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AP Automation: A Great Advance in Digital Transformation

AP Automation: A Great Advance in Digital Transformation

Goodbye Paper, Hello Digital!

Are you still using a lot of paper in the office? Maintaining paper files, even for backup purposes is no longer necessary. Hardly anyone is using paper anymore. If you are, you’re being outmaneuvered by competitors who are digitally transforming their entire businesses to experience significant savings, lower risks, and fewer bottlenecks.

Why Digital Transformation?

Because of unstoppable momentum! And now, COVID had accelerated the paradigm shift in how business works. Supply chains were decimated and access to resources were greatly restricted. Cash flows dried up. Companies had to reinvent themselves to survive. Their existing processes and procedures could no longer rely on people sitting in cubicles on the phone placing timely parts orders with suppliers, and suppliers getting paid on time to meet their deadlines.

Revenues, receivables, and payments had suddenly become unpredictable. Businesses needed a solution that was more responsive to change that could cut out all the delays of what had to be done to keep the doors open and livelihoods intact.

Now look at the office landscape and the trends. Virtually everybody is pursuing digital transformation. Every existing workflow that utilized paper for communicating, documenting, transacting, approving, complying and storing content and data is being reconsidered. New digital technology has been ramped up for automating those legacy processes.

Accelerate Digital Transformation with AP Automation

“The global digital transformation market is projected to grow from $469.8 billion in 2020 to $1,009.8 billion by 2025, at a compound annual growth rate (CAGR) of 16.5% during this period.” (Research and Markets, 2020).

But change can be overwhelming. Where do you begin? Given today’s economy and difficulty of sourcing materials and resources from suppliers, transforming your Accounts Payable makes sense to make your organization lean and responsive. The costs are minimal, and the rewards are many to keep your company solvent and strengthen supplier relations.

5 Simple Steps to AP Automation

A good way to start transforming your company to the digital world is through automating Accounts Payable. Your entire AP process can be automated through 5 basic processes:

  1. Scan incoming invoices electronically, whether paper, email, fax, or eForm.
  2. Capture and verify accuracy of invoice data.
  3. Apply routing and hierarchy approval rules.
  4. Route invoices for coding, approval and payment.
  5. Transfer data to your ERP system and archive.

All you need is an Internet connection to provide a single pane of glass into the workings of your AP operations. What this process does is save time and money, streamlines your invoice and mailroom processes, provides visibility into invoices over their entire lifecycle, and permits invoice management from anywhere.

AP Automation eliminates manual procedures, reduces human error and fraud, improves approval times, avoids duplicate payments, improves cash flow, reduces processing costs, matches invoices to POs, takes advantage of vendor discounts & rebates, and logs compliance. It also positions data to be available to other company systems.

Work with the Trusted Leader in AP Automation

With a focus on providing “best in breed” software and service solutions, NEdocs provides industry-leading solutions for Invoice Automation. This customizable process, coupled with NEdocs’ AP Mailroom for invoices, enables companies like yours to significantly lower invoice processing costs and enhance overall financial management.

With decades of experience in document and content management, NEdocs offers the ideal combination of expertise and technology to assist you in streamlining and modernizing your accounts payable procedures without disruption to operations.

For further information or a demo of the NEdocs AP Automation Solution, feel free to contact us online today or call (603) 625-1171.

Improve HR Productivity with a Digital Transformation

Improve HR Productivity

Since before the beginning of the COVID pandemic, companies have faced enormous pressure to go lean and improve productivity to deal with the changes to how we work, communicate and share data.

Your Human Resources organization manages an enormous number of documents for such activities as health screening, recruiting, onboarding, performance management, compensation, benefits, time management, retention, regulatory compliance, and policies & procedures. If you manage an HR department, perhaps you can add to this list.

Digitizing documents in itself relieves the burden of storing, searching for, and managing physical paper documents and opens your staff to greater productivity. But what really creates greater efficiencies is transforming how you work to remove human error and other risks.

