Increasing efficiency and productivity with document management workflow

by Jason Dizzine

I’ve spent years working on ways to make information work for customers.  

Because of that, one major question I get a lot, even from those who are more tech-savvy, is: “How can I be more productive with documents and transform them into different formats that I need – like combining a spreadsheet and PowerPoint® presentation and turning it into a PDF?” It sounds like a simple enough question, and it can be a key issue for businesses of all sizes; however, for a long time, there was no simple answer. Fortunately, we’ve made some major strides.  

The limits on documents that have existed are being done away with – and workers –
whether at their desktops or on the road – are better off as a result.  

One such stride is what I like to call a “desktop productivity Swiss Army knife,” – a single software app that can be a game-changer. For example, whether a document you need to be able to access or transform is paper or digital, Microsoft Word, Excel or PowerPoint, you need a tool that can help you turn it into an accessible and searchable PDF, quickly and easily routing it within your document management system without losing fidelity.  

 

Got a big PowerPoint presentation that you need to send to a colleague? You can PDF it and ship it, and it will meet your recipient wherever they are. Have a report you’ve been working on, but you’re about to head out on a business trip? Put down that pen – we’ve moved past the days of marking up copy in ink on the train and then retyping the whole thing. The limits on documents that have existed are being done away with – and workers – whether at their desktops or on the road – are better off as a result. Not being able to easily transform documents used to be so frustrating, and new technology has been a total productivity game-changer for me and those who I help in my personal and professional life. Editing PDF forms is also another hassle that workers are all too familiar with and can use new solutions to convert into fillable forms via PDF or Microsoft Word. How many of us have printed a locked PDF, filled it out by hand, only to have to scan and resend it again?  

Couple that with the rise of virtual desktops, and now we are truly living in the age of the seamless, location-agnostic work experience. I no longer have to spend the day before a trip running through exhaustive checklists of all of the documents I have to take with me or the calls I have to remember to dial into, because now I have full access to my files and my calendar alerts – on the road. And I don’t have to spend my days struggling to maximize productivity because of cumbersome document workflow.  

We truly are living in an age of wonders.  

Frequently asked questions

What is document workflow automation?  

Document workflow automation is a technology-driven process that streamlines and automates the movement of documents and information within an organization. It aims to eliminate manual tasks, reduce human errors, and improve efficiency in document-centric processes.  

How does document workflow automation benefit businesses?

Document workflow automation offers several benefits, including increased productivity, reduced processing time, improved accuracy, enhanced compliance, cost savings, and the ability to gain real-time insights into document-related processes.  

What types of workflows can be automated with document workflow automation?  

Document workflow automation can be applied to various types of workflows, such as invoice processing, contract management, HR onboarding, purchase orders, and customer service requests. Essentially, any process that involves document creation, review, approval, and distribution can be automated.  

Make information work for you  

Learn how to make your job truly productive.  
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Source:  RICOH USA