Gain 8 hours of more productivity per week


With Easter just around the corner, many of us are looking forward to enjoying a nice long weekend.

But what if I told you that you could gain a whole extra day’s worth of work each and every week simply by implementing a Docuworx solution?

And what if your competitors may have the edge on you because they are already doing so?

These are the questions I recently posed to the CFO of a major Engineering company here in Adelaide.

“If we could reduce the need for manual tasks and automate key processes, that would be an amazing time-saver,” was his reply.

Like many other prospective clients that we speak with, this CFO went on to say that the key challenge lies in choosing the right solution.

Fortunately, this does not have to be such a daunting task. I was quickly able to provide the CFO with a demonstration of how our DocuWare platform, can get his company started on its digital transformation.

He was impressed, immediately seeing the benefits of using technology to manage day-to-day tasks, enter data, search for documents, route invoices, and cut down on unnecessary paper.

As a Platinum Partner of DocuWare, we are ready to assist companies of all sizes with their digital transformation initiatives. Read on to discover five key ways that you gain up to eight hours a week by using this world-leading business solution.

It would almost be like having a long weekend every week!

 

  1. Search faster

Did you know that the average employee wastes 3.5 hours per week searching for documents that they end up being unable to find? This time-consuming problem will become a thing of the past thanks to digital document management, which reduces the time spent searching for documents to a matter of seconds. And with DocuWare’s powerful automated indexing system, you’ll never have to be concerned about misplacing critical documents again.

 

  1. Boost speed

The average employee spends up to 4.3 hours every week on manual approvals such as invoices and application forms. To make things worse, such documents often require multi-level approvals, which means they must be passed around the organisation. With DocuWare, you can create digital invoices with intelligent indexing for instant retrieval as well as preconfigured workflows for seamless approval routing.

 

  1. Automate workflows

Shuttling paperwork between various departments not only takes time but also introduces a heightened risk of potentially costly errors. By using digital workflows you can create ‘rules’ that will improve transparency, compliance and efficiency. For example, you can establish automatic approvals based on amounts, vendors or other data and make sure the right documents get to the right decision-maker.

 

  1. Reduce routine tasks

Many of your company’s most common business processes probably require your employees to perform repetitive and routine manual entry tasks. However, it does not have to be this way. With an automated solution such as DocuWare, data can be shared between the document management system and an ERP or accounting system, eliminating duplicate data entry and allowing your employees to focus more of their efforts on higher-value tasks.

 

  1. Improve collaboration

Maintaining all your documents in a centralised repository makes it easier for your employees to collaborate on projects, resulting in time-savings and improved business outcomes. For example, your company’s business proposal may include documents from different departments. Before submitting the proposal to a prospective client, you can digitally “staple” the documents together and instantly send them to the departments in question to review.

 

When all these benefits are combined, it is easy to see how DocuWare can be a major time-saver for your company. At Docuworx, that DocuWare is the ideal digital transformation tool for Australian companies that are looking to thrive in an increasingly digital world.

 

To learn more about how Docuworx can assist your business or organisation, book a free trial today.

6 TIPS FOR STARTING A SUCCESSFUL ESIGNATURE PROJECT


Paper has been the dominant form of storing and sharing information for thousands of years.

But now the reign of paper is almost over. Thousands of businesses worldwide are realising that digital transformation is the only way in which they can survive and thrive in the new world.

The trend towards digital documents has only accelerated over the past year, due to the Covid-19 pandemic.

As a result, an increasing number of businesses are seeking an electronic signature solution so that they can reap a range of benefits including: Eliminating paper, Compliance, Improving the customer experience, Speeding up processes and a Greater level of Security.

While eSignature solutions such as DocuSign have become relatively common in parts of our everyday lives, they may not always be appropriate for businesses with unique needs such as financial or healthcare institutions.

The combined team at Docuworx and DocuWare has over 30 years of experience with compliant paperless processes including eSignatures. By helping over 14,000 customers across the globe, we have learned everything there is to know about successfully implementing eSignature technology, and we want to share those insights with you. Read on for 6 tips for getting your eSignature project off the ground today.

 

#1 Get your team onboard 

The first step for your eSignature project is to ensure that your employees are eager to undertake the initiative. Therefore, you must start in a department in which people will be excited about the project and ready to make the change.

So how should you motivate your employees to get onboard?

Converting a common paper process into an electronic one is an easy win that you can strategically build upon. While forms can be simple, the gains are big, with businesses realising an average paper reduction of 85%.

Once you have successfully rolled out an eSignature process, you can then expand into other areas in which forms may be more complex. For example, these forms may require complex data entry and multiple signatures from different people who are located in various departments across the business.

 

#2 Start simple then expand 

While you may initially plan to only rollout your eSignature solution to a single department, it pays to think big.

At Docuworx, we recommend starting simple, gaining success in one department and then expanding into other departments.

If the pilot department is highly visible to other parts of your organisation, chances are the success you demonstrate there will spark interest and buy-in from other stakeholders, department heads, and end-users.

Once you have implemented the solution in the pilot department, consider the next few departments and form processes you would like to target, identifying any unique characteristics.

