How a DMS Software Can Transform Today’s Workplaces

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( — April 3, 2019) — Workplace always gives us an idea of a desk, a chair, paper cabinets, and files. Things are changing today, but it is more or less the same thing today. There is a desktop on your desk, the chair is now revolving or push back, and cabinets have gone trendy. But that’s not a remarkable change. A real transformation will divide the world before it and after it. A DMS software can become the harbinger of change in your organization. Let’s see how it does that?

A Document Management System is the smart management of documents and the flow of work in an organization. It helps in creating a shared workspace for the various individuals of an organization. A DMS automates many of the core processes of an organization to free the operational staff of the usual paper handling responsibilities.

Today, the majority of traffic is coming from mobile devices. Which naturally means that businesses will have to go mobile if they are planning to reap profits and clients. Google already made its bid by prioritizing mobile sites in indexing. But, how have businesses emulated the push for mobile and pro-technology stand of internet giants? Companies have not fully used the opportunity to their advantage.

The study by Ascend2 gives insight into the laxity that companies are showing in moving their businesses online. A robust DMS software is the first step to take this leap of faith. It is so, because the flow of ideas, the marketing and finance documents, invoices, greetings, feedbacks, etc. all involve so much paper that handling them at various departments, then cross feeding them to other departments and executives involve great labor.

However, it is worth mentioning that such a shift to a document management system would require initiative from the manager level as, the employees are more or less limited to their nature of work and are thus unaware of the possibility that a paper-free environment entails for the overall organizational work -culture.

Firstly, DMS software makes your workplace more creative. The big file cabinet is no more there. You can now use the space for something that pleases your customers and employees alike. A serene place to sit with a small fountain and comfortable cushions is one option, or make it an enriching knowledge hub with good books and cozy reading chairs.

Secondly, a document management system makes it easy for employees to collaborate. Whether it is a problem in the design aspects of your product or whether it is technical functionality. The whole paper is there on an online dashboard for everyone on board. Your chief developer may be unable to make it for a crucial meeting, and all she has to do is take her smartphone and access the document and suggest edits via the secure online platform created by DMS software.

Thirdly, it automates processes organization. Suppose a new employee joins, then he can get the idea of all the work related reports and progress through a secured user id and password. Other team members can also monitor his contributions by focusing on the edits. You can send alerts on deadline, schedules, updates, etc. with just a single click to all your employees. Reviews and opinions can be gathered immediately and on a real-time basis. It makes your whole workplace pro-active and vibrant.

Fourthly, it takes customer experience to a new level. Clients are the heart of your business. If they are pleased, then what can stop your progress? Possibly, nothing.

A DMS software makes your customer relations unit adept in providing the best service to your customers. A majority of the consumer needs revolve around answering queries accurately and swiftly. With DMS, you don’t need to spend half your day perusing files to locate information. The meta tags are so efficiently managed that, just the right words in your search tool and the document appears in a modified list. You can instantaneously answer client’s queries and their document requests and thus please them. Thus you grow with strong footholds.

Finally, a document management system makes your workplace secure and a place to work leisurely.  You cannot relax in an enclosure where you will have to be alert about security. Such a place also turns out to be prohibitive to creative work culture. The document management systems ensure both physical and virtual protection. Now, accidents and fires cannot destroy your workplace, because your ideas are safe, your plans intact and your secrets are locked securely in cloud lockers. Thus, the document management system can write a new story in the evolution of workplaces and further working upon it with coming technologies we can indeed make our workplaces vibrant, serene and unique. There is little doubt as to the fact that DMS is the future of modern offices.

Author Bio:

Premjith leads the Digital Marketing team at Aufait Technologies, a top-notch SharePoint development company. He also heads the SEO team at Mindster, a frontier mobile app development company in India. With his 4 valuable years of experience in online marketing, he helps clients expand their online presence and mushroom novel business ideas.