Docusoft- Document Management Software: Making Life Easier for your Back-Office and Support Staff
Your back-office team are the people you rely on. They support you; they keep you organised, they support your clients and help your business in so many ways! They file your client documents and emails, they distribute information on your behalf, they chase contracts and they get letters of agreement signed… They can also eventually...
Your back-office team are the people you rely on. They support you; they keep you organised, they support your clients and help your business in so many ways! They file your client documents and emails, they distribute information on your behalf, they chase contracts and they get letters of agreement signed…
They can also eventually leave! When someone leaves your business, they leave a big hole, not only in terms of personality and what they did for your business, but also in terms of knowledge! So, it is important that you know where your business data is, how it is stored and how it is filed! If you do not, you will waste a huge amount of time when it comes to handing over responsibility to new staff members! Understanding where client information is, how and where client files have been saved and business documents stored should not be a struggle!
Document management systems offer a great solution that will help your back-office team. They provide a centralised solution designed to be easily accessible so users can manage documents, organise filing and automate regular office tasks. They help your team by providing a consistent way to file and store documents and improve office workflow efficiency. Many DMS now also offer a wide range of functionality that help you automate document distribution, manage internal process tasks and trigger workflows.
Here are some of the most useful ways a DMS can help support your team and improve efficiency and productivity:
Find documents and email communications
How much time do you and your staff waste looking for documents and emails. A DMS provides a structured filing repository for your documents and email communications and it will allow you and your staff to search and find documents easily.
Emails create a huge problem for businesses, particularly those that are heavily regulated because so much email correspondence will need to be stored for a statutory period of time. Email also come with the added problem that email-clients software stores data in individual silos, where important business information can be made inaccessible to your team and business. When managing client communications, it is important that a DMS can help your business manage the problem of email. Rather than storing all emails on your email server, or storing them in an email archiving solution, or even automating the storage of email on a catchall basis in a DMS, a great DMS will help avoid duplication of email stored by identifying emails that are in the system already, by recognizing email addresses of business contacts so emails can be filed quickly and by offering integration with email clients like Outlook to make storing email easy and simple.
Automatically distribute documents
Many businesses still send and receive many letters and documents in the post, every day, from clients and suppliers. There are also other paper documents such as invoices, bills and receipts etc, that are received by businesses. All these documents need to be stored somewhere and some distributed. A document management system will make this process much easier to manage! Simply scan documents and store them in your customised filing system, then notify groups or individual users that these documents have been added. Your DMS will also be able to keep track what has happened to an individual document throughout its lifecycle.
When it comes repetitive tasks, creating and sending the same correspondence to different clients, whether that be letters, contracts or emails, offers real scope to save time and simplify the process! With the help of template tools in a DMS, users can create standard letters and emails. If you also include variable data, such as a company name and contact name, company address, the process of creating individual correspondence or mail merging greatly improves office efficiency!
Manage recurring tasks
Schedule tasks for your team. Included them in workflows, automate task creation, trigger tasked based on document processes. Everyone in your team will be able to keep an eye on their schedule and keep up to date with tasks that have been assigned.
Chase documents for signature automatically
Obtaining approval of new business agreements, asking clients to sign new contracts or letters of agreement is another process that can be lengthy and tedious for admin staff. Why waste time when your DMS and client Portal can manage this process for you? Send documents for signature using a client Portal, it’s secure, it’s fast and it adds many other benefits:
• Get your clients to review documents on-line
• Get them signed fast!
• Your clients can send you documents too!
• Let your secure Portal chase clients where they have not reviewed documents you sent!
• Let the system notify you when documents are signed!
• Report on the status of documents sent for review and signature