Globally, all businesses store and managed documents. These documents are often found lying on desks or filed in cupboards easy to lose and difficult to retrieve as it is a tedious manual procedure. Whether the documents are stored on e-mails, physical copies, or internal shared drives the management and saving of documents remains critical for a business especially in certain verticals where personal information has to be safe guarded.
Below are 4 SIGNS that indicates when you require digitization and automation through a reliable Document Management System:
1. Customer service lacks due to being unable to retrieve information at the click of a button.
Customer centricity is a buzz word and has been for quite some time. This means that at all touch points that a customer interacts with your business it should be a smooth and pleasant experience. When a customer contacts you with enquiries on their invoice, tracking of agreements, or something as simple as needing an account number you must be able to assist on the spot without having to call them back. With the right Document Management System, it allows for easy capturing, indexing and search and retrieval of customer information.
2. Having incomplete or erroneous documents that is not editable by other resources.
The theory that salespeople are not good at admin is not a myth. Their core function is the increase your revenue therefore uploading customer information to them is not as important as what it would be for your admin team. By implementing a system that allows for various resources to add and edit information and keeping version control is key to being able to increase service levels, safe resource time and enhance internal processes.
3. Inventory management that becomes unmanageable.
Certain business's key function is receiving, managing, and distributing stock. Not only do they need to be able to keep their documents safe, but they also need to do accurate stock control and tracing of dispatched inventory. To automate and digitize these processes is key as it has a direct impact on their revenue, therefore choosing and implementing a Document Management System that is suitable for their business is critical.
4. Key resources leave your organization, and no one has access to their documents.
Research has found that resources spent a considerable amount of time on a daily basis searching for documents. Although this is time consuming and a waste of time it becomes a nightmare when a key resource leaves your organization, and no one has access to documents that they have been working on. By having the right Document Management System implemented allows for various resources to have access to documents at the same time, with version control which eliminates the fact that you must rely on one resource to retrieve your information.
Hence, if any of the above rings a bell you can be assured that your business will benefit with a Document Management System and we're here to help! Contact us at sales@ubunye.com for a free assessment to enhance your business processes.