Put simply, the eSignature needs of other departments might be beyond the needs of your starting department, so you do not want to get an eSignature solution that is limited in its use-case. Make sure you get a solution that works across multiple areas of your enterprise.

 

#3 Talk to stakeholders 

Many businesses make the mistake of moving forward on the implementation of an eSignature solution without ever actually discussing the solution with their employees and stakeholders first.

Naturally, this can cause frustration among employees. As a result, they may not be as eager to support the rollout of the solution.

If you discuss the value proposition of an eSignature solution with them, you’ll help create willing participants in the shift to a paperless world. As an added bonus, you might even learn something about how to best manage implementation in those departments.

 

#4. Consider eSignature devices 

When people think of eSignature capture devices, they often think of a single type of device such as an LCD pad. While these are great devices for some businesses, they may not be a good fit for others.

You should consider the types of devices that will work best for you and your customers.

For example, Docuworx has a full suite of mobile eSignature apps available on iPad, iPhone, Android devices, Windows 8, Windows 10 and Windows Phone devices.

 

 #5. Be prepared 

It may come as a surprise to you that many eSignature projects fail out of the gate due to poor preparation.

Before commencing the implementation of your chosen solution, gather together all of your forms. Next, examine them to see if they are up to date and compliant.

You will only be able to successfully implement an eSignature solution once you have a comprehensive understanding of the forms and processes used by your business.

 

 #6. Prioritise security 

Today more than ever you need to ensure that you are being smart when it comes to compliance and security.

Ensure that whichever eSignature vendors you consider have top of the line security features. For example, if you are in the healthcare sector, you deal with overly sensitive protected information and some solutions may not meet your stringent security requirements.

A good eSignature solution should have strong cybersecurity capabilities and a dedicated compliance team that provides independent assurance that its security standards are top-notch.

 

What are you waiting for?

With the rapid ramping up of digital transformation worldwide, there has never been a better opportunity to make the switch to eSignatures, which can save your business money and time.

Although eSignatures are increasingly finding their way into our everyday lives, it is not a case of one-size-fits-all. Due to the complex needs of your organisation, you need to find the solution that’s right for you.

To successfully implement your eSignature project, review the tips outlined above, and should you have any questions, please feel free to contact Docuworx. We are here to help.

 

Increase cash flow with Invoice Process Automation


Did you know that 47% of invoices issued to Australian small-to-medium businesses (SMBs) are paid late?

This staggering statistic came from a study by Australasian accounting software business Xero.

On top of that, Xero found that when payments arrived on average were 30 days after their due date.

In other words, Xero found that almost half of Australia SMBs had to wait about 60 days before being paid!

The spill on effects of this can be catastrophic. It is no coincidence that the Australian Bureau Statistics recently found that 40% of SMBs fail within their first four years of operation. Late payments being a contributing factor in this.

The good news is that Docuworx has a solution that can help you get paid faster and save time and costs while doing so.

SOLUTION – Invoice Process Automation 

A way Docuworx can help your business is by the implementation of DocuWare as a platform for the Invoice Process Automation.

In simple terms, Invoice Process Automation – also known as AP Process Automation – allows your business to unshackle itself from the mountains of paperwork and hours of data entry associated with checking and processing invoices.

The Automated Invoice Process with DocuWare speeds up invoicing and accounts payable, eliminating the need for paper filing and manual data entry.

As well as improving efficiency and transparency by establishing automatic approvals and digital workflows.

It also improves compliance, preparing businesses in the event of an audit and provides security in case of a natural disaster that would put your data at risk.

Just Three Simple Steps to Automate Invoice Processes 

Step 1: Key information is captured from scans, emails with PDF attachments web forms and other documents, filling indexing fields with the desired criteria. By capturing all invoices electronically, error-prone and time-consuming data entry is no longer a factor while establishing the digital files, creating an automated workflow process.

Step 2: All invoices or documents are in a centralised and accessible database that is organised based on the indexed data from Step 1. Retention policies and routing rules seamlessly collect information for audits or enhance your departmental processes. All documents and data is accessible anytime, anywhere from any device.

Step 3: Unleash the power of automated workflows. Using these, you can route invoices through approval chains for faster decision-making and handle exceptions with ease, all while maintaining a high level of transparency and compliance.

The chart below shows manual data entry time is cut by 95% and an approval time improvement of 70 to 80%.

A flexible, scalable solution for everyone

 DocuWare Invoice Process Automation is available as Cloud, On-premise or a hybrid (Cloud and On-premise) solution so that you can choose the deployment that suits your business.

As there are more than 14,000 DocuWare customers worldwide, it has ensured seamless integration with more than 500 third party systems. Email providers, ERP, accounting system or CRM.

We can help your team stay in sync and seamlessly transition between the applications that keep your business running.

Docuworx also has solutions that can help improve your SMBs’ HR departments, sales and procurement processes and admin departments.

If you would like to know more book a free trial

Docuworx ready to help Australian government agencies ramp up their digital transformations


 

A key advantage of Docuworx is our versatility.

In this article, we will look at how government agencies are progressing with regards to digital transformation and how Docuworx can help.

