Even if teleworking is certainly not “THE” solution for everyone, this new organisation of work can be a good opportunity to rethink the management of documents in and for the company.
A few thoughts to get you started:
- Could we optimise our processes for the creation and management of incoming and outgoing documents in and out of the company?
- Could we move away from paper to a digital format for our internal documents?
- Could we reduce or even eliminate internal mail routes by creating internal post office boxes?
- Wouldn’t our customers also be happy to receive documents only in electronic form?
- With digitalisation, how many document and archive cabinets could we eliminate in favour of more useful space for our employees?
- Can we easily integrate digitisation into our IT technology, and can we increase security in this area?
These are just a few examples, but they may have a particular resonance at a time when many administrative employees want to carry out tasks at least 1-2 days a week by teleworking.
It may be mistakenly considered that digitising a company is just an administrative formality, but it is not an easy task. It is essential to integrate many points for this operation to be a success: decision-making processes and bodies, document flows, technology, scanning and numbering, filing, barcodes or QR codes, etc.
The formal digitisation of documents is only the result of an important process that must be carried out rigorously and with external technical advisors who often have a better knowledge of the market, its constraints and, above all, the experiences of other clients.
It is important to avoid half-solutions which are often more costly than beneficial for the company and its employees. Unfortunately, experience shows that too many companies select a digitalisation product before they have finished thinking about it.
Good digitisation (if you have not already done so) and good reading. See you soon.