The average office worker receives 121 emails per day. From a request from your boss to event invitations, content, coupons, office gossip—you name it— you get a lot of emails.
While a lot of those emails are important and demand your attention, not all of them fit that criteria. Imagine if you could reduce the number of emails you get during work and be more productive. Sounds too good to be true, right?
Wrong. Workflow automation can reduce the number of emails you get per day and make accessing files simpler and far more intuitive.
Below are the 5 biggest advantages of automating your workflows:
1. Automated Workflows Save Time
Scanning a document and emailing it to your coworkers might take just a few minutes. Not a big deal, except if you’re doing that several times a day. Those few minutes can add up to a significant amount of time every week.
If you still feel that scanning a document is simple and not a waste of valuable time, think about what you need to do afterward: converting the document format so it’s easy to collaborate on. That could take ages if you have multiple documents. All that time could be better spent focusing on what’s crucial to your job.
2. Access Documents More Easily
Say you received a document attached to an email, but it’s been a few weeks, and you no longer know exactly where the email with the important attachment is.
You’re going to search your inbox, but maybe the subject line didn’t match the document name, so you must dig even deeper. You search again by date and by the person who sent it and maybe you spend a few minutes typing keywords in the search bar hoping the document you’re looking for will magically appear.
If you find it, then you’ll save it according to your own filing system, which is convenient for you, but then no one else can find it. Your coworker in the next cubicle is also going through their email looking for that same document. It would save everyone a lot of time if there was an automated workflow set up so any user could access that same document easily.
3. Organize and Store Documents Safely
A little organization can go a long way in reducing time wasted. Whether you’re looking for a document in your day-to-day work activities or are trying to find a document a previous employee created, having one central place to look in makes the process a lot easier.
Instead of walking into a room full of filing cabinets to find the one file you need in a sea of un-alphabetized paper files, an organized digitized document storage system makes it easy for you to search and find the document you need within seconds.
4. Improve Communication
How much of your day is spent lamenting the lack of clear communication in your office? If you’re collaborating on a document via email and sharing different versions of the document in the attachments, chances are at least one of your coworkers is unknowingly reviewing an older version while the rest of your team is talking about the latest version.
The communication on the project—and your office as a whole—could be improved if your team could collaborate on digitized documents saved in one centralized position everyone can access at any time.
5. Reduce Costs
How much do you spend on printing per year? How much of your office space is holding redundant paper files? What if it could be holding employees as you grow your business?
All of the aspects we’ve discussed above like improving communication and streamlining the collaborative process are ways you can reduce costs and grow your business.
Smooth Workflows Translate to Better Business Practices
An automated workflow for your digital documents will help important documents work more efficiently and intelligently. Don’t make your inbox explode because of all the document and attachment sharing going on.
Get in touch with IMS to see how we can integrate automated workflow into your processes and email management.