 

25% of agencies are struggling to move forward

According to a recent study conducted by Micro Focus in partnership with Omdia, Australian federal government agencies have been working hard on their digital transformations in recent years.

However, at least a quarter of them have still not moved forward with a digital transformation plan.

The study surveyed 40 Australian federal government decision-makers to assess where they are at in terms of their digital transformation initiatives and the challenges they are currently facing.

The study found that 50% of respondents work in agencies that are implementing digital transformation programs now while 25% do not have an approved strategy in place.

Other key findings included 88% of respondents stating that their IT systems would have to change and 45% saying that new systems or major changes to existing systems would be required.

When it comes to the barriers that government agencies face, the top challenge identified by decision-makers was organisational structure/culture, followed by legacy technology, staff skills, lack of investment, and lack of direction.

 

Automation on the rise

The research found that 36% of respondents stated they had already implemented automation technology with another 48% indicating a planned investment in the near future.

The leading driver for adopting automation was a reduction in repetitive back-office tasks, following by improved use of data across systems, more accurate responses to customer enquiries, reduced levels of error in data input, and the freeing up of staff so that they can focus on higher-value tasks.

 

IT investment re-prioritised

The research also showed that government agencies are planning significant investment in core IT solutions that support their digital transformation initiatives.

Even in light of the impacts of COVID-19, the decision-makers surveyed overwhelmingly agreed that their investment levels in IT would not be affected, illustrating its importance.

However, they did note that while investment would not decrease, priorities may be reassessed.

Specifically, they said that in a post-COVID world their top priority is now management of cloud, followed by IT governance, risk and compliance, and IT business management.

To achieve their goals, Omdia recommends that government agencies seek solutions which offer deployment options across on-site, private cloud or public cloud as well as flexible integration with APIs.

 

How Docuworx can help?

Docuworx, as a Platinum Partner of DocuWare, is ready to assist government agencies of all types and sizes with their digital transformations.

With DocuWare’s platform as the tool, government agencies can:

  • Manage risk by protecting their valuable data from cybersecurity threats and natural disasters
  • Improve efficiency by having a centralised and secure document pool which can be accessed from anywhere and at any time by workers in different departments.
  • Enhance information sharing by integrating with common business applications
  • Boost compliance, by adhering to all regulatory requirements
  • Eliminate clutter, by going paperless
  • Speed up processes by automating them
  • Future proof, by allowing citizens to submit digital forms or email their requests
  • And more

 

Case study: The Town of Henrietta

For example, the Town of Henrietta in the US recently benefited greatly from the implementation of DocuWare.

Henrietta is a small town located just outside of Rochester New York and is home to approximately 45,000 people.

The town’s government offices had a major record-keeping problem as it was overwhelmed by the vast amount of paperwork that was rapidly filling up onsite and offsite storage facilities.

It was not only costing the town money but also making the search and retrieval of important documents a daunting task.

A top priority for the town was to find a solution such as DocuWare that could seamlessly integrate with its existing software.

Today, the town has over half a million documents stored in DocuWare. Thanks to this world-leading solution, the time required to retrieve documents has been reduced to mere seconds and the need for paper records has been eliminated.

Meanwhile, the town’s return on investment was realized within months. It was able to save over $20,000 a year on paper storage alone.

 

Want to find out more?

Docuworx believes that the DocuWare platform is an ideal digital strategy for the quarter of Australian government agencies that are yet to commence their digital transformations.

To learn more about how Docuworx can assist your organization, book a free trial today

 

 

 

 

 

 

 

 

 

 

 

Digital transformation accelerates at an unprecedented pace


As many countries fight to come to grips with the Covid-19 pandemic, companies are working hard to continue serving their customers during these unprecedented times to maintain “business as usual”.

Interestingly, there have been beneficiaries such as the mega-cap FAANG stocks (Facebook, Amazon, Apple, Netflix, Google) which have all experienced spikes in business due to the millions of people confined to spend time at home.

On the other hand, many small-and-medium (SME) enterprises have struggled with the restrictions. Unfortunately, a large number of them will not survive.

The good news is, many are improving. Companies of all sizes have joined the race to digitise processes which would previously have been performed manually in a bid to reduce operating costs and improve efficiency.

According to a study released by consultancy firm McKinsey this month, the impact of Covid-19 has accelerated the digitisation of companies’ customer and supply-chain interactions as well as their internal operations by three to four years.

The acceleration is even higher for the companies’ creation of digital or digitally enhanced offerings.

The study found an average acceleration of seven years in this area, with a higher leap in Asia Pacific, where it has sped up by more than ten years.

To stay competitive in this new business and economic environment, requires new strategies and practices, according to McKinsey.

Respondents from companies that have executed successful responses to the crisis report a range of technology capabilities that others don’t. Most notably, they say that filling gaps for technology talent, using more advanced technologies, and the speed in which they are experimenting and innovating are all key factors.

At Docuworx, we believe that one such technology all SMEs should look at implementing is DocuWare.

BUT WHERE DO YOU START?

As Australia’s only Platinum Partner of DocuWare, Docuworx has assisted numerous SMEs in the region with their digital transformations.

From manufacturing to retail, healthcare and education, SMEs across Asia Pacific are quickly discovering the importance of taking that all-important first step.