Although digitization of paper documents has been around for a while, some HR teams have been slow to digitally transform their entire environment rather than simply digitizing the documents. Technology momentum has changed all this and COVID has accelerated that change. Today’s HR groups must transform their processes to keep pace with a digitally accelerated world. Companies that do not change will be at a disadvantage to compete.

Why It’s Important to Digitally Transform Human Resources

“Winning in the post-Covid world will require re-imagining not just how you work, but also what you do to create value in the digital era, “ states Harvard Business Review in March, 2021. There are several ways you can transform your work. Let’s take a look at the key workflows in HR and how digital transformation would provide better control and visibility:

  • Convert Paper to Digital – This is a no brainer. If you haven’t done this yet, you need to do it. Digitized documents are easier to share, secure, and manage than paper documents.
  • HR Resource Planning – Thinking digitally makes it easier to monitor and assess gaps in your policies and procedures and allows you to strategize and implement changes more efficiently with fewer disruptions to operations.
  • Recruitment – Attracting qualified candidates and scheduling interviews, gathering references, background checks, and compliance forms are much easier for HR professionals to manage from start to completion. Workflows are dependable and easily replicated. You can quickly identify gaps in talent resources, find and vet available talented individuals, and manage the pipeline to hiring.
  • Onboarding – Getting the right new hires or employees onboarded and ramped-up to be successful as quickly as possible is important, right? With digital workflows, it’s faster than it used to be. You have better control of scheduling and can quickly empower employees with training and provisioning resources as well as the tools they need such as computers, credentials, network access and software.
  • Employee Retention – Keeping employees engaged so they feel productive and able to advance in their career helps retain talent. Managing related opportunities through a digital environment makes these goals accessible because the resources are right at your fingertips. No thumbing through paper files! Sharing important and helpful information is more immediate.
  • Compensation and Benefits – How you remunerate your staff and the benefits you provide are two things that reward employees as well as retain them. Often there are multiple packages, such as health, dental, retirement and time off packages. Manually coordinating and researching compensation and benefits with competitive offerings elsewhere is tedious, time-consuming, and error prone. Whereas, automating this data collection, analysis, and processing simplifies the entire experience without human error.
  • Measuring Employee Performance – The purpose of measuring employee productivity through such things as annual reviews is to align employees with the company’s business goals. By digitally transforming the performance review process, you can create a system that is easily rolled out, replicable and scalable throughout the entire enterprise. Evaluation forms, data collection, and analysis can all be standardized. The process can be automated if appropriate.
  • Regulatory Compliance – No matter to which regulatory agencies your company must comply, HR is typically tasked with managing the related activities necessary to company compliance. Regulations change and penalties can be serious. A digital environment makes it easier to monitor and track all necessary data to remain compliant and prepared for any potential audit.

How to Improve Your HR Digital Workflows

The best way to improve your HR workflows is through a digital transformation guided by an experienced, credentialed and secure document management organization.

As both a SOC 1 Type 2 and SOC 2 Type 2 audited facility, you can trust NEdocs with your sensitive data. With a focus on providing “best in breed” scanning, digitization and software solutions, we bring you industry-leading technology and the highest service standards. With 4 decades of experience in digital document management, NEdocs offers the ideal combination of expertise and technology to assist you in streamlining your HR operations, reducing costs and freeing up talented staff for the recruiting and retention efforts that are so important today.

What’s next in HR digital best practices?

If you want to learn more about how your organization can take advantage of the latest HR digital processing workflows, simply contact New England Document Systems. Leave us a note online or call (603) 625-1171 today to speak directly with a specialist.

6 Compelling Reasons for Moving to AP Automation Now

6 Compelling Reasons for Moving to AP Automation Now

The business environment has always been highly competitive of course, and since COVID-19, the stress to maintain business continuity with profitability has increased significantly. Businesses have responded to the pandemic with increased interest in modernization and digital transformation. We’ve heard it before and it’s as important as ever, “adapt or die.”

