Eliminate paper administration to grow workplace efficiencies
A paperless office has long been depicted as the workplace of the future with predictions of its inevitability dated as early as 1975 when mentioned in a New York business publication (Business Week).
A workplace free of paper was often touted alongside the forecast of PC’s being widely used in every workplace and home.
However, 41 years later while computers are dominating, desks still contain trays piled high with paper work.
How can this be so?
With vast advancements in workflow automation why are so many organisations still labouring under the weight of paper administration – so accurately termed as paper shuffling?
Five reasons for workflow automation
The benefits of workflow automation have been proven countless of times including:
1. Improved Processes
Through setting up the automation of everyday processes, forms and approval requirements (such as HR forms and compliance documents) a company can eliminate physical paper handling.
HR automation software provides staff with an effective way to complete and monitor paper work resulting in an increase in accurate, timely submissions and approval times.
Result: Workflow automation will provide a consistent and seamless experience for staff across multiple locations and devices.
2. Improved Communications & Efficiencies
Through the transparency of these new automated workflow processes organisational communication
across the board will increase tenfold.
Each department, internal teams and individual staff members will be able to receive scheduled notifications of the requirements of progress of paper administration. This allows accountability for all employees available and gives administrators the chance to be more productive and efficient.
Result: Workflow automation will establish transparent accountability across departments and staff as a whole.
3. Error Reduction
Operating in old fashioned paper based work practices can also expose companies to significant staffing and legal risks with opportunities for errors high.
Through automation processes can be more robust, records better maintained and risks mitigated through automated monitoring, alerts and problem analysis.
Result: Workflow automation mitigates errors and compliance breach for businesses.
4. Better Reporting & Compliance
Within every organisation reporting and compliance is mandatory.
Workplace automation can provide businesses with the necessary processes and reporting capabilities that satisfy government and industry regulations.
Forward thinking workplace automation software links back to award interpretation rules and automatically produces relevant reporting for tax and regulatory requirements.
Result: Workflow automation maximises business compliance capabilities.
5. A workplace of choice
As businesses (and everyday life) head into an increasingly digital world the ability to complete paperwork online is no longer a ‘nice to have’ but an expectation.
Through keeping ahead with technological advancements your company will be seen as forward thinking and ultimately become a workplace of choice attracting a higher quality of staff.
Result: Workflow automations helps establishes industry best workplace practices and retain employees.
One reason against workplace automation
Businesses (just like people) can often be too busy for, too resistant and too overwhelmed by the thought of change.
With organisations so often focused on going through the processes and just getting the job done they not only fail to see how processes can be easily improved but believe that the system is too large and cumbersome to change effectively.
While arguably workplace automation can be viewed as a large investment in terms of cost and time, ultimately if a business wants to remain competitve in today’s world – it truly is only a matter of when not if.
The first step in the process would be an external consultant who can provide a clear strategy in how to implement workflow automation with minimal interruption, along with a business case for the business – no matter the size.
The past workplace of the future is here
While the implementation of workflow automation software can’t eliminate paper from the work environment entirely, HR & payroll administration will be dramatically decreased.
This shows that the workplace of 2016 has the capabilities of being so much closer to the paperless office first predicted so long ago.
Businesses just need to be prepared to go through the process of necessary change to realise greater efficiencies and improvements.
And to see the end of horrid paper cuts.
The evolution of payroll