Is there any business that can run without the use of documents? Probably not. At some point a letter has to be written, an invoice issued or a contract signed up. However, documents do not come easy. There are a few pain points to creating those documents needed to run a business.
Here are some of the common challenges faced by office administrators:
For many data entry professionals, copy and paste is actually a lifesaver because it saves them from having to type the same document all over again. However, Ctrl + C and Ctrl+V can get very tiring when you need to do it several hundred times and that also means you need to highlight the section first, then copy.
There is a sure-fire way to do this faster, easier, and with more accuracy. Templates and PODs -- these can help create a document with a single click and you can drag and drop certain sections (eg: header, footer, company contact information, etc.) using PODs onto the template to save time.
Here’s another time-squandering activity that almost everyone has been a victim of. You want to send an invoice to a client, and you have to go through emails exchanged to confirm what discount you had promised to give them in the invoice. Or you are writing a report and you cannot find the sales figures for the week you left someone else in charge.
A document automation system would be the answer to all that. Documents can be populated using the right data from a common data storage system. Windward connects with over 150 datasources and the beauty of it is you can connect your template with them and populate it with information from multiple datasources.
Sometimes editing a document can be as difficult as looking for a particular needle in a pile of needles. You might confirm that everything is fine, but not realize you forgot to change the date, or you did not add the dollar sign to a quote sent to a client in Japan, so it is assumed that the figures are in Yen. So much can go wrong despite your best efforts to ensure it doesn't.
Once again, the use of templates can make the process much easier. Document generation software like Windward can automatically enter the right values into areas like currency, date, and other similar fields based on your business logic conditions.
The final draft of a document may need to be approved and getting this approval can create problems. First of all, you may have to carry your laptop to the reviewer to have a look at the document, or have them hover over you as they read through it. Another alternative is to email it to them but then the back and forth emails may result in several versions of the same document.
A common drive where a draft can be kept makes it easier for the final person to read through, make necessary changes and save them without creating a new version. Approvals can also be automated if you use automation software that has pre-approved templates and Windward makes this all happen in just a few clicks.
If you’ve just discovered us, we’re excited. Try Windward Core (embeds into your existing/new application) or Windward Hub (just sign up and go) for free and take it for a spin. Start automating documents in just a few clicks starting today.