documents flow

Best document flow in project management in 2022

Content:

Effective task management needs to have a system for managing the documents that flow in and out daily. In a well-organized company, documents in digital form are located in CRM where a group of selected employees has access to them, and can at any moment download, print, or send them to any person. Digitalization introduced new solutions for managing the document flow in our companies.

Document flow management-a way to simplify our lives

Managing the document flow in the company is a way to simplify the management of the block elements of the entire business. Surveys show that by improving systems for each block element such as opening attached documents, searching for necessary documents, compatibility of documents, and receipt of documentation, one can increase productivity by 20%.

Document flow management is a system that helps you to keep track of all your important documents in one place. By using a specific purpose for your document flow, you can make sure that all your documents are organized and easy to find.

Information exchange is a basis for communication in a company environment and it requires subsequent documents to flow daily, both in electronic and paper form. Reports are showing that on average 20 minutes of working time could be saved if improvements in subsequent documents versions system were introduced.

Digitalization is the best solution for a document flow

Changes to document flow and managing documents can result in saving numerous working hours per week. One example is a document flow in which all documents are scanned and stored in the cloud with a notification system and a clear naming system based on colors, categories, and numbers.

Each business transaction generates sales documents such as sales orders, quotations, or invoices. A typical sales document flow would involve a sales order, which contains the customer’s contact information, order details, and delivery date. Once the sales order is generated, it will be sent to the customer for confirmation. After the customer confirms the order, an invoice will be generated and sent to them. Upon receiving payment, the goods will be delivered to the customer.

With digitalization, businesses are now able to automate this document flow. For example, sales orders can be generated automatically when a business transaction is made. Similarly, invoices can be generated and sent electronically when payment is received. This not only saves time but also reduces the possibility of errors. As a result, businesses can improve their efficiency and transaction accuracy.

More and more companies are thinking about the digitalization of document flow not only for sales documents but for all subsequent documents. It is so as it gives an option to update consecutive documents, describe them easily and assign access to appropriate people. As a result, when deciding to implement CRM solutions in a business, it is important to select ones that allow for easy management of electronic documents and automatically update the version after it changes. Therefore, every interested employee will have access to the most recent ones.

Digital signatures and PDF editing

Digital signatures are a solution that facilitates work with consecutive documents. Improvements in processing signatures, such as introducing a digital signature, can save working time and increase profitability.

Another improvement in document management is the availability of PDF editing software for all employees working with digital documents. Access to PDF document editing software enables quick corrections and adding comments and suggestions to an entire document or single page elements without the necessity of conversion from and to PDF format.

Which tools will be helpful?

If we do not have our own CRM, then it is worth using the tools available on the market, which allow a group of employees to easily share documents and add them to tasks management. The simplest of them is Google Docs, which perhaps does not grant us all the required options for document flow, but what is most important, it lets us create documents with different levels of access. Other available solutions for document flow are, for example, IC Project, which allows you to assign consecutive documents to tasks and employees.

Analysis of document flow in a company can bring us many interesting conclusions.  By improving document flow, a company can save not only employees’ time but also money. It is worth opting for digital distribution of documents to retire from the paper ones where possible and, which is the most important thing, lead to a situation where a simple archiving system will allow us to rapidly and easily find the documents flow we need.

Digitalisation in project management in 2022

In brief, this is what digitalization itself consists of converting physical materials into their virtual digital counterparts. Without a doubt, task management benefits greatly from digitalization. The digital documents flow increased project management efficiency and timing. Mobile applications introduced even greater improvements.

Definition of digitalization

Digitalization is an analog-to-digital signal conversion, also known as the transformation of physical content into a virtual one. Nevertheless, the effect of the entire process stays the same—a digital file is created. Some have proclaimed it the next era of human development, others just another data storage method, but, unquestionably, it has had and still has a significant impact on our daily lives, not only in its professional area.

Going further, changes, although not always, are welcome. And this was a similar case. Replacing paper documents flow with their digital cousins grew on users quickly. It entailed, however, additional challenges, or rather facilitations. While management of physical files requires/requires a rich collection of bookshelves and even a richer set of folders, and sending them to a local post office, the emergence of digitalization resulted in focusing on a single notion—file management system. In other words, this is the method we employ to use, service, order, send and receive files. You can also encounter it in ICP. Furthermore, in the recently implemented new, refreshed, and enriched version, all the above activities have become much simpler. Attaching a file to a comment? A piece of cake! Managing files related to a given project? Easy-peasy! Everything is in order, labeled, and ready for use. Therefore, if you have not tried it yet, it is high time you tried it!

