Efficiently managing a document process has a positive impact on the entire organization of work in the company. Streamline il workflow document and, consequently, avoid snags in document management by improving communication between different levels of the company and ensuring constant monitoring of the progress of operations, with timely feedback to the various parties involved, allows activities to be carried out more quickly with cost savings and improved performance. This is a condition that can be realized throughautomation, for example, by introducing business process management solutions that leverage technologies, such as automation and forms of artificial intelligence, to provide valuable support to human operators. It is precisely this context that provides an opportunity to delve into the benefits of business process management models, going into the concrete added value that such solutions bring to the document management.
Workflow document, why it is important to digitize
Document workflow management is not just a necessary practice of a purely bureaucratic and administrative nature, to be carried out in a mandatory and almost routine manner. On the contrary, it is essential to consider its strategic importance to improve efficiency in the delivery of its services, aiming for increased performance in accordance with KPIs and with the goal of positive impacts on stakeholders.
An unread e-mail message, an attachment not shared securely, a document sorted to the wrong office, may seem like minor mistakes, but in reality highly damaging legal and economic consequences for the company and its stakeholders cannot be ruled out. Increasing one's awareness regarding the importance of a specially manageddocument workflow is the first step in dealing with operations more effectively. Digitization of procedures in this area offers great possibilities:
- Simplification of procedures through automation that relieves human staff of complex operational efforts, such as manually sorting large numbers of documents;
- Reduced paperwork management time, as the optimization of steps in the workflow document through technology allows work to be done faster. It also results in fewer organizational costs;
- More security: the possibility of human error is reduced. In addition, automated management allows documents and attachments to be shared securely among colleagues and provides assurance in terms of compliance with both document management and data protection regulations.
These results can be achieved by timely application of models of business process management, through business process operation and automation IT solutions.
An optimized document workflow: the example of an insurance agency
Introducing a solution to apply the methodology provided by business process management paradigms makes it easier to carry out each stage of the of the workflow document workflow. To understand how in concrete terms this is possible, let us take the example of an insurance agency. This is one where a huge amount of documents are received every day, from policyholders, potential product buyers, attorneys and other stakeholders.
Managing the large amount of documentation represents a major operational effort, especially when handled manually by operators. The risk of making mistakes is very high. By implementing a solution that digitizes the process instead, an initial analysis of the documentation is done automatically. Through innovations such as deep learning and file metadata, for example, the system can understand what the subject of the communication is and direct it to the appropriate person or department: in the reality of an insurance company, documentation can be sent to the claims department, or to sales or HR, after a careful analysis of the content despite the difference in the format in which the data is presented.
After sorting, the solution will enable the implementation of constant monitoring of the progress of the activity, sending notifications and informative feedback so that those involved are always aligned. In our example, therefore, not only will the claims office know where the claim stands, but any operator will be able to ascertain the progress of the activity at any time, thus providing timely information to customers and verifying compliance with the management timelines set by the supervisory bodies.
Workflow in general becomes faster and easier, service delivery consequently improves. What's more, by collecting and analyzing document flow data, it will be possible to get a complete picture of one's business, to assess strengths and weaknesses and strategically target organizational investments and operations.
A document workflow managed through a consistent business process management thus enables significant improvement not only in the execution concrete of activities, but also in their planning. This creates a system that is to some extent self-regulating , enabling a management proactive and decidedly more efficientient of potentially wasteful and labor-intensive.
