#smart workflow

In the present era, the need of a secure document management system is quite evident as these smart solutions help keep all sorts of documents in an organized way. In a business organization, no matter to whichever industry it belongs or to what group of target customers it caters, countless papers are generated every single day. And quite naturally, it becomes almost impossible to manage the huge volumes of papers manually after a certain point of time. This is why, business organizations these days prefer to invest in document management system. However, it’s important to identify the best document management systems as only then, you can avail the maximum possible benefits of it. These smart solutions are designed in such a way that users can scan, digitize and store all the documents in a proper way.

If you are planning to invest in a DMS platform for your business, you must ensure that you can recognize the best enterprise document management software successfully. This is extremely essential for the successful execution of all those strategies that you might have already planned. Hence, if you are searching for a robust e-document storage, here are some tips that you should consider very carefully.

1. Robust search feature – The main purpose of investing in a document management system is to keep all the documents ready at your fingertips and retrieve those as soon as possible. Hence, the software you invest in must be equipped with a thorough search feature. In fact, there are advance software that are enriched with more than one search feature like content search, text search and metadata search. Based on your requirement, you can search for these advanced software as well. 

2. Intelligent User Interface – It’s important to remember that the solution you purchase is going to be handled by all your employees probably on a daily basis. Hence, you would need to ensure that the software features an intelligent user interface. Consider the fact that this is what everyone gets to see after logging in. If the software seems to be hard on eyes, the users would eventually be less interested in using the solution. Moreover, the software should be designed in a manner so that all the different features can be easily navigated, without any difficulties. 

3. Intelligent organization process – Handling too many documents simultaneously and quickly can indeed be problematic at times. This is quite common an experience with businesses that are undergoing a phase of growth. With an increasing growth, a business will generate even more documents and it will gradually prove to be quite difficult to organize all the documents in a structured fashion. This is why organizational hierarchy is considered to be one of the most vital features while choosing a DMS. In most of the cases, the solutions are equipped with features like tagging, categorization, smart workflow, rating and version control. These will help you find out the files as quickly as you want.

These are some of the most important features that a document management software should be equipped with. Be sure to look for these features when you are checking out different solutions.

Originally this post is appeared here: http://ricohdocs.wordpress.com/2014/12/26/optimize-your-business-routine-with-efficient-workflow-management/

To compete effectively in modern-day demanding marketplace, most of the organizations are striving to optimize the workflows of their internal processes. The organizations who want to deliver high quality services and products while keeping a control on costs, be it into insurance, healthcare, finance, manufacturing and communications industry, are required to invest into a solution through which they can map workflows.

What are the tasks simplified by advance workflow management system:

Getting the work to the right person:  Most of the workflow management systems are designed such that they can deliver robust functionality for planning management, to match the work with the most compatible resource; queue management in order to  set priorities and transfer items in and out of queues; and role management, to keep a track of organization’s inventory of skills and role assigned.

Providing reference for the work: Efficient workflow management functionality splits the information silos and ensures the flawless integration as well as presentation of all the information in relevance to a work item. Not only this, it automatically attaches the relevant service level agreement conditions with work items, mentioning clear targets, paths of escalations and corrective measures in case any service level targets are not met.

Guiding the work execution: With a truly functional workflow management system, employees are provided with complete guidance for the execution of task and provided with correct information at appropriate time within the structure of a business workflow.

All the advantages of the workflow management mentioned above for making a convincing argument why should they be implemented. These are just a few, there are several other benefits associated with workflow management.

We can define WMS as a system that can intelligently incorporate all the information including documents, images as well as videos into the flow of business in order to bring transformation in the processes- making them more accurate, efficient, automated and agile. In other words, Workflow Management System have the capability to unlocks the full potential of an ECM solution by distributing information anywhere it is required within an organization. Therefore, WMS simplifies the work tasks and allows real-time monitoring so as to optimize document-based routine of any organization.

Effective management system is a critical requirement for most of the organizations. The effectiveness lies in the modules that are integrated in the system. Some of the commonly offered modules are document storage, advanced search etc. Of all others, workflow management module is considered significant for boosting up their productivity because it helps designing the path to be followed. In-fact, many of the service providers are now facilitating the customizable WMM (Workflow Management Module) so that user can create his/her own workflow to have clear directions on the path of goal attainment.

This term may sound new to some businessmen. For quick understanding, let’s have a quick insight to the concept of this module

It allows individuals to have collaboration and automation in the business processes

It automates the redundant tasks ensuring that pending tasks are properly followed

It helps to keep a track of individual performance so that you will get to know where you should focus more

A WMM basically allows user to create a sequence of operations that will help him/her to continue services seamlessly. There are some features that make workflow management even swifter - graphical representation, role-based accessibility, document integration, e-mail notifications are to name a few.

To ease up the entire process for users, modern applications are designed with intuitive graphical interface along with drag and drop simplicity.

Are you still confused about the need of WMM?

A Smart Workflow management feature of DMS implies transparency in planning and controls on every process of an enterprise- especially the environment where employees share information and work together.  With this useful application, you can cut down additional costs of manual coordination and need not make efforts like before.

Benefits you can leverage with WMM are:

Enhanced productivity

Improved quality and

Enhanced visibility

In conclusion, give your workforce the power to map their own productivity over an easy-to-understand interface. This will surely enable them to work on the processes where they lack efficiency. In simple words, they will be able to create balance in all the work duties they are assigned with that too without any hassles or confusions. As a result, you will get the expected results or even more from all your resources within the targeted timelines.