In any business, there are documentation requirements that, depending on the product or service, could be quite cumbersome. In previous years, physical pieces of paper will serve as the documents. This is to track anything that needs to be tracked by following the proper process. A computerized document management workflow system is the answer to all of these pieces of paper floating around.
If it was a small business, a single sheet of paper was created that followed the work through the plant. It might be an order form that has listed on it everything that needs to be pulled, made or done for the client. This paper would be included in the package or carried in a plastic envelope. It could get cut, ripped or dirty, even wet and become unreadable after a while. An integrated system will prevent this from happening.
The paper could be a new hire form. It will have several stops as all of the interviews, background checks and drug tests are competed and documented. It also could be a process change order. It will have many places to go, from origination through discussions and repair, modification or adjustment of the work, machine, or process.
Having an automated system that accepts the input about all of the documents you need every day will assist in the processes you use. Having a physical piece of paper, to many, is security because they can see what is on it and where it goes from there. A computerized version of that allows more people access. It can also be printed out, at any point so those people who need a physical copy can have one.
The field representative or salesman can initiate a sales order in the field. It can be sent, through an Internet connection, and be in house before they get back. It can be opened by the scheduling or procurement departments and be well on its way to fulfillment by that time. Everyone in the chain of responsibility can have access and the ability to see when they are going to be able to do their thing.
System prompts are another good thing about a system that overlooks everything, such as these. You, as well as every department, will know what comes next and when. It will also help you understand what happened that may have delayed the fulfillment if that is an issue. All of this will be available, especially critical if vendors or sales locations are across the Nation or the Globe.
You want to know what is going on in your business at every step of the way. You need to be able to be proactive in follow up with any issues that crop up. It is crucial that, to able to do this, you need to step up to the twenty first century and remove as much paper as possible throughout your facility.
If it was a small business, a single sheet of paper was created that followed the work through the plant. It might be an order form that has listed on it everything that needs to be pulled, made or done for the client. This paper would be included in the package or carried in a plastic envelope. It could get cut, ripped or dirty, even wet and become unreadable after a while. An integrated system will prevent this from happening.
The paper could be a new hire form. It will have several stops as all of the interviews, background checks and drug tests are competed and documented. It also could be a process change order. It will have many places to go, from origination through discussions and repair, modification or adjustment of the work, machine, or process.
Having an automated system that accepts the input about all of the documents you need every day will assist in the processes you use. Having a physical piece of paper, to many, is security because they can see what is on it and where it goes from there. A computerized version of that allows more people access. It can also be printed out, at any point so those people who need a physical copy can have one.
The field representative or salesman can initiate a sales order in the field. It can be sent, through an Internet connection, and be in house before they get back. It can be opened by the scheduling or procurement departments and be well on its way to fulfillment by that time. Everyone in the chain of responsibility can have access and the ability to see when they are going to be able to do their thing.
System prompts are another good thing about a system that overlooks everything, such as these. You, as well as every department, will know what comes next and when. It will also help you understand what happened that may have delayed the fulfillment if that is an issue. All of this will be available, especially critical if vendors or sales locations are across the Nation or the Globe.
You want to know what is going on in your business at every step of the way. You need to be able to be proactive in follow up with any issues that crop up. It is crucial that, to able to do this, you need to step up to the twenty first century and remove as much paper as possible throughout your facility.
About the Author:
Loris F. Anders is an office management specialist focused on optimizing workflow processes in document management. If you would like to learn more about Document Scanning Services in Atlanta he suggests you visit his friend's to learn more.
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