The most common question Docuworx gets from new clients is ‘Where do I start?’. Below are three ways Docuworx can help.

#1 GO PAPERLESS

Digitising paper documents is a simple and most-effective digital transformation initiative that a company can undertake.

SMEs may not realise this, but the paper is a heavy burden on their business. Employees waste time and money managing paper documents as well as being exposed to the risk of losing crucial documents and facing compliance issues.

By going paperless with DocuWare, they can cut costs, improve security and streamline their operations.

#2 AUTOMATE COMMON BUSINESS PROCESSES

Automating business processes is the key way in which SMEs can free employees from the burden of manual data entry so that they can focus on the high-value work that drives profits.

Although we live in an increasingly digital world, many SMEs still rely on manual tasks for simple, repetitive processes such as those involved in accounts payable or receivable as an example.

DocuWare Invoice Processing automates the entire AP process – including electronic invoice delivery, associated documents management, approvals workflows and advanced analytical and reporting tools.

#3 ENABLE REMOTE WORKING

As Covid-19 continues to create movement restrictions worldwide, SMEs need to have the flexibility to adapt to a mobile and distributed workforce.

For sales managers in the field, all the documents they need, such as emails, quotes, invoices and contracts are accessible in a centralised database. And since DocuWare works on any device including, smartphones, tablets and laptops, receiving information and completing workflows are only a click away.

The same can be said for employees working from home. Messy and disorganised folders on their personal computers can be productivity killers. With DocuWare, they will have secured access to a central, well-organised database containing all the documents and workflows they need.

With DocuWare, teams are also synchronised in their productivity, ensuring that everyone is on the same page.

REQUEST A FREE TRIAL

The McKinsey study is one of many that have come out in recent months showing that digital transformations have accelerated worldwide.

Due to the disruption taking place around the globe, it has never been more critical for SMEs to embrace digital transformation and stay ahead of the pack.

With DocuWare’s capabilities, you can digitise and secure your information to flow effortlessly between your decision-makers – from anywhere, on any device, at any time.

To find out how Docuworx can help your business, Request a free trial

New research finds Document Management Systems return over 8 times the cost of investment


Digital transformations require investment and all companies are concerned about how their decisions will impact the bottom line and what they will get in return.

A recent study from information technology research firm Nucleus Research should help put some of those concerns to rest.

To calculate the value that small-to-medium enterprises could glean from document management systems (DMS), Nucleus examined recent ROI (return on investment) studies from the past four years. In each of the studies, an SME (small to medium business) deployed a DMS, realising a number of important benefits.

Nucleus found that each dollar invested in a DMS created an average return of investment (ROI) of $8.55.

 

Key benefits of a DMS

Although all SMEs create and share large amounts of digital data, most of them have been slow to deploy high-quality DMS solutions.

Until fairly recently, the decision has been a “no-brainer” for large organisations, which have the budget and workforces to justify the use of such solutions.

However, with advances in technology making DMS accessible to companies of all sizes, the landscape is now changing. SMEs must now look to harness their data and those that fail to do so will seriously lag behind their competitors.

According to Nucleus, the main benefits driving this amazing return on investment are: increased productivity, cost savings and reduced risk.

 

  • Increased productivity: Nucleus found that the average productivity increase was 46 per cent, with some customers achieving more than 70 per cent increases. Post-deployment, employees were able to find and access content much faster, saving time and allowing them to focus on value-add tasks.
  • Cost savings: Every company that deployed a DMS either redeployed staff or was able to avoid new hires, the study found. Companies with DMS’ were also able to scale faster without a corresponding increase in complexity or costs. One company was able to downsize the department responsible for managing its digital content by 35 per cent.
  • Reduced risk: In an age of rising compliance requirements and digital threats, companies cannot afford to mismanage data. The study revealed that by centralising and digitising documents, companies were able to standardise the handling of sensitive information and reduce the risks of losing or mishandling it.

 

Best practices for SMEs

Nucleus also studied customer feedback in each case study, identifying the most commonly recommended best practices for other SMEs.

The top three most mentioned recommendations were to:

Embrace automation, Centralise content and Leverage consulting services.

  • Embrace automation: Through automated business processes, companies can realise massive savings in both time and money. In addition, human errors can be reduced and more high-value tasks can be completed.
  • Centralise content: Silos in an organisation restrict information flow and create inefficiencies. By centralising content in a DMS, organisations can maximise transparency, efficiency and productivity
  • Leverage consulting services: As is the case with any initiative, staying on schedule and on-budget is crucial. Using the skills and expertise of an external provider to assist in the implementation of a DMS will yield the best results.

 

Docuworx is Australia’s only Platinum Partner of world-leading DMS provider DocuWare and perfectly placed to walk your company through its Digital Transformation.

With DocuWare’s DMS and Workflow Automation capabilities, you can digitise and secure your information to flow effortlessly between your decision-makers – from anywhere, on any device, at any time.

To find out how Docuworx can help your business

Request a free trial or contact us today.

 

COVID-19 speeds up Australian companies’ digital transformations by six years


Over the past several decades, companies worldwide have been on the slow and inevitable march towards digitisation.