Level Research has noted, “Every back-office process has been forced to adjust to the COVID-19 global pandemic–especially Accounts Payable (AP), which plays a critical role in ensuring organizational financial wellbeing.”

Identifying and implementing processes and technologies that effectively help your organization stay lean, reduce risk, and strengthen its financial condition is crucial for your continued success. Accounts Payable (AP) automation is an important component in helping you achieve your financial objectives.

Here are six reasons for transitioning to AP Automation:

#1. Greater Transparency and Analytics

Your business needs actionable insights to make fast, well-informed strategic decisions. Retrieving and sharing accurate information on demand with appropriate decision makers depends on having the right digital resources in place. An automated AP solution can aggregate paper and electronic invoices, extract and validate invoice data, digitally route invoices for approval no matter where the staff works, seamlessly upload approved invoices to your ERP and provide current analytics for decision making.

#2. Better Protection Against Fraud

The need to protect sensitive data has never been greater. Automation solutions have built-in features to define digital policies that address fraud risks and compliance demands.  For example, an AP automation solution can identify duplicate payments, enforce strong AP processing controls, and spot suspicious transactions.

#3. Better Vendor Relations

Switching from manual to automated AP processing gives your vendors more confidence that their agreements and transactions are being honored. Vendor accounts are paid in a more timely manner, building on those relationships by providing the environment for continuously smooth transactions.

#4. Fewer Errors and Faster Processing

Automated digital processing is faster and less error prone than manual processes. Its predictable reliability means that authorized people have immediate access to all invoice-related information at any time and can easily authorize and complete payments electronically.

#5. Lower Costs and Better Resource Utilization

Your organization can take advantage of vendor discounts & rebates and reduce costly delays of manual processing. At the same time, you can utilize staff in more productive areas of the business.

#6. Fewer Audits

No CFO wants to hear the word “audit,” although it often points to important concerns. But by using automation, the inherent risks of audits can be reduced. AP automation records all transactions providing an historical record of when an account was paid, who authorized payment, and what the payment was for. The “paper trail” has been replaced with immediate access to the electronic record.

 Seizing the AP Automation Advantage

Our world class solution enables companies to significantly lower their invoice processing costs and enhance their financial management. How? By applying decades of experience in document and content management. NEdocs provides expertise, technology and support services to assist you in streamlining your accounts payable procedures and capturing discounts to improve your cash position.

To learn more about how your organization can take advantage of AP Automation and get the support you need to make the transition, contact New England Document Systems online today or call us at (603) 625-1171.

 

 

 

 

 

CFOs are Adopting AP Automation

CFO's are Adopting Ap Automation

After more than a year of the COVID-19 pandemic and the havoc it has raised on businesses of all sizes, business owners and executives continue looking for ways to shore up cashflow and availability of critical resources to ensure growth continuity. CFOs, who in the past have been reluctant to embrace big technology changes, are now adopting Accounts Payable Automation (AP Automation) because of its ability to decrease human error, increase process and payment efficiencies, and provide greater security.

Today’s automation solutions reduce the cost and ease of transitioning from legacy and error-prone manual procedures to more resilient and reliable automated workflows.

Why Change Now?

In the past, many CFOs have been reluctant to adopt new technology solutions, including automation, for a number of reasons, including:

  • Disruption of the status quo – Will our staff be able to efficiently use the new tools and processes?
  • Upfront investment and cost versus value – How do we know if this can work better than our current processes and provide a return on our investment?
  • Misinformation about advanced technology – What about all the technology “solutions” that have come and gone?

Times and attitudes have changed which is obvious from the massive disruption caused by COVID-19. The innovations and time savings that AP automation can offer your organization could be an imperative part of your financing operations. If your competitors are already taking advantage of this proven technology, your business could be at a disadvantage to scale, grow, and attract new accounting talent.

AP Automation replaces the manual processing of invoices with 100% data accuracy and touchless automation. You can process invoices faster (in seconds instead of days) and take advantage of every early payment discount and rebate.

