Want to Improve Content Workflow in your Organization? A Document Management Consultant Can Help.
There’s just got to be a more efficient way to do things, right? Effectively managing content workflow processes, configuration control procedures and maintaining compliance requirements is a challenge for many organizations. Document management consulting firms assess the process bottlenecks and redundancies and create a roadmap for document management protocols. At RTG Solutions Group, improving process efficiencies is at the heart of what we do well. We apply our process improvement methodologies to help you better manage information across the organization.
A sound enterprise document management strategy is essential for businesses to manage their information lifecycle from creation, to revision, and eventually disposal. A document management consultant can incorporate streamlined processes with a methodology to capture data, search, sort, and network all content and documents in an efficient workflow across the entire business unit and organization. The result is reduction in cost, frustration, and staff time.
As your document management consultant, RTG Solutions Group provides a document management needs analysis, process strategy, and technology assessment. As project managers, as part of our document management consulting services, we outline the approach and guide the technology implementation.
Organizational culture can differ from business to business. We account for your organization’s culture and existing workplace processes. We believe that how your teams and business functions and collaborate is essential to implementing a successful document management solution. Other document management consulting firms may not address the impact of these changes on your organizational culture. We do. We believe employee engagement plays an integral role in every nuance of running a business – including how you manage content.
Problems with outdated and ineffective document control methods
The inefficiency of document management control efforts can be extensive for most organizations. Complex issues can be woven across workstreams and functions, extending across the enterprise. This often impacts security, quality, and consistency in storage.
How is your organization meeting the rigorous requirements of compliance regulations? Are unauthorized changes being made to crucial documents? Is it difficult or impossible to track the revisions, as well as locate the most recent version? Do staff spend excessive time manually distributing documents, correcting errors, chasing approvals, and managing the intricacies of critical documents? How accessible are your documents to those who need access? Is the process workflow from retrieval, creation, updates, approval, and storage clearly followed by everyone? If any of these scenarios are familiar to your organization, partnering with a document management consultant is a great approach.
Benefits of improving your document management process
Has your organization been managing your content workflow the same way for so long, you’re not sure how to improve it? There are numerous pluses to revamping your approach to managing documents and workflow of all content. Document management consulting firms can assist your organization with these benefits.
- Configuration and Version Control
Manage accuracy of documents from creation, reviews, and approvals. Ensure everyone is utilizing the most recent and approved content.
- Meet regulatory compliance standards and audits
Are you meeting compliance standards? Many government and industry standards dictate regulatory adherence. Automatic tracking creates digital paper trails to monitor information updates and help make audits easier and faster to perform. Maintaining efficient procedures of document control will ensure you meet internal and external audits reviews.
- Manage standard operating procedures (SOP)
SOPs are required within many industries and provide accuracy and efficiency of repeatable work. A document management system will ensure all SOPs are accessible and up to date.
- Centralized document storage
Do various departments and business units maintain their individual storage drives? Is there consistency in information management to ensure security and accuracy? A central document storage system and protocols will benefit the organization.
- Convenient document retrieval
A digital-based, anytime-anywhere access to documents assists staff to create, capture, review, and update documents remotely and on any digital devise or platform.
- Simultaneous document updating
A document management system increases information accuracy whereby an update in one document will update in each corresponding document.
- Document security
Maintaining information storage, document history, and credentialed access is imperative to safeguarding against cyber security threats and maintaining information integrity.
- Increase collaboration and communication
Managing the flow of content across an organization often involves multiple layers of employees and leaders to create, capture, review, update, and store information. A document management system provides a seamless and cross-functional integration for the organization.
- Improve efficiency and process workflow
A document management system utilized across an enterprise will improve efficiency and accuracy, save time, and reduce costs.
Implementing document management technology into your organization
Setting up a document management system involves more than implementing new technology in your organization. It involves new processes of creating, managing, and storing content. Implementing new technology on poor processes does not address all the issues of effectively managing content workflow. This change and “new way of doing things” can impact everyone in the organization. Unique from other document management consulting firms, we are committed to helping manage the change and ensure the document management system is integrated with streamlined processes.
Other document management consulting firms may sell or be aligned with a specific technology solution. RTG Solutions Group is a vendor neutral consulting partner that can assist to impartially identify the right technology vendor to meet your organization’s document management needs. We assist with developing a requirements document based on the current state of your organization’s document management processes. We believe this step is critical to ensure the technology vendor selection and implementation meets project timelines and budget.
Sometimes, an organization’s current document management technology is still useful. It just may not be utilized to its fullest capacity. We can map and streamline document management process with your current technology.
In addition, some organizations may have a learning management system currently as part of their learning and development efforts that can also serve as an effective document management and storage tool.
Importance of training and adoption of a document management system
Implementing new technology into a business unit or across an organization can cause chaos, confusion, and employee resistance. RTG Solutions Group’s instructional design team can develop employee training and standard operating procedures to provide clarity and consistency in document management processes and technology use. Our goal is a culmination that trains employees on the effective use of document management processes that maximizes employee adoption.
Among document management consulting firms, why RTG Solutions Group? We are unique in our holistic approach to solve the problems impacting your business while delivering a measurable ROI. We outline the scope of work, manage the project, and identify workflow bottlenecks and streamline processes. We develop training needs and SOPs to ensure new content workflow processes are utilized.
At RTG Solutions Group, we strive to be your document management consultant of choice. Contact us today to take the step towards improving your document management efficiencies!