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3 Reasons You Should Automate Your Paperwork This Year

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A cartoon about paper work – Three reason to automate your paperwork

3 Reasons You Should Automate Your Paperwork This Year

In the flood of new predictions and projections for the forthcoming year, it has been suggested that 2016 is the year that robots and AI will start to become prominent in our day to day lives. In fact, experts believe that automation via software and physical hardware will augment the existing workforce, allowing the humans within the organisation to focus on problem finding and solving, instead of more menial tasks. At Tipac, we couldn’t agree more. In fact, in the last year several departments in large companies – from HR to accounts, engineers to couriers – all of them found that automating their paperwork and documentation processes led to them spending 40-50% less time on administrative work, allowing them to focus more on their main tasks. So if your business deals with paperwork in any way, listen up.

Streamline Your Workflow

Paperwork is one of those time consuming and sometimes boring jobs that is essential to keep your business running. But there is a way to free up that time for your staff while still getting all of your paperwork done on time. Instead of spending hours wading through monotonous manual tasks like filing and data entry, smart administrators are now automating their documentation processes. With the heavy lifting in the hands of programmed technology, staff are now able to spend their valuable time focusing on strategic work to grow the business – like analysing business spending and optimising policies and procedures.

A chart showing the top reasons for evaluating new software – Tipac – automated document managementThis approach also holds an extra benefit. Studies in America and Britain have discovered that those businesses that are employing automated reporting systems are reducing their physical paperwork load (great news for the environment and data protection compliance) and producing more efficient, accurate records. When it comes to data you can never be too
accurate, and this could be why 98% of businesses are now looking at automated software for the first time. The reasons for the change from manual to automatic range from dissatisfaction with the current methods, increased company growth, need to upgrade or just the desire to automate certain processes. Just as supermarkets have implemented more cost effective automated self service checkouts, businesses are starting to see the many benefits of welcoming automation into their business.

Reduce Risk & Enhance Compliance

People make mistakes. We might like to think we are perfect, but the reality is everyone is going to make a mistake or two in their working lives. Invoices can get lost on deliveries, important post can be put into the ‘bin’ pile instead of the ‘client’ pile, and reports can be accidentally deleted from the system. Missing paper, data entry errors or inaccessible data can cause a whole host of problems, especially when the end of year tax returns roll around. Sadly most of these mistakes come from human error during the processing or handling of paperwork, and the results can range from a minor inconvenience to large liabilities in cases of disputed bills or inspections. Removing the human element from your data processing means that errors will disappear. What’s more you can programme your automation software to your specific company guidelines and policies, so you know that all of your paperwork is completely compliant. This is especially useful for accounting and compliance departments who need to adhere to a complex set of rules regarding paperwork.

Cost Effective

In today’s busy schedules we often hear the phrase ‘time is money.’ Our most valuable asset is the time we have, and the amount we can do in that time at work defines how efficient we are being. For a lot of employees across all industries, thousands of man hours are piled into administrative tasks. But if those tasks were taken away, those employees would have more time available to focus on helping the business grow and improve. Not only will automating your documentation processes save you hundreds of hours every single month, but the saved time investment from your employees can help your business to grow more quickly. In fact, studies have shown that businesses who use automated software for their paperwork, documentation and marketing processes are growing on average 63% quicker than those who aren’t, with a 10% increase in sales being contributed to their pipeline through a combination of automated software and increased sales time from their teams.

Today an employee may dump a stack of receipts and paperwork on the desk in accounts, have a notebook full of order numbers and quantities or a sheet of customer notes, all of which need typing into the system, analysing, filing and drawing up into reports. But in an automated world, these tasks take a fraction of the time for the people involved, freeing up their time to focus on their roles while knowing their paperwork will be faultless. At Tipac we help businesses understand what automation could do for them, and supply established and successful solutions that have been tailor programmed specifically for your business. For more information about document automation or to book your consultation, get in touch today.

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