HelpSystems Blog

15 Minutes to Make Your Documents Better (Webinar Recap)


Are you looking to improve your key document processes? There are some critical questions you need to consider along the way.

After all, there’s a lot to managing documents and their processes. And every company is at a different stage of their document journey.

First, there are the documents themselves. Document management can help you capture, manage, and distribute documents in any form.

Second, there are your document-driven processes. You have workflows in place—automated or manual—to get reviews and approvals.

Finally, there are your forms. You might have input forms you use to gather information—such as patient information at a hospital. Or you might have output forms you need to create, like invoices.

Between your documents, forms, and processes, there’s a lot to keep track of. That’s why we’ve put together some tools to quickly identify ways to improve your processes for managing documents.

Take the document assessment >

Or take the process assessment >

(Or take both.)

You’ll get a report you can review with your organization and create a plan for next steps.

We also covered some of these key questions in our recent webinar, 15 Minutes to Make Your Documents Better. Watch the 15-minute webinar (and jump to 4:43 to get into the questions) or read the recap below.


How Are You Managing Documents Today?

Many companies are still totally manual when it comes to document handling and filing. Others may have taken the step to do some scanning or system generation of reports and documents. This is a good step. But there’s still a problem. These get stored in file shares with names according to order number—which makes them difficult to find.

So if you haven’t put a document management system into production, there are some holes in your document management strategy.

How Do You Store Digital Documents?

If you’re using network file shares, then you’re probably with a majority of companies who use shared drives for document storage. Others might using cloud-based file-sharing, Microsoft SharePoint, or Microsoft Office 365 to store and share documents.

Cloud-based file shares are easy to roll out. But there are issues with cloud security. A document management system, on the other hand, would audit access to those types of documents.

You might also be using a project management or ticketing system to manage documents. It’s hard to centralize documents in these platforms. Most modern document management systems have the ability to easily link to a business application.

Which Technology Do You Use to Share Documents?

When it comes to sharing documents, most organizations send a document as an attachment in an email.

It’s easy to lose track of who has the right copy of this information via email. That’s because email is content in the wild. It’s not managed. It’s being distributed. You don’t know how many copies are being distributed around.

Google Drive, Dropbox, and other cloud-based tools create content silos, too. They suffer from the lack of auditing. So these tools aren’t the best way to share documents if security is an issue for you.

SharePoint does a better job of managing document versions. But it’s normally used as a file-sharing system rather than a secure document repository.

A better way to share documents is using a link through your document management system. Then the recipient could just click on a link and see the document securely within the system. This system can mitigate or even eliminate any potential security issues. Plus, it gives you the capability to manage processes.

How Many Managed Documents Do You Have Today?

No matter where you’re at in your paperless journey, there are small steps you can take to improve the process.

If you have less than 100,000 documents, your needs are pretty modest. But what if the documents need to be approved or accessed remotely? File shares don’t offer remote access capabilities.

If you have more than 100,000 documents, you most likely are at a larger organization with many departments who need to manage documents securely.

How Does Your Organization Create Documents?

Paper and pen is the old standby. So you might be scanning paper documents as they come in. But most documents are created today using tools like Microsoft Word, email clients, or other desktop tools. Or maybe you have a mix of both.

Based on where your organization’s paper pain points are, you can improve some of the document creation and distribution processes. This can save you time and energy. And document management tools can greatly improve that productivity.

How Does Your Organization Accept Documents?

You probably receive files by FTP, email, or by downloading them from a website. You might want to automate some of the work your teams do in receiving documents today.

For example, we’ve seen customers who were already scanning and OCRing documents. This gave them productivity gains, but they wanted more. We helped them automate processes they thought were impossible to automate. Today, they don’t need to manually download files anymore.

Anywhere there’s a manual effort of receiving documents, document and process automation can help.

Which Types of Documents Do You Need to Store?

As far as storing various documents goes, it shouldn’t matter what format they’re in. Your users will generate files in Microsoft Word, Excel, and PowerPoint. You might even have emails or file attachments. Or scanned and electronic images.

Any kind of document that’s electronically generated or converted to electronic by scanning is a candidate for an electronic document management system.

How Many Documents Does Your Company Create/Revise Each Month?

It’s not necessarily about the number of documents you generate or receive. It’s more about the pain or the time spent to create or deal with these documents. Things such as editing, preparing, scanning, and filing documents—or extracting and entering data—can lead to a long process.

By cutting 30 percent of the existing document process time, your business can grow incrementally.

Document process improvement should be something that’s constantly analyzed. This will help you streamline and maximize the value out of your document management system.

How Many Users Need Access to Documents?

It doesn’t matter how many users need access to documents. Document management and process automation software is here to help your team collaborate. No organization is too small to start improving their daily processes. 

How Are Your Documents?

Get the answer. Fill out the free, no-obligation assessments and get your summary report today. You’ll get a benchmark of how well you’re doing compared to other organizations. And you’ll get tips for improving your documents and processes today.