Digitisation of documents and process flows

How modern software solutions increasingly support processes and make them more transparent.

 

 

Sandra Effenberger
27.10.2021

Why is it worthwhile to digitise process flows and documents? And how can digitisation be implemented in the company?

More than 30 years ago, the first PC-based office applications were introduced to increase efficiency and productivity in handling business processes. Since then, a lot has changed technically and organisationally, which is also reflected in the fact that digitisation in companies has long meant more than just storing documents on data carriers. Rather, modern software solutions can also increasingly support other process flows in order to make them more transparent and efficient.

What does digitalisation mean for companies?

The term "digitisation" encompasses both the process of converting analogue information into digital, machine-readable data and storing it, as well as the data processing and transmission based on it. Starting with digital communication via email, chat or video conference, through the digitisation of documents to IT-supported process flows.

Digitisation is also becoming increasingly important for companies because it is a prerequisite for remaining competitive in the increasingly digitised and networked world. Among other things, it is the basis for fast, targeted communication with customers, secures business processes and makes a significant contribution to gaining new customers and retaining existing customers with good service.

"Those who believe they can master digitalisation in isolation will have a hard time in a networked world. Networking includes competition." - Peter Bartels

1. paperless office

Digitising documents is worthwhile for every company. Although the majority of correspondence in the business sector today is digital anyway, there is still a high volume of paper in many companies. But it is precisely the parallel use of digital and paper-based documents that often leads to errors that could be avoided through consistent digitisation. Consistently digitising all documents not only reduces resource consumption and relieves the archive, digital documents can also be used more flexibly (e.g. searched more easily) than printouts.

2. Optimising processes in marketing and customer service

Not only are companies becoming more and more digital, but also their target groups. Through the increased use of digital channels, companies can optimise communicative processes, increase their reach and reach more people with less effort. Today, potential customers often expect a quick response to their enquiries, for example by e-mail. This is especially true in the case of problems or a complaint, because here the response and resolution times are usually rated particularly critically by customers. With a suitable software solution, customer enquiries and complaints can be answered more quickly, which permanently increases the quality of service.

3. Digitisation of processes in internal communication, documentation, task and project management.

Many companies rely on teamwork. When several people work on a project, there are different process flows that need to be coordinated with each other, which can be accelerated through digital workflows. For example, all project information can be created in digital form and the entire project or individual process flows can be documented. Every team member can access the centrally stored data and information, so that exchange or productive collaboration is possible without any problems even across distances.

4. Clear structures through automated internal processes

Many companies are streamlining their internal processes by digitising not only the administration of documents, but also entire areas such as accounting, order management or personnel management. Thought through to the end, all departments of a company benefit from digitalisation, for example in the form of Enterprise Service Management (ESM). This takes over the interdepartmental control and organisation of all processes and services - from the human resources department to facility management and customer service.

 

How can digitisation be implemented in the company?

Many companies already use solutions to digitise documents, for example in the mailroom, where paper-based documents are first scanned and then digitally forwarded and processed. However, this often results in a break, for example when deadlines are kept track of manually instead of automating the corresponding processes with suitable software.

In order to advance and complete digitisation in the company, however, a more systematic approach makes sense:

  1.     Analysis: First, the processes that can and should be digitalised must be defined. Where can a digital process provide support, make manual activities superfluous and thus make process flows more efficient and secure? Here, not only the processes of a department must be considered, but the company as a whole. Each process should be precisely defined, with responsibilities, times and costs.
  2.     Resources: Financial and human resources are needed to implement the digitalisation strategy. These must be provided and be available for the entire duration of the project. Technical resources (IT infrastructure) are also necessary.
  3.     Vendor selection: Once the processes to be digitised have been defined, a suitable solution must be found on the market. This should be as flexible and easy to customise as possible, as well as enable a quick introduction, for example through intuitive operation and personal support from the provider.

 

How EcholoN supports companies with digitalisation

As a sector-neutral standard software solution, EcholoN enables structured, process-oriented work in the company. Whether you want to digitise documents or map complex business processes: Based on flexibly usable process templates, different digital applications can be mapped and managed in a central system - from personnel administration to quality management.

The central element of the software is a professional helpdesk solution with a ticket system and integrated knowledge database. This already provides optimal support for numerous internal and external processes in customer and user support. These functionalities are already available in the inexpensive Express Edition, with which small and medium-sized enterprises can organise their service processes more efficiently.

The modular system can be expanded at any time to digitise further areas in the company. This does not necessarily require investments in new hardware, as EcholoN is also offered as a cloud-based SaaS solution (Software as a Service). Alternatively, the system can also be operated "on-prem", i.e. hosted in the company's own data centre. In addition, all editions can be purchased as well as rented, so that the company remains financially flexible and you can still enjoy all the benefits of an integrated, mature digitisation solution from day one.

The users have a significant share in every successful digitisation, because they must understand and support the new digital processes. Here, EcholoN offers further advantages through its intuitive user interface and the large, application-oriented range of functions. The short training period ensures quick and sustainable success.

If you are interested, you can try out the EcholoN online demo free of charge and without obligation and get a personal impression of how easy EcholoN is to use and what benefits it brings to your company.

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