8 Tips for Implementing a Seamless Document Workflow

If you’re running a business in a Web 2.0, digital world, you need to make sure that you’re built like it.

This means looking into the workflows and processes that keep you ahead of the game and on top of your most important tasks. In this regard, working with a company that can help you build an optimized document workflow can be one of the best things that you do.

With a document workflow, you use software and automation to exchange information in a way that is faster, cloud-based, and better built for collaboration.

Here are a few strategies to keep in mind when you need to implement a workflow that counts.

1. Map Out a Team to Address Your Document Workflow

First and foremost, you need to know which members of your workplace will be participating in this workflow.

Mapping out the important points in advance will make your workflow more efficient and less arbitrary.

Set up a pipeline of communication and a process for working on documents, so that once your workflow is set up, it will already fit like a glove. You can name different managers and team leaders and their roles, and then create a flow chart for how the information will be dispersed.

When putting together a team, make sure that you also set deadlines, assign tasks, and figure out who is responsible for each step.

2. Automate Your Process as Soon as Possible

Automation is king when it comes to having an optimized workflow.

There are several software packages you can look into that will help you automate whichever part of your work you see fit. You can start small with a certain type of document or project to test it out and work out the kinks.

From here, you can optimize your workflow in other parts of your company by adding automation wherever applicable.

3. Figure Out How and Why You Will Use Such a Workflow

What are you hoping to accomplish with your document workflow?

Once you can answer this question, it will add a much-needed “why” that will govern the entire process.

For instance, some companies will want to implement a document workflow to brainstorm an ambition project, turn in work that you are collaborating on, and to create archives of projects that you are working on for the long-term.

When you know exactly what you are trying to accomplish, you can order the steps and always know when you are on track.

4. Implement Modern Technology and Strategies 

Technology is your friend when you are trying to get the most out of your document workflow.

For instance, you can include things like optical character recognition (OCR) to prevent errors and make sure that you are catching and minimizing errors.

There are also several checks and balances built into the software that will grant and deny permissions, set benchmarks, track progress, and make use of analytics.

When you have access to this technology, you can count on your strategies being more sound and will be able to get the results that you are hoping for with each project.

5. Design It in a Way That Is Aesthetically Pleasing and Productive

Make sure that your workflow makes use of a high-quality graphical user interface (GUI) that you and everyone in your company can get behind.

Since this is a workflow that you will constantly use, it needs to be inviting and simple to use. The steeper the learning curve, the less productive your company will be as a whole.

As such, make sure that whichever templates and setups you use are suited to your company’s needs.

6. Assess and Analyze Your Workflow With Regularity

It isn’t enough to simply have a document workflow — you need to also make sure that you are fine-tuning it and making it your own.

Many of these platforms come equipped with analytics that let you see exactly how your products are progressing and how well they are helping you hit your goals.

The better you analyze your workflow, the more you can count on your company winning back time and productivity.

7. Make Sure You Attach Files When Necessary

One of the greatest benefits of document workflows is that they are cloud-based.

This lets you make use of file-sharing that is virtually limitless.

By also sending large files throughout the platform, it’ll be easier to get on the same page without any hiccups in your process. Whether you are sending large report files or multimedia, your company’s workflow will be better for it.

8. Create Reports and Graphs Whenever You Can

Finally, you need to make use of the reports’ ability to create visuals whenever possible.

You can take raw data from your reports or about your workflow, and create charts and diagrams that make matters clearer and easier to understand.

This is particularly useful if you are going to present a report, or if you are auditing your company and want to stay compliant. Many document workflow platforms come equipped with everything that you need to make high-quality, easy to understand visuals.

Choose the Right Workflow for Your Documents

If you want to optimize your business, it begins by optimizing your workflow.

Investing in a document workflow system can give you exactly what you need in this regard.

These tips will help you get the most out of any workflow that you decide to adopt. When you need further help, we would be happy to look out for you.

Take some time to contact us to learn more about the products that we offer.