Bill Gates once indicated automation applied to an efficient process will magnify its efficiency and when applied to an inefficient one will have the opposite effect.
Regardless of the type of business or organization you are in, several processes including document generation are repetitive and integral to getting work done. Repeating the same process (over and over) does not result in efficiency. Besides, some processes may be more complicated than others and you require document automation that allows for the timely completion of tasks while minimizing any errors.
When faced with overwhelmingly repeated processes, organizations should aim at improving their workflow efficiency. Streamlining workflow is important in getting processes right the first time around and automation is key to this process. Moreover, a Mckinsey report indicates that over 45% of today’s processes in organizations can be automated resulting in over $2 trillion savings in terms of wages.
For instance, when less time is spent creating and sending documents across departments for approval or re-editing them (due to errors), the more productive the organization can get. In this case, you can introduce document automation software like Windward that makes creating and sharing documents quick and simple.
Workflow automation seeks to solve problems arising from inefficient and time-wasting processes by fostering and enhancing collaborative processes. This turns manual and time-intensive tasks into smoother processes that enable the growth of your business. It can include expediting ticket resolution, customer on-boarding, invoice processing (creating documents), streamlining marketing campaigns, and more.
Automation of business processes allows both teams and individual users to save time and improve their efficiency. You need to analyze processes in real-time and improve their efficiency as indicated above. For instance, you can create documents that are consistent and compliant with ease by automating the document generation process.
You can take charge of how work is done with workflow automation. Transform time-consuming processes to be completed in a few clicks and watch the next logical steps automatically happen. As a result, you can free employees’ time to allow them to focus on things that matter. For example, let’s see about document creation process in an organization below.
Administration departments are in charge of applications, contracts, invoicing, policy updates, renewals, verification, on-boarding, among other things. All these documents require multiple steps to be undertaken and result in quite a lot of paperwork.
For instance, the creation of contracts in the past required one to acquire, review, and cross-reference information stored across several databases to ensure the proper data population. You need to manually input the new client’s information and any other terms that have been agreed upon into a Word document. After this, you need to convert this document to PDF file, and either email it or mail it to your client to sign it.
Typically, half a day would be sent on the preparation of a single contract booklet.
Document automation (DocAuto) eliminates most of these above steps. All someone needs to do is create a template to populate customized data onto it (using conditional logic functionality and tags) and the contract is generated in your desired output format and sent automatically to your client electronically for them to sign and approve.
Documents that can be automated include handling of requests (e.g. those related to counsel retention and vendor contracts among others), drafting of documents such as nondisclosure agreements, and developer agreements among others. Standard contracts, whether pertaining to individual clients or corporate, can be automated to eliminate the need for creating new documents every time. Instead, one can simply fill out a form, and contracts are automatically generated and sent to the relevant parties for them to sign. Once countersigned, contracts can be automatically archived resulting in an audit trail that is secure and swift.
The ability to automate daily recurrent processes like creating contracts increases overall productivity and workflow efficiency by allowing for more work to be done using fewer manual procedures.
In essence, users can halve the number of hours you spend on processing contracts and forms. Here are some benefits:
It is important to test your new automation workflow before adopting it to ensure that it is functioning properly. Automation testing helps you ensure that all-important processes and their corresponding key persons are included in it.
It’s also important that those directly interacting with the document creation workflow get to test it as they are best placed to spot any potential pitfalls. It would be unfortunate to implement an automated workflow only for it to cause more harm than good within the organization.
The best document automation Word software allows you to access data from various sources and generate customized documents automatically in your preferred format. Business documents, therefore, become data-driven, and such automation improves workflow efficiency at the workplace. In summary:
Your organization stands to benefit from a great document automation system and improve your workflow efficiency in the process. Our free Guide to Evaluating Document Automation Solutions can help your research. Or, learn more about how Windward works here.