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MEET DAN, THE PROJECT MANAGER WITHOUT A CLUE

Who is Dan? He's a project manager at a

manufacturing company that is trying to cut back

on costs, and he's decided to implement document

management software into the workplace. He's

heard of all the financial, environmental and

productivity benefits of going paperless, but isn't

quite sure what the best way to kick start the

company's electronic workflow is. As hundreds of

organizations are trying to make the same

transition, he's certainly not alone - let's take a look

at the steps he should take to get his business off

on the right foot.

Shred and scan accordingly

One of the most important parts of going paperless

is preserving and re-organizing the massive

amounts of files his company has into a

manageable system. In the case of a manufacturing

organization, this may be an especially overwhelming task restructuring how order

confirmations and other commonly exchanged paperwork are filed. To alleviate this

stressor, Dan and other project managers should ensure they acquire a paperless

document management system that includes an intuitive scanning process and software

that makes it easy for users to organize their pertinent information within it.

As Lifehacker contributor Adam Dachis reminded his readers, it's far simpler to scan

papers in batches and organize them as you go along instead of importing all documents

at once. By breaking the process into manageable chunks, electronic workflow can be far

simpler to achieve.

Train with the lowest common denominator in mind

At a manufacturing company, invoice automation will be a large portion of training. The

process of receiving and distributing papers will be converted to digital for recordkeeping,

meaning that all departments should be comfortable working with the new infrastructure

and know how to navigate it. Project managers like Dan should create a training system

that is accessible to all areas of the company - if this is not possible, smaller, specialized

training sessions should be organized so everyone is on the same page.

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Though labor-intensive, taking the time to show employees the value of paperless

workflow is extremely important. According to The Paperless Project, workers in a paper-

based office waste about a third of their day sifting around for the right forms, and staff

is likely to respond to the prospect of improving personal productivity.

Check in to ensure productivity

When a paperless system is officially launched at a company, the work is far from

complete. Project managers like Dan should be sure to check in with employees in the

weeks and months following the system's integration to get a feel for what aspects of

paperless are effective, what needs work and if any additional training should be provided.

Otherwise, staffers may fall back on old standbys like the copy machine and begin

accumulating tangible data again, ultimately stemming the company's productivity.

Using these simple tips, Dan can bump up the electronic workflow at his company

significantly and cut unnecessary areas of the budget that used to be occupied by paper

storage. In addition, all the time wasted looking for files is eradicated completely. Before

he knows it, Dan's manufacturing business - and yours - can enjoy all the benefits of a

well-implemented document management software infrastructure.

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Tags: electronic workflow, Invoice Automation, paperless office, document

management software