3 Reasons you should automate your paperwork
Updated: Jan 12
Virtuoso Partners Article
Automation has come a long way in the past year, taking on the menial data processing tasks, augmenting the workforce and freeing up time, allowing the human beings within a business to focus on problem finding and solving – the things people are good at. At Virtuoso Partners, we couldn’t agree more. In fact, in the last year several departments in big companies - from HR to accounts, engineering and even logistics – all of them found that automating their paperwork and documentation processes led to them spending 40-50% less time on administrative work, and allowing them to focus more on their core tasks.
Streamline your workflow
Paperwork is one of the most time consuming, monotonous and repetitive jobs in a business. However, it’s also essential to keep things running smoothly and ensure critical tasks are completed. But there is a way to free up that time for your staff while still getting all of your paperwork done on time. Instead of spending hours wading through monotonous manual tasks like filing and data entry, smart administrators are now automating their document capture and electronic document management processes. With the heavy lifting in the hands of programmed technology, staff are now able to spend their valuable time focusing on strategic work to grow the business, without the hindrance of time-consuming paperwork.
Reduce your risk (and improve compliance)
People make mistakes. It’s unavoidable really. And the more monotonous and repetitive the task, the more likely we are to make a mistake. Invoices can get lost during delivery, important post can be put in the ‘bin’ pile instead of the inbox, and reports can be accidentally deleted from the system in a single button click. Missing paper, data entry errors or inaccessible data can cause a whole host of problems, especially when the end of year tax returns roll around. Sadly, most of these mistakes come from human error during the processing or handling of paperwork, and the results can range from a minor inconvenience to large liabilities in cases of disputed bills or inspections. But document automation takes all of that worry away.
Software isn’t prone to making bored errors, and removing the human element from your paperwork processing means your errors will be removed too. Not only that, but putting comprehensive document management solutions in place gives you complete control over where it goes, who can see it and who can change things – along with an audit trail to prove it. This is particularly important for industries who need to adhere to a strict and complicated set of rules around paperwork.
And of course, there’s the costs to consider. In the world of business, time is money, and when you are literally paying for every minute of your employee’s time, you want to make sure they are spending that time doing valuable tasks that benefit your business. And quire often, paperwork isn’t one of those tasks. Not only will automating your documentation processes save you hundreds of hours every single month, but the saved time investment from your employees can help your business to grow more quickly. In fact, studies have shown that businesses who implement document management solutions for their paperwork, documentation and marketing processes are growing on average 63% quicker than those who aren’t, with a 10% increase in sales being contributed to their pipeline through a combination of automated software and increased sales time from their teams.
Content management automation and document automation are trends that have been growing steadily in the business world over the last few years. But now, they almost feel like a necessity. We are producing more and more data every day – more than we know what to do with in some cases. And if you’re still relying on paper-based systems to handle it all, then you’ll quickly find yourself drowning, and your business may suffer death by a thousand (paper) cuts.
But with a document automation system in place, you can say goodbye to all of that. No more stacks of paper piling up in the office, no more lost data, and no more wasting time finding, filing and creating paperwork for yourself. While we might not have achieved the paperless office yet, automating your paperwork is a great way to start on that path.