Automation: are you ready?
Actually, everything is not that bad in the office: we create documents in Word or Excel, we send them by e-mail. But then we print them out. Why do we still need it?
The reason is our psychology. We still didn’t get used to new forms of document workflow. Nobody shows us how much we lose avoiding optimization of business processes by means of automation. Let us show you an approximate picture of the process of making a contract.
How it actually happens
The head of department asks managers to prepare a contract. They find several similar contracts in archives, discuss them, and the first version of the contract is prepared. It is send to the head of department and after two or three corrections the text of the contract is ready.
The manager sends the contract to other heads of departments. They make some corrections and, consequently, the contract obtains its third version. And again, all chief managers check it and make final corrections once again.
The final version is sent to another party of the contract. There are some more corrections again, and, finally, the contract is printed out to be signed by CEO.
If everything is perfect, then CEO will sign it. Otherwise, there will be some more corrections.
The signed contract is sent to another party.
As you can see from the typical picture of creating and signing of a contract, the document workflow needs a business process optimization. Let us show you the same sequence of actions within the frames of the optimized business process.
The same process in the electronic document flow system
The head of department sends a task in the electronic document flow system to prepare the text of the contract. Similar contracts are often made in the company, that’s why there is a form of this document. So, manager only needs to fill in the form. Then, the manager sends the task on approval.
Heads of other departments get tasks with certain time limits; they are able to see all enclosed correspondence, the form of the contract is familiar to them and they have personal instructions.
Corrections are made in one document. It is possible to provide extra approving if needed, and the system forms the route of approvals itself.
The manager gets a task on checking of the contract by another party. In case of existing of corrections he creates the second version of the contract and sends it to CEO.
The process ends with the task for CEO to put an electronic signature or for a secretary to print the copy of the contract out in order CEO could sign it if it is necessary to have a hand signature.
It is obvious that optimization of business processes of the company by means of automation reduces time spent on routine tasks and simplifies many procedures.