Document Management Systems; a major component of the Digital Workplace

Businesses are experiencing shift in workplace environment from keeping businesses practice limited to the office compound to moving business operations to homes and now trending Hybrid model with partial team working remotely. The digital workplace is changing the way employees collaborate, how they interact with their clients, and ultimately transforming how they do business. Achieving...

Document Management Systems; a major component of the Digital Workplace

Businesses are experiencing shift in workplace environment from keeping businesses practice limited to the office compound to moving business operations to homes and now trending Hybrid model with partial team working remotely. The digital workplace is changing the way employees collaborate, how they interact with their clients, and ultimately transforming how they do business.

Achieving a workplace transformation for any company is a complex task that requires a robust strategy and a lot of cooperation from the staff. However, a company that can build a digital workplace will see valuable business outcomes with far-reaching impacts, increase flexibility and improve the employee experience.

Building a digital Workplace requires a combination of software technologies and your employees adapting to the changes. All organizations have a digital toolbox but their tools vary depending on their industry and job functions. Ideally, your business strategy and the goals of your digital workplace initiative should determine which tools you should be using.

Among others, the most important software would be a practice and document management system since the outputs of all other apps and manually generated reports and documents will be stored, processed and distributed through the Document Management System.

Features to look for in a DMS to use it for Digitising your workplace:

Cloud Storage: Being able to access document regardless of you location and not being confined to your office network is essential when you are pursing a digital workplace model which assumes employees be working from home and office. A cloud server facilitates this with the use of a remotely hosted server usually provided as a part of your Document management system and internet.

Access Management: When a common storage is in use where all employees get the ability to store and access documents, it becomes difficult to maintain confidentiality of documents, however a Document management system ca do this very efficiently by limiting users to access only folders that are required for the task at hand and access can be granted and revoked anytime.

Collaboration: One of the most needed tool when working remotely is the ability to collaborate on documents, especially when multiple users have to work together to put together a report or some proposal, a collaboration document editor is of essence. This tool facilitates multiple users to be able to view and edit the document simultaneously on a single session.

Support Document types: When choosing a Document Management System be sure to make a checklist of various document types that your organization uses on a regular basis and check with your DMS provider whether their software can handle that format or not and what functions will and will not work on these formats/types.

Sharing with clients: Your clients would really appreciate this facility, the ability to send and receive documents through a secured portal gives you the ease and speed of internet along with the security of encrypted document transfer tools. Most Document management systems will have tools to help you set up a portal on your website where the clients can log on to receive documents you send to them and also upload documents that you ask them for.

Digital signature and approval: Digital signature tools allow you to save a signature picture on the system and then this signature can be applied to Documents. Besides, a digital signature tool may also provide a certificate of signature that is supported by pdf viewer applications. A signature tool may also be used by your clients to sign documents and also view and approve documents where necessary.

Team management tools: Practice management system will allow you to automatically or manually allocate jobs to employees and a team manager will need a tool to monitor and manage task that are allocated to their team members. Furthermore, these tasks can be forwarded to team mates in case they need to collaborate to get the job done.

Summary

To summarize, transforming to a digital workplace is a challenging task but bring a lot of benefits and efficiency to business process. Document and Practice management software brings together various other software and tools to facilitate remote working and delivery.