Over the years it has always been the case that technology and businesses evolve in tandem with each other. New microprocessors compute and perform operations faster, memory is constantly getting larger in terms of storage volume, while electronic components are constantly getting smaller or to use the proper word, micro.

To put things into perspective, today we have smartphones and tablets which are at least 20 times more powerful than the super computers used by Nasa during their Apollo missions in the late 1960s and early 70s.

When we are looking to buy a new mobile phone, or any other technology gadget, instinctively we always strive to get the latest model, the one with the most features even if we still end up using less than 20 per cent of the functions that are available. But when it comes to our daily work, we are wary of change, and hesitate to trust technology to do automation. We feel safe in our comfort zone and in the knowledge that we have control on what we are doing – or so we think. But in today’s world, business competitiveness has become too crucial to sit back and wait for the others to make the first move.

Automation possibilities are endless

Business automation is a must to become more efficient, reduce cost, and ultimately become more competitive. So one must think about their everyday business processes and identify the areas where time is being lost, process is taking too long, and repetitive procedures are taking place. It is of little surprise to learn that paperwork is usually at the centre of all these processes. Data entry, filing and retrieving of documents, waiting for the right form to arrive authorised or signed, are all processes that will cause the greatest bottlenecks in every business.

But today there is the technology to automate all of this with ease, to let the systems do the work more efficiently and let you focus on your most important thing: your client. Instead of carrying a proposal form, a delivery form, or any other physical document you may need, by simply using an e-form on a mobile device, you or your employees will be able to capture data and information in the field.

Forms can be sent back in electronic format to the office via the internet and once received, automated processes like confirmation e-mails or billing system updates can be triggered. The automation possibilities are endless.

And if you still need that signature which must be on a physical document, that is no issue either. With intelligent scanning software, data can be retrieved from the document, verified that it was signed, and other workflows and automations triggered once this scanning process takes place.

An onboarding process can start by an ID card or passport being scanned and software will verify if the document is not expired, if there was any tampering with the document, and check that the individual on the document is not blacklisted on some commercial register.

The user does not need to do anything else then press the scan button. No user training, no manual verifications, no keying in data into your systems. How easier can it be?

Like GDPR, new legislations are coming into force regularly, and if you are not already prepared, the challenges you will face will be demanding, expensive and time consuming. If you look at these legislations from a compliance perspective, then the investment made is purely to fall in line, and the potential business gain from such an investment will be limited. You will most likely be adding extra tasks to your everyday processes and it will become a burden to remain compliant. Such tasks may be as simple as filling up an extra consent form or keep a register of documents to be deleted after a certain time to meet GDPR obligations, or as complex as introducing an additional system to record all emails sent and received from your company to allow you to keep a record of all communications that took place with your clients.

Planning is therefore essential and will make the difference between introducing a system which will be a burden to your business in terms of time and money, or increase your efficiency and make you compliant with new legislations. Most importantly it will give you more control on what is happening in your business and more time to dedicate to your customers.

Neville Lia is a senior business systems consultant at Avantech Software, with a focus on document management software solutions. For more information call 2148 8800 or visit https://www.avantechsoftware.com