While almost all had come to grips with the Internet and mobile technology, none were truly ready for the great remote work experiment caused by the COVID-19 pandemic.

Until the virus hit, most companies probably had a “digital transformation roadmap”, which would have seen them gradually shift more of their business to the cloud or embrace digital communication solutions.

That roadmap, which may have been a year or ten years long, became obsolete almost overnight. With offices no longer a viable option for many companies, what followed was a mad scramble to ensure that business could continue, even with the majority of consumers and workers in some level of lockdown.

Perhaps unsurprisingly then, COVID-19 has been a major catalyst in the realm of digital transformation.

Recently, the pace of that acceleration was quantified by research from leading cloud communications platform Twilio (NYSE:TWLO), which found that the impacts of COVID-19 have significantly sped up global businesses’ digital transformation initiatives.

To better understand the effects of COVID-19 on businesses, Twilio surveyed over 2,500 enterprise decision-makers in the US, UK, Germany, Australia, France, Spain, Italy, Japan and Singapore.

A key finding of the study is that COVID-19 was the digital accelerant of the decade. Specifically, COVID-19 accelerated companies’ digital communications strategy by an average of six years.

German and Australian companies, in particular, have accelerated their digital transformation to deal with the pandemic, according to the study. Over three-quarters of respondents from these countries (78% and 76% respectively) say the pandemic has sped up their digital transformation “a great deal”.

With regards sectors, the study found that technology, energy, and healthcare companies are the most likely to speed up digital transformation in response to COVID-19. Over three-quarters of companies from these sectors said that the pandemic has greatly accelerated their digital transformations.

Glenn Weinstein, Chief Customer Officer at Twilio, said that in the last few months Twilio has seen years-long digital transformation roadmaps compressed into days or weeks in order to adapt to the “new normal”.

“Our customers in nearly every industry have had to identify new ways to communicate with their customers and stakeholders — from patients, to students, to shoppers, and even employees — essentially overnight,” he said. “Cloud scale, speed and agility are enabling organisations to innovate faster than ever. We believe the solutions being built today will be the standard for digital engagement in the future.”

Another major finding of the study is that previous inhibitors to innovation have been broken down in the wake of the pandemic.

For example, over a third of respondents said that getting executive approval (37%), lack of clear strategy (37%) reluctance to replace legacy software (35%) or insufficient budget (34%) were no longer impediments to commending digital transformation initiatives.

The breaking down of those barriers has been even more pronounced in Australia across three of those four key metrics.

Almost half of the Australian respondents see getting executive approval (41%), lack of clear strategy (49%) reluctance to replace legacy software (41%) as major barriers, and a third are unconcerned about budget (33%).

As Australia’s only Platinum Partner of DocuWare, a world-leading document management and workflow automation provider, Docuworx understands the critical need for digital transformation in a post-COVID world.

DocuWare’s world-leading software allows you to automate invoice processes, capture your businesses vital data, go paperless, and more.

To learn more about how Docuworx can assist your organization or to book a free trial,  contact us today.

 

 

6 key benefits of digitally transforming business processes


One of the first questions we face when talking to prospective clients is some variation on ‘Why do I need to digitally transform my business processes?’

To us here at Docuworx, the benefits are clear as we have helped many companies across Asia Pacific embark on their digital transformations. For prospective clients, however, change can seem daunting, especially when it is unclear what they stand to gain.

While the specific benefits may differ depending on the size of your organisation and the industry you are in, broadly speaking there are six key areas in which your business will achieve improvements.

 

#1 Time

Without a digital document management solution, employees spend countless hours on manual processes, checking, filing, paper shuffling and searching for documents through filing cabinets. All of these little moments add up. According to research by Boston consultancy Delphi Group, 15% of all paper handled in businesses is lost and 30 per cent of all employees’ time is spent looking for those lost documents.

Digital document management solutions save you time by storing all your organisation’s data in one central location. Documents are never lost and users can search for them from anywhere as long as they have an internet connection.

By using automated workflows, digital document management solutions also help you reduce the time spend managing approvals and routing documents. The steps in your processes are completing automatically and quickly, greatly improving upon slow and laborious manual processes.

The time not wasted on manual processes and searching for lost documents means your employees have greater opportunities to focus on higher-value tasks that will drive your profits further.

 

#2 Money

Digital document management solutions can also help improve that all-important bottom line. The old cliché that time is money holds true. A good solution will allow you to save money by eliminating the costs associated with the searches outlined above.

In addition, by going paperless, your company will save thousands on paper, printing and postage costs. The increased efficiency also adding to more productivity and profits.

Digital document management solutions can also help you with the rising need for telework in the age of Covid-19. Using such a solution, workers can access information from anywhere and anytime.

Salespeople can submit expense reports without ever stepping foot in the office and online collaboration can be streamlined. This may also allow you to realise significant savings in the rental of office space or provision of staff travel.

 

#3 Compliance

Governmental regulations are an ever-increasing fact of life. Regulations worldwide are enforcing stricter standards around document security, data privacy, retention and information disclosure, making it hard for companies to keep up.

However, complying with HIPAA, Sarbanes-Oxley, GDPR and other mandates does not have to slow down your organization.

