The last decade has seen a tremendous growth in employees working from home. But what started as a trend quickly became a necessity to continue daily business during the COVID-19 pandemic. Fast forward to 2021 where working remotely is simply the new normal.
Still, challenges remain. Varying by location, industry, and business maturity, the most challenging task for businesses is determining and implementing the right employee policies and smart approaches to remote work. Thanks to the advancement of business techs such as cloud-based software, digital hangouts, document generation tools, and more, businesses are more accessible than ever.
Is Your Organization Remote Ready?
Two years ago, many organizations may have thought they were work-from-home ready, but as employees continue to work remote with no end in sight, organizations see cracks in the foundation. For instance, few businesses are leveraging the advantages of document generation systems to automate their crucial documents and reports. They now find themselves struggling to meet demand with a remote workforce.
Increasing Need for Tools for Remote Workers & Teams
As millions are now working from home, the need for managers and C-Suite executives to accelerate business processes is more critical than ever. Although employees are no longer under the same roof, it is still crucial for them to know precisely at what stage invoices are in the payment process, whether a legal framework is submission-ready, if reports are generated timely, and more. Creating approvals, reports, signatures, and documents manually takes up a lot of time and proves expensive for the businesses with the added back and forth.
This is precisely why modern entrepreneurs are stepping away from this long, manual slog by implementing document generation into their processes. It simplifies the complex nature of inevitable admin duties and leaves more time and energy for marketing, brand development, revops, and customer service, which are essential areas of business growth.
Introducing Document Generation Software
In the past, creating documents was often one of the most time consuming elements of business. Thankfully, innovation has sped up the process and has even made it more accurate. With cloud-based document generation tools, companies are utilizing inexpensive digital documentation solutions for enhancing their employees’ productivity and efficiency as well as improving the bottom-line of their business.
Documents are the means of workflow and communication across an organization. At the same time, generating documents is quite labor-intensive. According to the McKinsey Global Institute Report, employees spend 28% of their workweek on managing emails, searching for information for the jobs they need to complete. The necessity for document generation becomes apparent when one factors the combined time employees spend naming, sending, and organizing these documents.
With manual or error-ridden documents, organizations suffer from costly mistakes, slow turn around, and below-par customer service. But when it comes to automating documents, companies can ensure concise, up-to-date documents and reports making the admin process far more efficient and secure.
Document generation utilizes smart templates that help businesses produce the right document in no time. In simple words, it lowers the expertise an organization requires to generate documents like a contract or agreement that usually require a legal team or even a developer. With the right document generation tool in place, even administrative staff can produce the same document because everything needed is compiled in the template itself. This empowers workers to be more productive with less risk of costly errors.
Managing Remote Teams & Employees from afar with Document Generation
Managing a remote team becomes a challenge for managers because every employee is scattered about. From centralizing information and communicating regularly to documenting processes and organizing tasks, there are as many roadblocks in the way as one can think of.
Permitting employees across disparate locations to access crucial information puts the company at high risk. But the document generation system helps organizations improve data security compliance. Some systems even come with role-based settings that help a manager restrict users to access only the data that is helpful for them. Thus, managers can control permissions for every remote worker or team.
Good document generation software also allows employees to create templates quickly. Templates guarantee brand consistency with standard format, design, and structure. Now, editing a template takes far less time than building from scratch, and ensures that users are less likely to have errors or leave out key information.
With document generation tools, managers can hence trust that their remote teams aren’t spending time on mundane tasks.
Document Generation Benefits for Remote Teams
Create/Revise Templates Faster - Many day-to-day tasks are variations on something done hundreds of times before. But there’s no need to reinvent the wheel. Instead, document generation empowers your remote workforce to use templates. Some solutions even provide an online repository of the templates created beforehand. All that the users require doing is to add/remove/alter the information in the existing template. And the new document will be ready within a fraction of the time.
Automated Document Routing - Depending on the projects and the type of documents, the list of approvers and managers may vary. It isn’t feasible for managers to ask each remote worker to submit documents for approvals and signatures. Neither is this flexible for the remote workforce. What a document generation system does is it at first addresses each document by type, then, it assigns that document an appropriate workflow. Next, the document is automatically routed to the relevant employees for review, before it passes on to the manager for final approval, ensuring the documents are fully ready before final distribution. Managers can define routing rules based on their needs.
Integration with Microsoft Office - As almost everyone is familiar with MS Office software, most document generation systems come with MS Office integration. Thus, managers can be assured that their remote teams, regardless of their background and ability to code, will face no difficulty in dealing with the document generation process.
Data Security - A document generation system empowers managers to keep the data and documents secure. It lets them set appropriate user levels to access, approve, and review documents. Beyond that, document generation tools enable managers to control the visibility of data, i.e., to ensure particular users can access only the amount of data made available to them.
**The Shift to Document Generation in a Remote World **
In this digital age, where organizations are either going remote or hiring remote employees, some organizations still rely on physical interaction and manual workflows. They still manage review and approval processes through printed forms. This old-school approach persist for different reasons:
- Some prefer making edits or changes on hard copies
- The system they have, though slow, still works
- They fear compliance issues surrounding new technology
The COVID-19 disruption forced companies to abandon many manual processes and find ways to digitize them to keep the business running with a remote workforce. Manual processes are slow, cumbersome, and inaccurate, and working from home can make them even slower with all the distractions of daily life.
Fortunately, PDFTron has multiple solutions to explore, currently deployed by governments, thousands of innovative startups, and across the top Fortune 100, to transform the way they work with documents and digital content.