Document automation and change management

Improved productivity, scalability and cost-savings – the end benefits of automation are well documented. At first it can appear overwhelming but it really doesn’t have to be. Here we share our top tips to introducing and managing document automation in the workplace: managing projects, managing expectations and managing growth.  

In 2020 72% of organisations are expected to have started their automation journey. Whether you’re a global organisation or successful mid-size business, the pressure to increase productivity while streamlining costs is universal.

Implementing solutions to automate, control and output document processes is one area that can bring significant benefits. Yet, many people are hesitant about starting this automation journey because they believe it’s a long, complicated and disruptive change project.

This doesn’t have to be the case. Whether you’re part of the 72% that have started the journey or the 28% who have yet to begin, understanding how to manage your document automation project and the changes it may bring is vital for success.

Here are our tips for introducing and managing document automation in the workplace.

Managing projects: where to start

Think big, but start small. Across every organisation there are repetitive and manual processes that can be automated to drive productivity and efficiency. But you’re more likely to achieve success by starting with smaller projects first with a view to implementing on a wider-scale later.

Document automation is a logical starting point for organisations of all sizes. You’ll quickly benefit from improved productivity, scalability, consistency and cost savings. Benefits that you can demonstrate to others within your organisation.

Your outbound communications, the information you send out of the business to customers, employees and suppliers is where starting small can bring big internal and external business gains. You have great knowledge of the people and processes involved in these communications, and as a result your automation project will be quicker and easier to implement.

And you won’t just reap the rewards in implementation. Document automation in correspondence and interaction with these audiences enables you to bring your data to life and with benefits such as personalisation, targeted and multi-channel outputs you’ll be more responsive and proactive in targeting their needs.

Managing expectations: tackle the why

The infamous phrase “don’t fix something that isn’t broken” is a common resistance to change. It’s true the way you currently produce and output documents isn’t wrong or broken, but it can be improved: to save you time and money.

Break down barriers by showing why change is needed. There may be many motivations – developing consistency and accuracy, addressing changing legislation, managing growth or the introduction of multi-channel communications.

And then actively demonstrate why this change is also a benefit… to them. Integrating easily and flexing around the current systems they work with, document automation can liberate their working day – removing repetitive everyday tasks and enabling them to focus on higher value, work.

Managing growth: prepare for the future

Introducing document automation requires an assessment of the past, an understanding of the present and insights of the future.

You’ll need a solution that can grow and scale with you as your customer/employee base expands, or where volumes fluctuate due to seasonal demands. You’ll need a solution that can advance alongside new technology and easily switch between communication channels so you can deliver a seamless multi-channel experience.

We highly recommend working with trusted third-party automation experts that can adapt and change as your business grows. Partnering with specialists from the outset will bring knowledge and experience across development, implementation and growth of your document automation project. It removes the need to work or manage multiple suppliers, and means you and your employees can concentrate on business and realise benefits document automation will bring.

Whether you’re at the start of your document automation journey or have hit a stumbling block along the way, we’re here to help guide you through to the end.  Our team of experts often share their knowledge in our news and resources section.

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