Instead of conversations about the paperless office, more often we now hear talk of the digital office, a more attainable goal. Much of the discussion is ad hoc or opinion, but there is a growing body of research on the subject. One of the most recent is “The Digital Office – Improving The Way We Work.” Delivered by AIIM and sponsored by Xerox, the report was prepared by Doug Miles, Chief Analyst at AIIM.
The researchers asked respondents what were their biggest issues on these topics:
- Collaboration and Workflow Support
- Document Collaboration and Markup
- Document Sharing and Filing
- Approvals, Signatures and Forms
- Collaboration Platforms
How to Use the Data
One way you can use this data is to benchmark your own organization against others facing similar problems. You may find insights into what’s working and what’s not as companies explore ways to get to the digital office. Knowing what’s been tried and what’s best practice can save you time and money on your own digital journey.
Digital Still a Struggle for Many
Overall, the report concludes there’s still a lot of paper out there, and employees still struggle to stay productive in a hybrid workplace. In a world of complexity, it’s not surprising that the most commonly requested capability in a digital office is “simple office workflows with alerts and approvals.”
Recommendations for Progress
Still, the report offers recommendations for evolving as a digital workplace. Here are some suggestions, with the complete list available in the report:
- Take a look within your organization (and outside) at how technology is used and where it seems to be actually improving efficiency.
- Pay attention to minor office workflows that might not be considered “business processes”, but are still part of every knowledge worker’s day.
- Check that MFPs are fully maximized for their scanning capability. Do users understand how to route scanned images to specific locations or workflows?
- Make paper-free processes and electronic-only filing your objectives.
- If signatures are a road block, look into the full range of e-signature solutions and do your homework to discuss objections from legal advisors.
- Audit the official (and unofficial) use of content management and collaboration support products. Give special attention to mobile access for content and approvals.
You’ll find more recommendations in the report. Just download your free copy of “The Digital Office.” Make it a trusted resource as you map your own strategy.