Is Automation a Business Necessity?

CFO Dive notes, “Finance and IT executives are taking on increasing responsibility to prepare their companies for growth. Yet many finance teams are unable to dedicate their efforts to planning for growth because these teams continue to use manual processes to complete routine accounting tasks.”

Research compiled in a 2019 report on Globe Newswire suggests that AP automation market size is expected to grow from USD 1.9 billion in 2019 to USD 3.1 billion by 2024, at a Compound Annual Growth Rate (CAGR) of 11.0%. The major incentives driving this growth are:

 

  • Reduction in the number of delayed payments
  • Improvement in the compliance rate with critical corporate controls
  • Controlled user access and credentials
  • Reduced fraudulent transactions

 

How to Implement AP Automation

The best practice for transitioning from manual to automated AP processes is to work with an experienced company that specializes in AP automation and digitized processes. With a focus on providing “best in breed” solutions, NEdocs brings you industry leading software solutions for automated invoice processing and payments. Coupled with NEdocs’ AP Mailroom service for receiving, digitizing and processing invoices, companies significantly lower their accounts payable costs and improve overall financial management.

With decades of experience in document and digital content management, NEdocs offers the ideal combination of experience and technology to assist you in streamlining your accounts payable procedures, reducing costs and redirecting valued talent toward revenue enhancing functions.

What’s Next?

Have you been looking into or learning about AP Automation? Why delay another year by studying the cost/benefit analysis when you can ask experts your questions any time? Simply contact New England Document Systems online today or call (603) 625-1171 to learn more about how our clients are improving their bottom lines with AP Automation.

 

The Construction Industry is Embracing Digital Document Technology

The Construction Industry is Embracing Digital Document Technology

Construction projects traditionally generate lots of documents; everything from large paper drawings, plans, contracts, invoices, permits, reports, municipal filings, etc. This has often led to unwieldy amounts of paper. Much of this documentation is used in the field where most construction company work is actually conducted. Copying and sharing physical documents is costly and paper is easily vulnerable to water and other types of damage.

According to a 2017 McKinsey Report, construction is among the least digitized business sectors in the world. While the construction industry has lagged others in digitizing its documentation, this is changing. More and more builders today recognize the benefits of going fully digital. The transition may require some investment and changes in technology but the competitive advantages are remarkable.

What About Architectural Drawings?

construction

If you talk about going all digital or “paperless,” you may face resistance from those who prefer unrolling a set of plans (drawings/blueprints) on the table and talking with colleagues over the large format printout. That can be very productive, we get it, and we’re not saying to eliminate the beloved paper plans & drawings. We are saying that you may want to scan those drawings and have them ready to retrieve, share and work from digitally anywhere, anytime, even in wet weather! This also creates an archived library of project documents with easy retrieval with a few simple keystrokes.

5 Benefits for Digitizing Your Construction Business

Large construction companies have the same HR and AP issues as other large organizations, so digital document management is really a requirement in order to handle so many various files and records. Small and medium sized construction companies also have the opportunity take full advantage of digital transformation benefits such as the following:

  1. Cut Costs

Printing costs real money, whether you buy it or do it in-house. Digitization minimizes expenses by having you print only what is absolutely necessary. The money saved from drastically reduced printing can improve project margins or cover other items that could enhance outcomes.

  1. Better Access in the Field

As earlier mentioned, so much of construction is field work. Project managers travel between multiple job sites frequently. Supervisors, lead carpenters and other tradespeople need access to important documents which might be scattered across different locations. With paper, there are too many risks of having documents misplaced, including those revealing sensitive information.

By going digital, an internet connection or mobile data plan allows any designated employee to easily find and open plans, drawings, photos and other documents they need at a moment’s notice, wherever they happen to be.

  1. Reduce Workplace Errors

Construction errors can be costly! Change orders are common in construction, making the unexpected, expected. Revisions and updates to plans need to be reflected immediately on all of the project documents for all who access them. This includes paper wherever it’s used. Updating paper in multiple locations can be difficult. Employees as well as multiple contractors and subcontractors all rely on accurately updated plans. Digitizing enables immediate and universal updates to your construction documents across the entire team.

