A recent survey by Deloitte concluded that a staggering 80% of businesses fail to take advantage of available technology, so why might this be?
Of course, cost may be a justifiable reason, but from our experience, built up over decades working with many businesses of varying sizes across numerous sectors the main reason is much more simplistic………they just don’t understand it and fear their staff will struggle to use it.
So, whose fault is this, the client for failing to keep abreast and understanding of the latest trends in document management or an industry keen to deliver technology as opposed to benefits and solutions?
Clearly the former must be true as unfortunately software is all too often over prescribed and sold based on the technology it delivers, as opposed to the benefits to the user provides.
To help navigate through the minefield of options available, what should you look for when considering a document management solution?
Hopefully this article will serve to provide the clarity you require, but above all else first ask yourself this question:
“What is the problem I am trying to solve and what will success look like”
- Is it easy to use?
Employees if not involved in the idea of implementing a document management solution from the start, have a habit of getting their own back later on. They do this in a subtle manner by progressively demonstrating it doesn’t work before abandoning it altogether.
A good system by contrast, whilst housing significant technology behind the scenes should be considered very easy to use at the desktop and should replicate and enhance as opposed to change, existing working practises. Systems that are easy to operate, integrate well with existing software and are seen as being a benefit and are statistically much more likely to be embraced by employees.
- Is it intuitive?
The chances are that your staff are very used to working with Windows and are accustomed to achieving every task within a click or two. Replacing this with an over complicated system requiring many keystrokes is unlikely to be well received.
Menus should be logical, clear and visible and allow the user to easily work out what they need to do to carry out their tasks.
- Does it improve efficiency?
Let’s face it, there is no point in investing in a document management system that doesn’t significantly improve upon existing working practises and makes life far more efficient and frankly better for your staff.
If a solution requires umpteen mouse clicks and a degree in computer science to operate it, it is highly unlikely to be warmly received and adopted enthusiastically within the departments working.
A good system should seamlessly deliver:
- The automation of existing often mundane and repetitive tasks, which while simple, take up an inordinate amount of employee time and lead to boredom and frustration. Conversely, if these tasks are automated far more time is available to dedicate to more positive initiatives for both employees and the business alike.
- Full integration with existing software which allows members of your team to work fluently within a single application without the need to move from one to the next to complete tasks. Most tried and tested platforms incorporate API’s (application programme interface) to facilitate straightforward and robust integration between otherwise disparate platforms.
- Smart workflows capability is a function that every document management solution should deliver with ease. In the modern workplace there are rarely any processes which cannot be replicated and improved electronically. As with integration, it should be entirely possible to deliver a coherent workflow process without moving between one application and another.
- Is the solution scalable?
It is important that the solution you choose is not over specified with functionality that you are unlikely to ever need but are expected to pay for. Invariably cloud platforms incorporate all of the available functions within a single licence fee, whilst those on-premise require additional modules at a cost.
Your chosen solution should be capable of developing in accordance with your future needs, be this through its integral or add-on functionality or the addition of new user licences.
- Security, security, security.
All the usability, scalability and efficiency delivered by an electronic document management system pale into insignificance if your data isn’t secure. No time spent investigating the security levels provided by the solution you are considering is EVER wasted, as getting on for half of cyberattacks are perpetrated against small businesses.
The best solutions are continually updated to ensure that both your data and processes are safe. Any cloud-based solution should include the use of Advanced Encryption Standard, strict data separation and undergo real time continual security analysis and testing via third party.
All the document management solutions delivered by BPMS encompass the latest security measures which are constantly monitored and updated. Access to our platforms are strictly controlled and only allow users to view documents to which they have expressed permission down to individual document level if required.
All our systems are held and backed up on UK based servers in multiple locations to ensure that full continuity is always maintained.
- Support when you need it
Document management systems are generally very stable, however on occasion you may require support. At these times it is obviously important that this is available in a variety of forms and competent.
Most cloud-based systems are routinely covered against malfunction and upgrades, but this unlikely to be the case should you wish to make changes to your solution, where additional charges are likely. It is well worth checking this with you provider.
Users working with on-premise software applications should also be mindful of the health of their servers and ensure these are appropriately backed up in the case of failure an this will almost certainly be outside of your software support contract.
Support should be capable of being delivered to you in the following ways:
- Online resources such as FAQ’s, videos and help guides.
- User forums allowing the exchange of ideas and experiences.
- Automatic software updates to ensure you are benefitting from the latest
- Support contact options should be available be they via telephone, online chat, email or in person to ensure any issues are rectified both speedily and competently to minimise any system downtime.
We hope this article has been useful as you embark on the task of researching which electronic document management system will bring real benefits to your business.
For more help, why not get in touch with BPMS, a truly independent provider, and allow our proven experts to work with you from all aspects of specification to delivery, installation, support and beyond.
Improving your business is our business.
