Just a couple of years back there were so many business offices that had large rooms where they used to store their files. These filing systems were very complex and impractical. All of the documents were stored physically into many cabinets and the whole management process was filled with a lot of clutter and unnecessary procedures.
Additionally, this method was not only inefficient, but it was also expensive for business organizations as they had to pay one or two extra employees whose only tasks were to manage these documents in order to remain functional. A company office is a busy place where all employees perform a lot tasks during the day.
A part of their obligations includes handling certain paperwork, and employees can easily get distracted and misplace valuable documents or even lose them for good. Additionally, they can take a lot of their time and they might end up being less productive due to these obligations.
This is why so many business organizations are turning to online documentation. A lot of facilities that depend on taking notes, capturing results or anything else on a daily basis can benefit so much from online documentation.
In order to get a better understanding of how your business can be improved with online documentation let’s first explain what online documentation is.
What is online documentation
There are many forms of online documentation and one of the best known types are manuals. A typical example of these kinds of manuals is when you purchase a computer product, no matter if it’s software or hardware, and you get an URL address for accessing the manual that will help you learn how to set up that product and operate it. However, today we are not talking about this kind of online documentation, instead we will focus on a different type, less known, but more important for various businesses.
Basically, this special type of online documentation is a system that helps workers, and it has documentation implemented within the program. These systems allow employees to easily access them and modify, upload, or browse through certain documents that hold information which is valuable for them and their jobs.
Why efficient documentation is important to companies
In modern business landscape there are fast-paced changes and it is crucial for a business to be able to adapt and keep up with the rest of the industry. Additionally, all of the personnel working at a company need to have all the tools, information and knowledge at their disposal. For example, when there are important business meetings everyone needs to have some document that will help them navigate through important topics you are covering. Just imagine a large group of people trying to get the same documents and all the commotion this can cause as some might forget them, other might lose them etc.
With a computer system that supplies online documentation, you can have all the relevant documents stored in one place, and when needed, you can simply print out as many of them as you need. There are a lot of business organizations that need to store valuable information on a daily basis, and it needs to be categorized properly, managed and be made accessible in the future in case it’s needed.
This will improve the overall efficiency of your business, communication between employees, and there will be much less mistakes due to less complexity. Additionally, your clients will see that you are a professional establishment that keeps track of all relevant data, as you will respond quickly to any request and dig up important information that can help them in some way.
A typical example of an organization where documentation is quite important are medical facilities. When you have patients you need to have individual charts for all of them. This is why it’s a good idea to go through medical office software reviews and find a solution that implements online documentation you can use.
Direct benefits of online documentation
Online documentation improved the way business organization operate in many ways. With the ease of access to valuable resources, improved business processes, and global access to documents from any location, and less time spent, businesses can get a key advantage they need to beat their competition.
Like I mentioned before, your whole business will work a lot better if it has the ability to improve workflow, productivity, access valuable data instantly, and navigate information easily. On top of that, collaboration will be on much higher level, as employees can update each other and discuss important issues.
If a company manages its documents this way it will be able to save a lot of money in return. How does online documentation save money you ask? Quite simple, you don’t have to buy so much paper. Instead of all your documents being on paper, they will be simply stored in a virtual storage room where they cannot get lost or destroyed. The less paper you need, the less money you will spend on it, simple as that. Not only this, but your business will also be more environment-friendly and this is a good thing for modern companies.
A business with online documentation needs less space, as there is no need for large filing rooms where you have dozens of cabinets storing your important business documents. On top of that, you won’t have to hire employees to manage your documents as people learn to use these tools quickly and they can get what they need on their own.
Online documentation tools that can be used
There are a lot of different online documentation tools that can serve as storage for important documents. There is a lot of variety when it comes to costs, organizational needs, and features these tools have. This means that pretty much any business can find a perfect solution if they look for it more carefully. Some of the most common features online documentation tools possess include:
- Document storage including emails, spreadsheets, PDFs
- Search features that allow you to find files using individual keywords
- The ability to restrict access to certain users on certain documents
- The ability to see actions performed with documents
- Looking at previous versions of documents
- Regulating and controlling when some documents can be removed
- Browsing, sharing and editing documents across all devices
Some of the tools focus on certain areas more than others, and it is your job to understand your organization’s needs and choose a tool most suitable to do the job. Perhaps one of the most used tool for online documentation is knowledge base software. This is a centralized storehouse with a purpose of gathering information the best way possible. It’s all about giving and storing highly valuable information that revolves around a particular topic.
Things to keep an eye on when choosing an online documentation tool
There is a huge variety of these tools, this is true. However, it doesn’t mean that all of them are good, and you need to see if the tool you’re looking at has some essential features that can truly help you improve your business. Here are some features and functions you should look to have in your online documentation software:
- System’s structure: the structure of your tool should be intuitive and easy to comprehend by everyone at your company.
- Search efficiency: find a tool that has many advanced search methods and finds documents quickly and easily.
- Optimized for all device: all users including desktop, tablet or mobile users should have no problems using the tool you’ve chosen.
- Integration: find a tool that can be integrated with all other software solutions you rely on a daily basis so that you can streamline your whole business process.
- Security: make sure that the software has good security measures which cannot be easily breached. You will store valuable documents and you cannot afford them to be stolen or deleted.
- Compatibility: find tools that are compatible with scanners and printers as it will be easier to transfer information from the physical to the digital world and the other way around.
There are countless organizational and logistical advantages of implementing an online documentation management system within your business organization. The traditional document management methods are quite outdated and your business will simply lose a lot if it continues to use them.
A responsive, quick business organization is essential for modern companies to get key advantage over their competition, and this is what an online document management system allows you to do. In the end, it is important to choose a good tool and give your employees a quick crash course so that they all learn how to use it properly and make the most out of your online document management tool.