3 ways to modernize your business with digitization

Is your business still using outdated business processes that were put in place years ago? A surprising number of businesses are still using them. Here are three common vestiges from bygone business eras — and easy suggestions for bringing them into the modern world.

Looking at the context of document and process inefficiencies is the key to prioritizing digitization and improving document management workflows.

1. You still keep records in filing cabinets

Keeping physical records is costly and takes up valuable office real estate. The consequences of bad information management and include: spending excessive amounts of time wasted sorting through messy filing cabinets, using valuable office space to store paperwork, paying premium prices for document storage, losing files, eroding communication between coworkers erodes, and increasing security risks.

Successfully digitizing and managing information addresses each of these issues and many more. Why not join the 21st century? Having documents converted to digital formats is relatively painless these days, and once it's done, you can access them anytime and anywhere — improving productivity by light years.

2. You spend hours filling out paperwork

Nobody enjoys the drudgery of filling out forms, paying bills and processing invoices manually — yet, many worker do just that. Automating your workflows. It makes a big difference, especially for functions like accounts payable, where you scan invoices, press a button and you're done. An automated system puts information into correct fields for processing so you don't waste valuable time doing it yourself. After that, the invoices are sent to the finance department for approval if necessary, then they're on their way to the service provider. Taking human hands off of documents not only saves time, it reduces the possibility of errors along the way. It saves you money, too. Adopting paper-free processes results in better audit records, faster response times, improved productivity and better monitoring of process status and workflows.

3. Business travel is busting your budget

Sometimes attending a conference or spending face time with a client makes sense, but not all the time.

In addition to hotel bills, meals, mileage and airfare, little things like baggage fees, cab fare, tips and even ATM charges add up to real money over time. Travel is also a time sink that puts you behind on day-to-day tasks, making you feel overwhelmed when you return.

When modern collaboration tools like audio and video conferencing, interactive whiteboards and inexpensive voice over internet phone (VOIP) are available, there's no reason to spend so much of your time and money on travel. Take a look at your needs and choose the solution that works best for you.

Fortunately, transporting your business from the 80s won't require a flux-capacitor-equipped DeLorean. The business equivalent of time travel can now be achieved by implementing a few simple and inexpensive technology updates. Your only regret will be that you didn't try it years ago.

Source : https://www.ricoh-usa.com/en/insights/articles/modernize-business-with-digitization?