By using a digital document management solution, you can improve transparency and data security seamlessly, ensuring that you don’t run afoul of the law or compromise your customers’ experience.

When digitised, your company’s information is accessible to all authorized users at the right time, without fear of losing that data or having it end up in the wrong hands.

 

#4 Space

All businesses produce and use large volumes of information, which has been traditionally stored on paper. Over the years, this paper accumulates, taking up crucial office space and making work areas cluttered.

When you make the shift from paper-based processes to digital document management, you will no longer need expensive and space-consuming filing cabinets to maintain hard copies of your business records.

You’ll free up office space so that your employees can be more productive and have a nicer work environment. Going paperless is also good for the planet, saving trees and making your office a “greener:” environment.

 

#5 Competitiveness

In an increasingly competitive and global business landscape, maintaining your edge has never been more important.

US car dealership Home Run Auto Group recently reaped the benefits of digital document management against a backdrop of plateauing vehicle sales.

The company uses DocuWare as a virtual accounting team serving its 27 dealerships, allowing it to realise personnel savings of $660k. Home Run Auto Group then saved another $260k by reducing printing costs. Leaving productivity gains aside for a moment, the dealership managed to achieve almost one million in cost savings alone.

Justin Fehrman, CFO for Home Run Auto Group said that the integration with dealer software, digitised workflow and internal controls makes DocuWare indispensable.

“DocuWare had the flexibility that we craved that allowed us to change our workflow and simplify tasks for our employees,” he said.

 

#6 Survival

When disaster strikes, as it has done twice in Australia this year (bushfires, Covid-19), there is a strong possibility that companies heavily impacted will not survive.

In fact, according to the US Federal Emergency Management Agency, almost 40 per cent of small to medium businesses never reopen their doors following a disaster.

However, having the right technology in place increases the possibility that your company will survive and even thrive.

While no-one could have predicted Covid-19 and the resulting shift to telework, the companies that have commenced their digital transformations have been able to weather the storm much more effectively.

For example, Australian manufacturing company Gliderol has been using DocuWare for over three years now, but recently noted that the solution has been instrumental in the company’s success during the crisis.

Gliderol CFO Leanne Baston said the using DocuWare, the company has digitised all of its receivables, payables and purchasing.

“We have scanned over 400 archive boxes, which is the five years’ worth of archives, that we must keep for tax records,” she added. “That has freed up space and allows us to quickly lookup things online. At present, six out of my team of 10 are all working from home, but it has had no impact on our operations.”

In addition, Leanne says that DocuWare has enabled her to keep the same level of staff despite the business growing by 45%.

 

Ready to start your digital transformation?

As Australia’s only Platinum Partner of DocuWare, Docuworx can give you peace of mind as you take your first steps in your digital transformation.

If you would like a demonstration and Free Trial of how DocuWare’s can help you mitigate risk, improve compliance and efficiency in your business, contact us today.

 

 

 

 

Asia Pacific nations stimulate SME digitisation with government grants


One of the positive side effects of COVID-19 is that it has accelerated the digital transformations of companies worldwide.

Governments also have a crucial role to play in stimulating this change, as they can provide incentives to companies to digitise, particular small and medium-sized ones (SMEs) that may lack the resources for such transformations otherwise.

In the Asia Pacific region, Docuworx is pleased to see the governments of Singapore, Hong Kong and Malaysia all recently announce the launch of dedicated SME digitisation grants.

These grants not only provide crucial support to SMEs affected by the virus, but also empower businesses to digitise, thus future-proofing nations’ economies.

If you run an SME in one of these countries and are thinking of commencing your digital transformation, here is a quick overview of some of the grants you may be able to apply for:

 

Singapore

On May 26 the Singapore Government announced the SGD 33bn “Fortitude” Budget. Within it, there are two types of support for businesses looking to digitise.

One provides SGD 300 per month for a period of five months to encourage the adoption of e-payments and the other is a payout of up to SGD 5,000 to use e-invoicing and digital inventory management solutions.

Full details are available on the Singapore government’s website.

 

Hong Kong

In May, the Hong Kong Productivity Council (HKPC) launched the D-Biz program to fast-track SME adoption of IT solutions as regular business activities are disrupted by the pandemic.

The program covers the adoption of 12 categories of IT solutions including: establishing a website or app, adopting online business tools such as cloud accounting, enhancing remote communication with document management systems, and strengthening cybersecurity.

Applications opened on18 May 2020 and will end on 31 October 2020 and can be made on the HKPC website.

 

 

Malaysia

In March 2020, the Malaysian government announced its second round of stimulus packages which includes wage subsidies, financial support for businesses and interest rate cuts, all designed to help SMEs stay afloat.

The government has identified that accelerating the digital transformation of SMEs is imperative to their survival, creating the Automation and Digitalization Facility (ADF) to support the shift.

The ADF has an allocation of RM 300m to SMEs to incentivize them in automating processes and digitising operations to increase productivity and efficiency.

The ADF is available until 31 December 2020, with full details available on the Malaysian government’s website.

 

Are you ready?

Importantly, these grants do more than just hand out stimulus to ailing SMEs; they also help them reposition for an increasingly digital future.

