Do you deal with internal documentation in your job on a daily basis? Managing customer contracts, projects, creating reports, distributing tasks to colleagues… it can be a big chaos, we know. Especially if you don’t manage it efficiently. In fact, 79% of organizations saw it as critical last year to manage information optimally (2023 State of the Intelligent Information Management Industry Report). But don’t panic! With the advanced tools we show you today, you could streamline your routine and, consequently, grow the business you are part of.
Make some coffee or tea and make a note of these tools!
Tools to streamline internal document management
We’ve reached the crux of the matter: you’re about to learn how to streamline the internal documentation you deal with in your company. While there are many tools you can use to see what works best with your work methodology, there are some that will make you see changes regardless of your department, the tasks you perform or the sector of your company.
Project management tools
Do you want to have all your internal documentation under control and organized in one place? Then you need a project management tool.
Project management tools, as we mentioned, are designed to keep everything under control and organized internally. Depending on the tool you use, the functions offered may vary. However, the most common ones include
- Organizing work areas
- Delegating tasks and subtasks to your teammates
- Create different projects (you can classify them by customer or department), and organize the corresponding people in them
- Set deadlines for projects
- Generate budgets
- Schedule meetings
- Among others
If you are one of those who still do not use a project management tool, you are unnecessarily complicating your work, especially when there are many options on the market. Asana, Trello, Notion or Miro are some of the most widely used among professionals.
Document management software
Although they have features in common with project management software, they are different software. Document management tools focus on the tasks of planning, storing and managing documents. Specifically, their main objective is to keep documents organized, accessible and protected.
Some of their most common features are:
- Centralized document storage
- Version control
- Advanced search to quickly and easily find documents
- Integration with third-party systems
If you are looking for a document management software, a good option is Athento. It is a Malaga-based company that creates digital workspaces, integrating processes, documents and data. Their goal is to boost processes and save time and effort for their clients; for that reason, they constantly hold online conferences to guide and help them.
Electronic signature
Here comes the last piece of the puzzle that is essential if you manage documents: an electronic signature solution. How would you like to be able to sign all the documents that need it, from wherever and whenever you want, without having to go to the office? Whether it’s contracts, reports, or employee sheets, among others, with this tool it’s possible.
Here are several reasons why you should start using electronic signatures to sign your internal documents:
Why use electronic signatures for your company’s internal documents?
- You can send documents in bulk. That is, send one or more files to be signed by several recipients, individually, at one time. Each person will receive the document individually, saving time and speeding up the process.
- Signature flow. In the event that several people have to sign the same document, it is possible to establish sequences of signatures on the document, being able to indicate an order or not. For the former, the indicated flow will be followed; for the latter, each signatory will be able to sign when he/she receives the notification.
- Time saving and greater administrative efficiency. Traditionally, handwritten signatures take several days to complete. With electronic signatures, however, this can be reduced to a matter of hours.
- Signature process audit. Some electronic signature solutions, such as those offered by Viafirma, offer an audit of the whole process with the information collected at the moment of the validation: who signs, when and, in addition, it checks the validity of the certificates used. These data validate the signature and the evidences collected.
- Lower costs. By carrying out operations digitally, the need for paper and associated materials such as printing, storage or ink is reduced.
- Increased security of shared information. Thanks to the biometric signature, the computer security of the operations and the personal information of the signatories is guaranteed at all times.
Viafirma, a solution to streamline internal documentation
Are you looking for optimizing the management of the internal documentation of your business? Viafirma can be your guide in this step. We have 25 years of experience helping clients from all sectors to gain efficiency and reduce costs with the electronic signature. Our signature solution is intuitive, easy to use and has many useful functionalities for administration and management managers. With Viafirma it is easier to streamline your document processes, optimizing resources and creating an optimal and functional change. What are you waiting for?