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How to Achieve Digital Transformation

Digital Transformation is a familiar buzzword that has been floating around corporate boardrooms for a few years now. The reality is, digital transformation has been at the forefront of the ActivePDF  vision for more than 16 years (and counting). All this digital transformation talk is built around the simple notion of businesses moving their paper documents to digital content. However, that doesn’t mean companies are doing it in a way that makes them agile, compliant and secure. So, here are a few ways to achieve digital transformation the right way:

Businesses are desperately seeking digitalization.

For years, businesses have been trying desperately to move away from paper files and closer to a complete digital environment. It’s been laborious at best, mainly because companies are unprepared for the many challenges and options presented along the way.

According to Maria Boos, group director at the branding firm Siegel+Gale, the biggest obstacle for businesses is often ambiguity or disagreements about the company’s digital strategy. “If your leadership is divided on the purpose of driving customers to digital channels, it’s hard to succeed,” says Boos, who was a keynote speaker at the 2016 Digital Strategy Forum in Chicago. “Additional risks include underestimating resources required for true transformation – particularly in terms of data availability and simply taking on too much at one time, so efforts become diluted or lose momentum.”

Businesses that centralize workflow, dramatically reduce paper usage.

Many enterprise businesses have made digital headway by simply automating their processes. Right off the top, this approach dramatically reduces the amount of paper they use. However, there is more that can be done. First, create workflow to move paperwork around electronically rather than physically. By converting hard copy into digital documents, files are more visible to all staff members, as well as partners and clients.

Visibility is a key value for digitalizing paper and centralizing workflow. The result of such accessibility guarantees items won’t be buried in an in-box on someone’s desk. Think about how easy it is for paper files, such as account applications, loan documents, or staffing invoices to get backlogged by one person who is out sick, on vacation or busy with other work. Digital transformation ensures that work doesn’t get forgotten or lost. In fact, digitalized documents can easily be rebalanced and redistributed to another worker or resource management tool.

Accountability is a happy by-product of digital transformation.

Accountability is also easier to define, leading to greater clarity on who’s doing what work and when it’s due – even offering reminders as work comes nearer to deadlines. Managers, as well as staff, are equally able to easily monitor work, progress to completion, meet service-level agreements (SLA’s) and optimize resource performance simply by knowing how much work there is in flight, who has it and what state of completion it is in. Digitalization also allows your project managers to intercept work and redirect it to meet SLA’s and expectations. All this data can be used to set future strategies and project deadlines.

What’s the good of digitalization if it’s not mobile?

Digital devices are most certainly changing the way people work. In the past, employees who travel for their job would generate a significant amount of paperwork, often creating a mass of disorganization. Today, those same workers can directly enter data without the use of bulky laptops and without the risk of losing or leaving valuable papers behind at home or in their vehicles. 

A good example of how digitalization helps mobile companies comes by way of a large staffing company using ActivePDF Toolkit to integrate images of receipts into invoices. This saves time, resources and money, as well as significantly improves their document workflow, accuracy and organizational management. In the old days, their hired workers would have to mail in copies of the receipts, often times illegible due to wear or smudges. The way data is entered is changing too, with advances in voice-to-text and, as we see with the staffing company, integrating .jpg, .png or other image files.

How can your business achieve digital transformation?

ActivePDF tools such as Toolkit, CADConverter and WebGrabber continue to change the way industry professionals approach their business processes by using digital signatures, CAD-to-PDF, HTML-to-PDF, and more. This is just a fraction of the ways ActivePDF is helping businesses achieve digital transformation on a daily basis. 

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Sources: Document Strategy Forum;;;

Posted: 6/9/2016
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