Even when the virus subsides, it is likely that many of the changes we are seeing in the workplace now, such as increased reliance on digital solutions and increased social distancing, will remain with us for some time.

Thus, things such as digitally-automated processes will soon become the norm. Is your business ready for this evolution?

As Australia’s only platinum partner of DocuWare, Docuworx helps businesses across Asia Pacific kickstart their digital transformations.

DocuWare is cloud document management and digital workflows made easy. It securely stores all your documents in a central repository, providing access to them on a number of different devices. In addition, it allows you to automate key aspects of your operations, reducing costs and making your business more resilient in a post-COVID-19 world.

To learn more about how we can help you or to book a free trial, contact us today.

“Offices are the new cruise ships” – why it has never been more important to go digital


As COVID-19 gradually recedes, many are starting to imagine what the new post-virus world will look like.

With many now still working from home, one of the key questions has been around what a return to the office will look like.

But it seems that it will be far from business as usual in the immediate term and potentially in the longer term too.

This month, workplace design expert James Calder told the Australian Financial Review that he believes open-plan offices pose too great a risk for any employer to inflict on their staff.

Calder, who helped designed Australia’s first activity-based workspaces (ABW) in Sydney, said offices will have to be redesigned to allow for greater space and contain fewer people.

Until we have a vaccine, Calder said he can’t see how ABWs can be used at their full capacity.

“They’re just like land-based cruise ships. The circulation paths are intended to make people meet as many other people as possible – I know, because I’ve designed them,” he said. “They’re the perfect incubator for passing this thing around.”

ABWs, which feature open plan designs and shared areas, are not the only ones that are under threat by the virus.

Experts believe that all workspaces are going to be impacted by COVID-19 as businesses grapple with the best ways to balance productivity and employee safety.

 

Never a better time to try DocuWare

With people worldwide jumping headfirst into the new normal, solutions that enable them to work from home have never been more critical.

Most organisations were not really ready for this transition so IT departments have been scrambling to get new systems in place.

The good news is there are simpler, cheaper and more efficient ways to transition your employees to working from home or spending less time in the office. One such solution is DocuWare, a suite of tools that makes cloud document management and digital workflows easy.

Using DocuWare, you can securely store all of your documents in a central repository, providing access to those documents on a number of different devices.

As the only Platinum Partner of DocuWare in Australia, Docuworx is ideally placed to help you embrace the digital future. So what can you do with DocuWare?

A plethora of practical use cases

As noted by DocuWare UK Regional Sales Director Andy Barnett in a recent webinar, DocuWare has a number of practice use cases, including:

  • Incoming invoices: Automate the digitisation, processing, and archiving of all incoming invoices and remove slow, manual steps in finance
  • Employee records: Securely centralize all employee records and use workflows for onboarding, employee reviews, and more
  • Customer files: Store all correspondence, manage versions of contracts, and set up workflows for digital signatures, create a 360-degree view of your customer
  • Mail room: Digitize incoming mail for easy digital distribution and retrieval
  • Sales operations: Keep marketing material and sales documents like proposals and presentations right at your fingertips – even while on the road
  • Controlling: Archive critical planning documents, prepare and respond to audits, maintain regulatory compliance and privacy standards

When it comes to using DocuWare, Barnett says that the difference it can make to an organisation is crystal clear.

Scattered records and files become centralized and organised, overwhelming and time-consuming manual tasks become seamless workflows, and security gaps and painful auditing processes become audit readiness and improved compliance.

Find out more

COVID-19 has caused widespread disruption of the way we live and do business. It is highly likely that offices will not return as we know them for some time, if ever. It has thus never been more important for businesses to accelerate their digital transformations.

To watch DocuWare’s latest webinars, check out its official YouTube channel. For more on how Docuworx can get you started on your digital transformation, contact us today.

Australian businesses must ‘lean in’ to digital transformation, studies find


 

If Australian businesses hope to recover to pre-COVID-19 levels in the next few years, they must focus on growth and digital transformation.

This is the message from PwC chief economist Jeremy Thorpe, commenting on new economic modelling from PwC.

Thorpe said that the best-case scenario will see Australia recover to its former gross domestic product trajectory by 2025, accounting for the approximately A$279 billion in lost national income due to the government’s response to the virus.

However, a more passive response will see that recovery potentially take until 2030 and cost an additional A$127 billion, bringing the total cost up to A$406 billion, he said.

Thrope thinks Australian will be shocked at how fast the country can recover if it commits to growth.

“We have choices,” he told ABC News. “If we make the right ones, as a country, we can recover faster than most people think.”

 

Get ready for a new reality

PwC is not the only major firm that sees digital transformation as playing a key role in the new world created by COVID-19.

KPMG this month published its insight called Our New Reality: Predictions after COVID-19.

According to KPMG, there will be four stages that outline the path through recovery from the virus: Reaction, in which we are all simultaneously impacted and disrupted, Resilience, in which the virus is contained, Recovery, in which investment and consumer sentiment cautiously improve, and New Reality, in which a number of learnt behaviors become part of the new normal.

One of KPMG’s predictions for the new normal is that memories of the virus will continue to drive the digitisation agenda.

