Transforming first impressions and employee experiences with digital document workflows

What are digital document workflows?

As technology evolves and becomes intrinsically integrated into everyday tasks, the nature of work is changing drastically. It is now imperative that organisations are preparing for this change and taking advantage of the solutions cutting-edge technology can provide.

A great example of how organisations can leverage the digitsation of workflows can be seen by exploring the Human Resource (HR) industry. HR teams are typically involved in a lot of paperwork and manual processes from recruitment through onboarding – such as scanning, faxing, printing of forms and documents, and then making sure they are delivered and signed by the right candidates and internal stakeholders across different offices, and collected back on time. These repetitive, time-consuming processes can create a negative impact on the employee experience, both for the internal teams as well as the new hire, as all parties get bogged down by copious amounts of paperwork, and slow-moving, error-prone workflows.

Digitising document workflow is one of the most natural first steps towards achieving fully-digital user journeys. It replaces paper-based, manual processes with more streamlined digital processes – essentially, going paperless. Aside from reducing risks of inaccurate data and redundancy, digital document processes allow teams to simplify internal workflows, save time and resources, and enhance efficiency of day-to-day tasks.

E-signatures are a key in this respect: with the digitisation of cumbersome paper-based procedures, HR departments can expedite the employee onboarding process by easily tracking, auditing, managing and completing contract cycles across multiple stakeholders anytime, anywhere and on any device.

What is the future of digital document workflows?

The future of digital document workflows is intricately linked to what we think is the ‘Future of Work’ – for Adobe, this is one where automation makes things much easier for all employees in an organisation, paving the way for them to become more productive. This extra freed time will allow employees to focus on carrying out the higher-value tasks – those which require ideation, innovation and creativity.

In recent news, the NSW Government commenced plans to implement electronic signatures in property and land transactions to enhance efficiency and security. Evidently, automation in workflows is becoming increasingly prevalent in both public and private sectors.

In fact, Adobe’s Future of Work study (2017), revealed that automation had a range of benefits with one of the main factors being saving time (30 per cent). This indicates that a significant number of professionals are looking forward to automation capabilities that could make repetitive tasks history.

How can businesses prepare for the “digital transformation” in workflows?  

Successful Digital Experience (DX) should be an organisation-wide exercise centered around creating great experiences, inside and out. Standout experiences are the linchpin for driving meaningful, measurable impact, and transforming how you do business.

It is incredibly important to make sure you engage all stakeholders – not just the department heads, but the workers, IT department, legal department and executive leadership too – to understand their unique requirements and pain points, and find ways to integrate and collaborate between teams.

DX is a business strategy, it is not purchasing a point solution, or a one-off implementation. Organisations should be looking at solutions that integrate well with a company’s existing technology investments and make it easy to eliminate inefficient processes for the long run. It should also be easy to onboard, easy to adopt and easy to use.

Here’s a checklist to get started:

  • How does your organisation’s workforce operate in the mobile environment today? Do your employees have the same set of capabilities to work on documents inside and outside the office?
  • How does your business send out contracts and agreements today?
  • How can you speed up documentation processes and be more agile?
  • How can you ensure traceability of documents, especially for confidential documents?

 

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