After summarizing, what is the answer to the question posed in the title? If we approach the subject of digitalization right and we equip ourselves with the proper tools while using it, the reduction of global deforestation will no longer be the only positive side of it. When we add much quicker operation, comfort, as well as data archiving possibilities, with digitalization, we receive a simply better product.

Mobile application for task management in 2022

The market for mobile applications for task management has grown, and hundreds of thousands of different applications may be found in stores. Mobile applications, whether utility or shopping ones are a very important element of the digitalisation of brand strategy. Mobile applications such as calendars are very important not only for business.

Mobile application market

Mobile applications, whether utility or shopping ones are a very important element of the digitalisation of brand strategy. Thanks to them, we can be in constant contact with our clients or fans. Looking at ComsScore data, it is easy to see what the application market looks like currently. Together, iOS and Android users spend 86% of their time using applications and only 14% of their time using web browsers.

The Chamber of Digital Economy reports that 1/3 of Poles do shopping using mobile devices and 41% of them use shopping applications. OLX, Allegro, and Rossmann rank among the largest ones. It is worth adding one more piece of information: throughout 2017, the leading Polish shopping applications in terms of coverage were OLX.pl (coverage of 17.59%), Allegro (14.16%), Rossmann (14%), and AliExpress (11.86%). According to the survey “Shopping Behaviors in Stores”, only 6% use shopping applications in stationery shops and only 2% create shopping lists using them. These applications achieve the best statistics in December, as this is the gifting period when we go on a serious shopping spree.

Why is it worth having a mobile application?

A mobile application gives a plethora of opportunities, which do not always occur in other channels. First of all, it allows us to provide the user with appropriate information (for example, when the company is open or where to look for facilities), can have a product browser, allow us to reserve a seat or a product, and will enable us to create an account and check the order history. At the same time, from the marketing point of view, an application enables the personalization of advertising. Push messages can be directed at specific people or work on the principle of geolocation. Options are abundant. Allowance coupons, free samples, trials-all this may be provided to the application user easily. However, the main advantage of the application is the fact that we can be visible to the client at all times. No wonder—they have us in their pocket.

What should an ideal application look like?

As Criteo reports, applications lose even 77% of users within three days of their installation. All that is because they do not always meet the users’ expectations. For many of them, the first few minutes are sufficient to decide about the “to be or not to be” of the application. The most important elements of good software of this type are as follows:

  • users care about the speed and fluency of their application’s performance.WWW websites that load too slowly are usually left by the users after a few seconds; the same applies here. If photos, animations, and videos overload the system and do not allow using the application fluently, it will usually land in the trash quickly.
  • stability-what do we not like the most? When the saved shopping cart or list disappears, or an application “crashes” just like that, Sudden shutdowns, caused, for example, by the lack of the previous testing, are just one of many problems. Well-developed applications guarantee stability;
  • ease of use: UX, meaning user experience design, is a very important part of every application: how the elements are arranged or whether they are transparent and easy to use. The clients’ experience in contact with our digital product should be high-level. This is why many brands use client surveys. They do that even before releasing their application because a well-selected focus group helps to correct mistakes and streamline the interface.
  • variety of options—applications can be used for different purposes: to purchase, book dates, find places, etc. Our application needs to have many important and comfortable options and solutions for the users. If it will be used for shopping, the products should be easy to find; it is also good if the application allows saving the shopping cart and gives many options for payment. If it will be used for booking dates, it should send booking reminders and make it possible to transfer a booking onto a different date. These are just examples, yet it is exactly about assumptions and solutions that are to facilitate the clients’ lives, thanks to which they will be willing to use the application.

Standing out from the competition

As many applications have a fleeting life, caused by imitativeness, mistakes, and little interest among the users, it is worth thinking about how we can stand out from others. Sometimes a minor feature can tip the scales in our favor. Solutions based on data science or machine learning appear more and more frequently, thanks to which they adjust to the behaviors of the clients. It is good to think about that.

In the case of many brands, mobile applications are one of the main channels through which the client gets in touch with the brand. This is what modern marketing looks like. Mobile application is a simple, stable, transparent, and useful tool for project and task management.

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