  1. More Space, Less Clutter

Filling your headquarters and mobile offices with filing cabinets stuffed with folders, plans and drawings is clearly not necessary today! The difference that electronic storage makes is transformational in terms of efficiency, and it’s less expensive overall. Digitizing construction documents frees up space for things such as new equipment or furniture for additional employees.

  1. More Time for the Real Work

Unless files are extremely well organized and known by workers, the time tied up in searching for information adds up to staggering amounts when fully analyzed. Lost time is lost money, especially in an industry like construction. With document digitization you can literally transform hours down to mere seconds. Productivity soars when people keep focused on their primary roles.

Successful construction companies have been utilizing amazing construction technology such as Building Information Modeling (BIM), 3D Printing, Infrared Imaging and drone surveying. Digital documentation management is another efficiency tool for builders of every size.

NEdocs offers complete document scanning that includes large format drawings as well as easy to use document management solutions. Our custom tailored software offers faster access to information and better time management for construction professionals. To reach a specialist, contact us online or call us at (603) 625-1171.

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Boost Profits with AP Automation & Payment Processing

Boost Profits with AP Automation & Payment Processing

Generally, the most labor-intensive task of any accounting department is accounts payable. Ask any Accounting Team and chances are, they’ll tell you they dread this tedious, ongoing task. The many facets of AP processing take time and money away from more important aspects of the business.

The solution is AP Automation with Payment Processing!

AP Automation Refresh

AP Automation is a closed-loop solution where all vendor invoices are sent directly to New England Document Solutions (NEdocs). Everything is digitized and imported into our proprietary software, Vision360 Enterprise by Bluecreek Software. The experts at NEdocs promise quality assurance and accuracy validation based on a robust set of pre-established rules.

NEdocs partners closely with Bluecreek Software to provide total enterprise solutions to medium and large companies. Together we offer customized digital document management solutions for our customers that easily integrate with their ERP and accounting software.

We have also partnered with cPayPlus Solutions for invoice payments which completes our streamlined AP payment processing solution start-to-finish!

AP Automation with Payment Processing Turns Your AP Department into a Profit Center!

Many AP departments leave money on the table by failing to take advantage of pre-pay and early payment discounts and rebates. Inefficient AP processing also results in late fees, costing your company even more.

AP Profits with AP Automation & Payment Processing

AP Automation with Payment Processing streamlines and simplifies vendor payments so you never miss an opportunity to save money or receive a rebate. Everything works digitally from capture and approval, to processing, filing, and reporting. No more paper checks, routing delays and items getting lost in the mail. You will never miss a due date again with AP Automation!

Another bonus is the elimination of document storage costs and systems. Government compliance requires document retention based on specific guidelines. Within a short time, all your documents can be stored digitally without the need for paper records, saving you even more money.

When fully implemented, AP Automation turns your AP Department into a profit center!

How AP Automation Saves Oodles of Time

Entering invoices into your account system and paying vendors by check are tedious and time-consuming tasks. Our experienced team of professionals uses automated tools such as optical character reading (OCR) software to read and process invoice data instantly.

Our Vision360 Software integrates seamlessly with your ERP solution and uses workflow rules for processing. Invoice notifications are sent directly to the buyer for approval without the need for AP staff intervention. You can then choose to process payments in-house or use our cPayPlus powered payment solution to complete the AP Automation loop.

Unlock Your Team’s Potential!

Manual invoice entry and check processing are tedious and slow. NEdocs’ AP Automation service allows your staff to process batch invoices quickly and easily. When you convert to AP Automation, your AP staff can focus on more valuable analytical and operational work, helping them unlock their real potential!

Our optimized AP Automation service also provides peace of mind by assisting with compliance, mitigating risk, and preventing fraud.

It’s Seamless!

