solutions to each of these problems. Depending on the position of the problems,
there could be multiple ways to find a solution. In some cases, it might be
possible to eliminate a step in order to make the process simpler. And in some
cases, you may have to add more steps to make the workflow better. Regardless
of the type of problems, you should find working solutions and note them.
Plan a New Workflow
Finally, this is the point where you can sit down to create
a new workflow and also plan how to integrate it with your chosen documentmanagement system. However, that doesn’t mean you have to get rid of your
existing workflow and create a totally new plan. Rather, it is quite possible
to retain some steps of your old plan and find better alternatives for the
rest. The ultimate target is to create a plan which will be easier to
coordinate with the document management system you choose.
Final Words
Establishing a reliable document workflow will significantly
improve the overall efficiency of your business. With such a system in place,
you will find it easier to track the various stages of your projects and be
more confident in your business operations.
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