Whatever profession you might practice, every one of us is in the constant quest of maximizing employee productivity. Increase in productivity can only be achieved when you help your employees optimize their work time. This can be achieved through document management systems which help you get rid of redundant processes and increase employee productivity. Here are top 5 reasons why implementing a document management system could be the best thing for your office.
1.Save time spent on playing ‘Lost and found’
Do your employees spend 10-20% of their work time in playing a ‘treasure hunt’ of sorts when searching for documents? If yes, then you should consider moving your documents to a document management system which stores and organizes your documents with easy access. Going through scores of files for a single document could become an arduous, time consuming task which your employees might despise. Also, if the file has to be passed around in office between coworkers, they have to leave their desks, eating in their work time.
2.Better customer service
A document management system is a win-win situation for you, as not only does your employee productivity go up, but the customer satisfaction also records a boost. When you opt for a document management system for your office, documentation is digitally maintained and hence is easy to find. If you are into services and maintain client profiles, a document management system can index your customer’s documents so that when a customer calls in, your employees don’t make them wait endlessly while they dig into paper files.
3.Save time on organizing
Document management softwares offer indexing and linking features for related documents which would otherwise be stored physically at different locations. It is a common scenario in offices to have multiple documents regarding a certain project which might be stored in different files and folders across storage cabinets. When the need arises, it becomes painstakingly difficult for employees to figure the whereabouts of all the related documents. You might rely on your employee’s memory to locate documents but what if the documents were stored months ago?
4.Save time on printing
Every time your employees need to print a document, they have to move from the desk and access the printer to retrieve the copies. A document management software encourages soft copy sharing between coworkers and the time spent on printing hard copies can be better invested in productive activities. It is not easy to get your employees to migrate to soft copy sharing when they are used to working on hard copies, but once they get a hang of it, there’s no turning back.
5.Multi-device access to documents
The PC is not the only information access device any more. If you and your employees can access documents via their smart phones, that would be a sure boost to productivity. Choose a document management system which allows you to access documents through any platform of your choice – desktops, smartphones or tablets. SOHODOX offers mobile document access through its upcoming Android and iOS apps so that you can access your documents on the go.
A document management system like SOHODOX will help your employees save time on low value, unproductive tasks while creating more time for productive ones. Take the 14 day trial and see the benefits yourself!