AP Automation seamlessly integrates with your accounting system, eliminating the need for manual entry and human error. NEdocs also works directly with your vendors so there’s zero disruption. Robust reporting capabilities make evaluation quick and easy, freeing up valuable time for more critical financial analysis thus empowering you to focus on the bigger picture.

The Bottom Line

Have you already been looking into AP Automation? Don’t delay another year “studying the cost/benefit” when you can ask experts your questions any time. Simply contact New England Document Systems online today or call (603) 625-1171 to learn more about how our clients are improving their bottom lines with AP Automation.

 

The Expanded Need for a Digital Mail Room

The Expanded Need For A Digital Mailroom

It used to be that, once a company reached a certain size, it became necessary to internally create more efficient ways to manage business processes. One major development in the world of operations is Business Process Outsourcing (BPO) – employing vendors who specialize in automated processing of backend services such as Accounts Payable. This type of solution replaces the inefficient and error-prone manual processes, saving space, paper and labor.

BPO solutions have continued to expand into other parts of organizations as inefficiencies of other functional departments are self-evident. Much of this has occurred with employee and customer communication needs rapidly changing as smartphone, tablet, and laptop technologies outpace the ability of company departments to keep pace.

For example, a multibillion-dollar global company could be on the cutting edge of its industry, but still stuck in decades-old processes of manually gathering, sorting, and distributing thousands of pieces of physical mail in its mail room. Its response time to handling critical mail becomes was a roadblock to meeting user communication demand. This needs to change and a BPO-automated mail room solution makes sense.

While BPO solutions may appear most appropriate for large corporations, this has changed with COVID-19. Now an automated solution has suddenly become necessary for most businesses, no matter the size. The pandemic leveled the playing field. With reduced staffs (whether onsite or remote) and empty facilities, every business is scrambling to reduce costs and find efficient ways to retain customers and revenue.

Your Digital Mail Room

You may have already heard of the “Digital Mail Center”, “Digital Mailroom” or “Intelligent Mailroom” mentioned in industry publications. This concept matches the need during this pandemic environment of closed facilities and furloughed employees for a workflow where a vendor automatically routes digital communication documents to recipients who could be anywhere, such as traveling executives, remote workers, or other stakeholders who need to be informed without delay. Implementing a digital mailroom solution accomplishes the following:

  • Reduces operating costs
  • Opens more facility space
  • Improves efficiency
  • Improves quality
  • Increases information security
  • Provides greater visibility and control

Work with a Digital Document Specialist

The best practice in any new operation is to work with an experienced professional. This holds true for finding a digital mailroom solution. NEdocs has extensive experience with automated management and conversion of paper documents including all kinds of mail. Its Digital Mail Room solution automatically manages your in/out-bound mail process. It works like this:

  • Step 1: Receive — Receive paper mail onsite or offsite
  • Step 2: Scan and extract — Open, scan and digitize all paper mail immediately
  • Step 3: Route — Use advanced capture software to identify and prioritize key documents, such as invoices and contracts. Quickly deliver in digital or physical format the associated information to the intended recipient.

The Digital Mail Room collects mail data and autogenerates detailed reports for your analysis and planning. It can also be integrated with ERP and ECM systems for processing searchable and indexed data.

For further information about implementing your Digital Mail Room strategy, contact us online or call (603) 625-1171.

 

Embrace Digital Transformation or Risk Falling Behind

Embrace Digital Transformation

“Digital design, not strategy, is what separates winners from losers in the digital economy.” -MIT Press.

In an era where major personal and business life changes are occurring rapidly, companies are discovering that they must either adapt or fall behind and eventually disappear. Driving that change is the tsunami of digital transformation (DT), which is quickly approaching every business, in every industry.

But change is hard. Few companies are early adopters to changes in technology and innovative processes. DT requires a strategic, organization-wide effort to change or replace entire systems or processes. Myriad benefits include enhanced data collection, greater resource management, data-driven customer insights, better customer experience, improved collaboration, increased profits, increased agility, improved productivity, and more efficient management of resources.

