Enterprise content management can help transform mediocre, manual and error-prone accounting processes into automated and efficient ones. In addition to immediate cost savings within the accounting department, this transformation will also have benefits beyond the finance department. Ultimately, pursuing accounting process automation through enterprise content management can position the CFO and finance executives as leaders in a key C-suite objective – business process transformation.
When you’re taking steps to become a paperless company, it’s inevitable that some users are going to hesitate or resist moving away from familiar, paper-based processes. The last thing you want is for users to feel like they’ve been forced into a business process change without having any input in designing the system.
In many paperless office initiatives, the leadership team does a good job of communicating the high-level benefits for the organization and specific departments, such as accounting or human resources, but fails to communicate the benefits to individual end users. Creating this awareness is key to effective change management.
If you’ve decided it’s time for your business to become a paperless office, it’s important to have a time frame for making the leap. For many organizations, “paperless in less than 90 days” is a great achievable goal, as well as a rallying cry that gets your team on the same page.
But what would need to happen in less than 90 days to consider the initiative a success?
Moving to an enterprise content management system (ECM) offers huge benefits for accounting departments, including improved efficiency, cost savings and — when correctly implemented — a great return on investment. But other departments may resist using an ECM system, often because they don’t see how ECM fits into their processes and ways of working.
Legal departments tend to resist ECM either due to compliance and regulations or to misconceptions about the validity of digital documents. People who have worked in legal for a long time often believe that for a contract to be enforceable they need to keep the original document with the wet (ink) signature. While that may be true in some situations, this environment is rapidly evolving, with a growing trend toward the electronic signatures provided by VeriSign and others.
If you’re preparing to implement anenterprise content management (ECM) system, you want to get it right the first time. By following the right process, that’s a reasonable expectation.
The key is to identify your business needs and design the best solution for your company before you get to the implementation stage.
Here are five tips for an ECM implementation that’s successful right off the bat:
If you find that employees are replacing an official process with their own workarounds, there’s probably an underlying reason that deserves a closer look.
When you dig into a workaround (a bypass of a recognized problem in a system), you often find that it’s the path of least resistance to accomplishing a task. A workaround probably makes that person’s job easier, at least in the short term, but it disrupts the collaborative flow for those around them.
Jupiter Aluminum (Jupiter) prides itself on its ability to produce low-cost, high-quality aluminum coil that exceeds customer expectations. Electronic document management plays an important role in its highly effective business model.
Before implementing electronic document management software, Jupiter struggled with the unnecessary time, costs and physical paper that document processing requires.
When you read the phrase “electronic document management,” you might think of towering high-rises and corporate campuses, not car dealerships.
But the paperless office is benefiting many industries, including automotive sales. More businesses are using electronic document management to automate processes, manage workflow, and save time, money and physical space.
Mann Mortgage processes loans at three locations, but retains all associated documents at its central office. Each center receives up to 20 files a day consisting of over 300 pages each. Every file must be sent to the home office for filing and processing.
Before adopting digital document processing, stark workflow and cost inefficiencies existed. Specifically: