The world is embracing remote work and moving more staff to home offices. But what if your work involves processing documents, moving documents through complicated workflows, and meeting stringent regulatory requirements? And what if your job involves processing lots of paper records? Is it possible to maintain security standards, automate document workflows, and ensure proper processing even when your staff are in distant locations?
More organizations are faced with the question of how you manage your team and encourage collaboration and communication when you’re not in the same office. For example:
- Can your Accounting team process invoices when there is no one in the office?
- Can your HR department respond to job applicants when they are working remotely?
- Can departments have purchase orders approved and submitted when managers are not in the office?
- Can the Sales team get quote requests processed internally when everyone is working remotely?
- Can you assemble and submit regulatory reports on time when no one is in the office?
Software is often sold based on a magical vision of the future; the reality is that software needs to work in the messy reality of humans. You need to be able to replicate the idiosyncratic and specialized workflows from your office into the remote environment. Many software solutions cost tens of thousands of dollars and promise to solve a specific problem, like managing invoices for medical organizations. However, there is a more flexible approach that ensures you can automate and route tasks no matter where your staff may roam.
We often start customers with a Laserfiche content management solution just to store client documents on a central server for the team to access and process. When the volume of work becomes too much for individuals to manually process documents from this central location, it is possible to build on this repository to manage the processing with automated workflows.
If your company handles a lot of paper records or documents, try to replicate the same handling and disposal methods used in an office. That is, you will need to deploy high-quality scanners, shredders or storage boxes to your remote team so that records can be handled and disposed of in the same way as they are in an office. An cheap desktop scanner and lax handling could make it impossible for your colleagues to get work done and could even destroy your existing record management policies.
Laserfiche will make it easier to enter data and orders and get communications quickly. For some workers, Laserfiche Mobile will help staff access the features of the Laserfiche Client anywhere their work takes them. If your remote workers will be in a home office environment for the foreseeable future, we recommend a cloud-based solution and hosted desktops or virtual to ensure your work is secured and consistent.
Consider how documents move throughout your systems once they arrive. They get emailed, they get handed off, they travel by truck, they wait for approval, etc. Our business process experts can help map those processes in the physical work to the virtual world of remote working.
However, before allowing users full access to the repository with the Laserfiche App, the organization should have clear security and capture policies in place and educates users about the security settings that are in place. If users will access Laserfiche outside of the office, they should also be instructed on how to set up VPN on their laptop, iPhone or iPad. And for regulatory requirements, documents will need to be stored in certain ways, rules followed, and access provided in a timely manner.
If your organization is moving to work in a virtual/remote environment, talk to GFC about how we can help assess your ability to operate with remote staff. Contact us today for a free, no-obligation consultation!