The Importance of a Defined Document Workflow

Submitted by Melissa Michels on Tue, 03/29/2022 - 11:29
a workflow diagram to show a document workflow

Wherever there are documents, there are document workflows. However, if those workflows aren't well defined, organized, or managed, you could see all kinds of frustrations--and even some security issues. Let's find out why a defined document workflow is so important!

The Power of a Document Workflow

To understand why a defined document workflow is such a big deal, let's take a look at two hypothetical examples:

Company A

Company A has a well-defined document workflow. They've researched and integrated document solutions to ensure they know what's happening every step of the way. Here's what their world looks like:

  • Efficient: A streamlined, organized document workflow has no extra steps or unnecessary tasks. It gets the job done quickly and effectively.

  • Reliable: With a document workflow that just makes sense, Company A doesn't have to worry about security issues. They know they're doing things the right way every time and avoiding security slip-ups.

  • Cost-effective: Documents are always where they need to be, which means no extra prints, no wasted paper, and no need to worry about the budget.

Company B

On the other hand, Company B hasn't put as much effort into their document workflow. Instead, they work reactively, scrambling to respond to every new problem that arises. Here's what their document workflow looks like:

  • Inefficient: Unfortunately, Company B hasn't implemented any document solutions. Their document workflow rarely makes sense, leaving employees to guess at the following steps and waste their valuable time.

  • Unreliable: Without rules and reliable expectations for document storage, sharing, and more, security vulnerabilities are everywhere.

  • Wasteful: This document workflow does little to keep files organized and valuable, which means reprints are always necessary. This, in turn, means time, money, ink, and paper are constantly wasted.

Conclusion

Simply put, a defined document workflow is essential because it keeps you from becoming Company B. You want an efficient, reliable, cost-effective workflow--and that's where document solutions come in.

Contact us today to work on your document workflow!