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 While this may work with the traditional way of business, it is obsolete in the modern business world.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.
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.