Did you know that automating tasks can help you improve your company’s efficiency? In 21st century companies, taking the step towards electronic administration is something they all have to do if they want to survive. Why? Because customers are not the same as they were 10 years ago: now they demand immediacy, ease and convenience. And the administrative department, as the heart of the entire company, must be able to listen to the new demands and offer what they need. Digitalization in the management of administrative processes is the step to take.
Focused on meeting these needs, administration departments are focusing their efforts on finding the best tools to digitize and optimize the management of their processes.
What is digitization in process management?
When we talk about digitizing process management, we refer to transforming operational processes that have traditionally been carried out manually or on paper into a digitized format. Automation, digital tools and business growth are other words that imply this change, which affects all phases of the process.
All kinds of digital tools have a place in the transformation of the administration department. From solutions designed to facilitate invoicing to those designed to facilitate interdepartmental communication.
However, just because you choose many of them does not mean that you will see a greater change. The important thing is to act thoughtfully and choose those that suit your organization, your customers and your needs. We assure you that, whatever option you choose, once implemented, the positive contributions you will see in your organization will make you ask yourself: “Why didn’t I do this before? ”
Advantages of digitizing administrative processes
Here are the main advantages of digitizing the administrative department of any company:
- Improves operational efficiency. By using digital solutions for daily and repetitive tasks, the possibility of making mistakes is reduced. Thus, the workflow is accelerated and the available resources are optimized, since they can be dedicated to more complex tasks.
- It provides a strategic 360º view of the business, which facilitates decision making. By optimizing workflows, a clearer vision of the company’s processes is obtained, which allows for more efficient control and decision-making in real time, without postponing them over time, and on a consistent basis.
- It reduces costs for your company and the environment. By eliminating the need to deal with paper, you eliminate costs associated with printing, storing and handling documents. But it also reduces environmental costs. Using environmentally friendly solutions undeniably boosts a responsible and innovative brand image in the market.
- Higher level of security and protection of documents. Carrying out administrative tasks digitally allows incorporating security solutions that offer a more robust response. We are talking about encryption, authentication, OTP codes or restricted access. In addition, it is also possible to make backup copies that can be used in case of problems or need for consultation or restoration, ensuring business continuity in cases of uncertainty.
- It facilitates mutual collaboration and internal communication. They are also favored among colleagues and departments. Sharing documentation quickly and securely simplifies collaborative decision-making, thus fostering a climate of trust and coordination among team members.
How to implement digitization in the management of administrative processes
As we have already mentioned, choosing one digital tool or another should be taken strategically after objectively considering what your department needs. Are you looking to digitize the organization’s invoices; or do you intend to use it internally, for example? In some companies, the administrative department is even assigned HR functions. In these cases, the digitization of the department could involve, in the same way, the issuance of digital contracts or the signing of them.
Whatever the need you have, digitization in the management of administrative processes must be done in a series of steps:
Steps to follow to digitize the administrative department:
Reflection and planning phase
The first phase is characterized by a careful and objective analysis of what the current processes are like and what exactly we want to improve. Setting objectives can be helpful in choosing the right tools.
Once the tools have been chosen, a document will be issued to the department’s personnel detailing how the workflows will be from that moment on, and they will be trained in the tools so that the implementation will be a success.
Implementation phase
It can be the most tedious to carry out. It is in this phase that the implementation of the tools, the migration of data if required and the configuration of the new tools are carried out.
Testing phase and advanced analytics
The beta phase of digitization in the management of administrative processes has already been carried out. But integration does not end there. It is now crucial to carry out tests to identify areas for improvement and possible errors with advanced analytics tools and our own experience acquired in the process.
Organizational deployment phase
Once the appropriate adjustments have been made and the errors corrected, it is time to extend digitization to all processes in the department, by all employees.
We know that digitizing administrative processes is a task that you must plan before carrying out. That is why, to do it, trust in professionals with great experience in the sector. Viafirma, with more than 23 years of experience, offers electronic signature solutions, national and international references. Companies from all sectors have trusted us to implement the digitalization in the management of administrative processes.