In this new normal, digital transformation will move from being a “nice to have” to a “need to have” as businesses look to build continuity and resilience.

“Fears of more regular crisis events, given our interconnected world, will provide the burning platform needed – especially for government and small to medium enterprises that have lagged in their digital transformations,” KPMG said.

In addition to the heightened importance of digital transformation, KPMG identified other key areas including; an enduring increase in remote working, a challenge to the 9 to 5 workday, a greater focus on automation, and the reinvigoration of local manufacturing.

KPMG also includes a warning for those that do not participate in the accelerated growth that is driven by the rise of digital interactions impacting both large and small enterprises.

“Our new digital and increasingly mobile-first behaviour will be sustained,” KPMG said. “Cash-constrained organisations risk being stuck in the second tier and will struggle to recover and compete.”

 

What are you waiting for?

In many ways, COVID-19 has simply accelerated trends that were already underway. Businesses had already seen the value of migrating operations to the cloud prior to the outbreak, but with the new work from home restrictions in place, it quickly became a necessity.

The benefits of workflow auotmation were already well-known by some leaders in the digital transformation space, but now businesses of all sizes are seeing how they can automate parts of their business, reducing costs and making them more resilient in a post-COVID-19 world.

As Australia’s only platinum partner of DocuWare, Docuworx is ideally placed to help your business progress its digital transformation.

No matter where you are in that journey, we have a solution that can help you.

To read more about how one client has benefited from its recent digital transformation, read this case study. To learn more about what we can do for your business, contact us today.

 

 

 

How Docuworx’s core solution can help hospitals eliminate paper and fight against COVID-19


As the world continues to battle against COVID-19, scientists are learning more about the virus. For example, recent studies suggest that it may persist on surfaces for a few hours or even several days, depending on the surface type and environmental factors.

Due to this, it is now more important than ever that places with large numbers of infected people such as hospitals and aged care facilities remain clean.

In addition to keeping surfaces clean, health experts recommend that social distancing measures are implemented to eliminate unnecessary human contact.

This is an area in which DocuWare, of which Docuworx is a Platinum Partner, can be a big help to hospitals.

 

A paperless hospital is safer and more efficient

By using DocuWare, hospitals are able to scan and centralise all of their documents, allowing them to go paperless and reduce the risk of spreading the virus via paper.

Hospitals can also use DocuWare’s electronic forms and recently-added electronic signature functionality to further reduce paper and thus person-to-person contact.

The realization that going paperless may help in the fight against COVID-19 was recently noted in a paper published in the medical journal Critical Care.

In the study, researchers at Guangdong Second Provincial General Hospital in China said that the hospital treated more than 35 confirmed cases of the virus and 260 suspected cases with a ‘zero nurses’ infection’ rate.

Key measures implemented by the hospital to achieve this included providing education to nurses, establishing a special shift schedule, using appropriate protective gear and going paperless.

“Avoiding unnecessary contact is critical for minimizing cross-transmission,” the study said. “All medical documents including physicians’ order sheets, medical records, consent information, examination results, and nursing materials are paperless.”

In addition to helping hospital minimize transmission of COVID-19 and other infectious diseases, going paperless also has other benefits including instant access to medical records resulting in a higher level of care, quicker access to shared information between departments, increased transparency, and shorter billing cycle.

 

Mason General Hospital: DocuWare case study

Prior to the virus outbreak, hospitals were already seeing the huge benefits of going paperless.

For example, in 2012, Mason General Hospital & Family of Clinics in Washington implemented DocuWare to link information entered into their Health Information System, Meditech, with other crucial healthcare documents such as physician order summaries, lab results and registration documents.

Following the implementation, hospital staff were able to access critical information at the point of care, delivering a higher quality of service to their patients.

Laura Grubb, Director of Health Information and Privacy Officer at Mason General said that while healthcare is complex, handling patient records shouldn’t be.

“DocuWare helps us manage our records so that we can focus on providing the best healthcare services possible to our patients,” she said. “Putting the complete medical record into the hands of our physicians and nurses, easily, at the point of care is a vital part of providing a higher quality of care to our patients.”

 

DocuWare developer joins the fight against COVID-19

DocuWare has also been doing his part to help in the fight against COVID-19 more directly.

DocuWare Manager of Research & Development Thomas Rath, who oversees the company’s Future Lab is using a 3D printer, as well as his own two printers to make a part for the face shields that protect frontline healthcare workers from exposure to the virus.

“My work at the Future Lab, where we explore new technologies that could benefit our customers, helped set me on this path,” Rath said. “I also have friends working in hospitals or in the medical field. They’re lacking so much equipment and are often completely on their own when it comes to procuring it immediately.”

 

Ready to see what DocuWare can do for you?

COVID-19 poses more than just a health risk to people, it is also having wide-ranging and detrimental effects on the economy.

But times of crises also provide opportunities. Now could be the right time for you to digitize parts of your business so that you are able to thrive in a post-COVID-19 world.

Docuworx is the only Platinum Partner of DocuWare in Australia. We support businesses of all sizes across Asia Pacific with their digital transformations. To learn more about how we can help you, contact us today.