Different Industries Adapt at Different Paces

Because there are differences between industry cultures, systems and processes, each organization will accept this inevitable change at their own pace. For example, health and pharma have traditionally been slow to adapt to trends. With the internet, however, their customers and patients are behaving differently than a decade ago with increased expectations for accessing services, from setting appointments and ordering prescriptions to self-analysis with data from wearable devices and remote appointments with telemedicine. To keep up with consumer demand, these organizations must adapt by putting in place a digital transformation strategy that more efficiently maps their resources with the demands of their patients/customers.

Banking and finance companies are adapting to DT by actively adding mobile apps to capture deposits, provide funds transfer, and exchange documents and signatures through secure channels. Everything is more efficient. Customers don’t need to visit a branch. They can do everything from their computers and phones. Fewer and fewer customers want paper statements and notices.

Insurance companies could be out of business if they didn’t provide online purchasing and updating of policies. Similarly, mortgage companies have realized that people want to refinance as soon as possible and can process “paperwork” much faster online. All of these scenarios mean working with digital documents and processes.

Manufacturers have been quick to adopt new technologies to improve productivity and maximize output but they have been slow to collect, analyze, and utilize all of the associated data. As manufacturers buy into digital transformation, their organizations operate more efficiently and develop more complex and customizable products and services that have better margins. DT replaces manual, error-prone processes with faster, more automated workflows that offer better analysis of the customer needs, easier implementation of custom product/services, and simpler management of suppliers and distributors.

The construction industry has also been slow to adopt DT. Respondents to a recent survey indicate their organizations have not done nearly enough to tap technology to transform the way they work. Without a data/technology strategy or roadmap, there is no vision to how to implement and benefit from what DT can provide.

DT is More than Worth the Effort

If you are unsure how to approach digital transformation in your organization, you should work with a professional who has experience with moving from legacy resources, such as physical documents and manual processes, to the digital world. When planned and implemented as defined, a digital transformation can revolutionize your company to enable higher productivity through managed connectivity, automation and fluid information flow.

NEdocs has always been front and center of the digital transformation revolution here in New England. Document scanning, data capture and digital document management have comprised the core of our business for over 30 years as we continually help advance these technologies. Our goal is to help you embrace the paperless concept and digital world with improved visibility and engagement of mobile workforces, faster client transactions, improved customer service, improved data security and regulatory compliance as well as many other benefits.

If you would like to discuss your company’s digital transformation strategy, feel free to call us at (603) 625-1171 and speak with experienced specialists.

Post Pandemic HR Trends: Digitized Documents, More Automated Processes

Post Pandemic HR Trends

Work as we knew it before COVID-19 has changed abruptly with a future that is largely unknown. As with many industries, Human Resource conferences were scheduled and ready to share the latest trends by experts in the field this summer, but we know what happened.

The reason we go to conferences is to hear and learn about changes affecting the workplace. Now, even these trends are uncertain. However, you can still prepare for what lies ahead by considering how you can reduce risk, improve performance and ensure that your workforce can quickly adapt to your organization’s needs.

Before the Pandemic

Even before the novel coronavirus that would dramatically change how we work, disruptive forces were already in motion making it important for enterprises to rapidly adapt, according to the article, “Why Your Organization’s Future Demands a New Kind of HR,” shared by Deloitte in Harvard Business Review, February 2019. These fundamental changes meant that HR departments would be encountering new business models, technologies and workforce expectations. HR professionals would be faced with managing existing legacy organizations while planning for future needs.

It was already becoming apparent that HR could be at the forefront of reshaping organizational behavior to compete and succeed. These changes were requiring HR to address these key futures: the enterprise, the workforce and processes for getting work done.

For example, enterprises were encountering huge increases in the amount of available data. Consumers were beginning to trust businesses even more than their governments. Companies recognized that they should consider expanding their social connections and partnerships and even strategically collaborate with competitors.

