4 Simple steps for digitizing and automating documents and workflows

Digitalization, Enterprise Content Management (ECM) and related topics have always been important topics – and the big question is essentially “how do we get started with ECM”? Our expert, Michael Fray, has some simple tips that can help the process.

The recipe is: DIWA

D – Digitize

I – Integrate

W – Workflow

A – Automate

 

 

 

 

It is of course a prerequisite that you have an ECM solution that supports the recipe. If it does not, then find another one in a hurry!

Translated to plain language, the recipe reads as follows:

Digitize and save the documents and the content * that are included in the work you do in a given workflow. There is no one saying that you should digitize! For example, see if it could be possible to get documents in digital form from the start. (All documents on paper in business come from a computer at some point.)

* Content = Digital documents relevant to and relevant to the company. Typically scanned documents, Word files, spreadsheets, PDF documents, presentations and E-mail. But it can also be CAD drawings, audio files, video clips, graphics, etc. If it is digital and it is important for the company to control it, Then it’s quicker to retrieve your digital “stuff”, more people can access the content at the same time, things do not get lost and the company’s “total digital memory” grows.

Then integrate the ECM solution with other systems used for the same task. Then you will find documents and information faster at the right time, less errors occur, data can be done better and more accurately in both systems.

Workflows. Thus, the digital workflow that belongs to this task. Use this welcome opportunity to become wise at all stages of the assignment. Why do you do as you do? Is there anything that could be removed or simplified? Think digital, analyze the options in your ECM solution to make things easier. Now the workflow becomes easier and faster to get through. Automate the workflows you have done digitally. Get as many parts of the workflow as possible to run by automatic. Find out what information should be available for the workflow to run by itself and find out how to get them through the workflow. Sometimes they can be retrieved from another system, other times they can be found in the ECM solution. However, it also happens that the information must come from another person.

Consider using “DIWA” on the information or document as well. Example: Let’s say you are digitizing the process of accepting invoices received and that you are in full swing following DIWA for invoices landing in the company by regular mail. Now you have reached the

Automation part – in order for the workflow to automatically decide whether an invoice has to be approved or sent for manual processing, some information is missing. Does the invoice sound for what we have ordered? Have we delivered the ordered? Notice that ordered and delivered stood in italics. It was to indicate that there is something to go for. Do we have our purchase orders in the ECM solution? Do we have documentation for receipt of goods in the ECM solution? If yes, proceed with the automation, but if not, consider if it would give the company something to control these documents and documentation – Follow DIWA.

Remember: You can make self-propelled cars – so you can also make self-running workflows – if you want!

Now your process should run so much by itself and it only interfer with you and your colleagues when there is an exception that it can not handle itself or when there is a need for a real living person’s intuition, determination and qualifications.

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