Significant workforce changes were also occurring. The average career length was expanding to as much as 50 years with the need to refresh employee skillsets at least every 2-5 years. The concept of an open talent economy was beginning to create competitive opportunities for companies to quickly adapt to market requirements by transforming teamwork and improving productivity.

The most significant trend dealt with how work would be performed. Instead of applying the same legacy procedures to create products and services, it was becoming obvious that digitalization and automation were fundamentally going to change performance with significant improvements at a fraction of the cost.

Post Pandemic

We do not know how long it will take for this pandemic to be over and how companies will react to the improving economy. But as with any other major disaster, anticipated trends will be modified and new trends will emerge. All we can do is assess the expectations, goals, and objectives of workers and the companies needing their skills.

It might be worthwhile to heed the comments of a recent survey of experts at Harvard Business School about how the COVID-19 pandemic is likely to change business practices. These were some of the predictions:

  • Remote work will become strategic with better tools and digital connections
  • Leaders will need to break out of silos and improve workplace culture by thinking outside of traditional structures
  • Supply chain managers will need to track more deeply into the chain
  • Physical structure will need to be a healthier environment
  • In-person meetings will be less prevalent and more productive
  • Employees will expect greater flexibility and the ability to manage their own work schedules and personal responsibilities

Getting from Here to There

Staying healthy and surviving the downturn in the economy are both important. How you achieve these will depend on your own ability to adapt to the changing landscape and work with experts who can help. This may require implementing a good plan and continuously measuring and adjusting for improved results.

Manual operations using printed documents impede success when facing changes to business models, technologies, and workforce needs. By utilizing digital content and automated processes, you can improve outcome predictability, communicate more efficiently and quickly respond to changing workforce needs.

NEdocs offers solutions that help. We provide secure facilities, on-premise document management (Papervision), and cloud-based document management (ImageSilo). These resources offer greater flexibility and better time management for HR professionals. You can maintain document confidentiality and ensure regulatory compliance as well as manage digital file storage, search and retrieval. This applies to managing your legal documents  and procedures as well.

To plan for the future, give us a call today at (603) 625-1171 to discuss how NEdocs can help your organization through change.

 

HR Leadership in Business Processes During a Crisis

HR Leadership in Business Processes During a Crisis

When there is a crisis affecting your company, such as the current Coronavirus or COVID-19 pandemic, Human Resources leadership stands at the edge of the precipice struggling with the answer to this question: how can we ensure both the continued success of the company and the well-being of our employees? With the real possibility of issuing furloughs and terminations to comply with government-dictated “social/physical distancing,” now is not the time to get bogged down with legacy policies and procedures, which can greatly delay your ability to respond.

HR Professionals’ Call to Action

The Economist recently reported, “The instinct is to cut costs through mass redundancies, as some hotel chains, airlines and others have begun doing. ‘Rather than slash payrolls indiscriminately,’ says Bill Schaninger of McKinsey, another consultancy, ‘good HR heads can use the crisis to reconfigure company workflow: what needs to be done now and by whom, what can be automated and what requires people to share the same space. Some workers who at first appear redundant may be redeployed or reskilled’.”

As an HR professional, you are looked to by company leadership, employees and contractors to know what needs to be done to keep not only their professional life safe and secure. You can also be helpful to their personal lives. Having information that is current, proactive, and at your fingertips is crucial to what happens for them next.

With this pandemic, many businesses have closed their facilities, and their employees are either stranded because of lockdown on travel, or now working from home. The key elements for both your company and employees surviving this crisis include:

  • Keeping the company operating
  • Providing effective communications
  • Making available the appropriate tools

Being able to manage and deploy the associated and available resources is crucial and HR departments have much experience to offer here.

Automation and Digital Resources to the Rescue

The solution to responding to an upheaval like we’re experiencing with COVID-19 entails utilizing digital platforms and documents as well as automated processes. By eliminating the inefficiencies of manual operations and keeping people working remotely to stay safe, you have the opportunity to greatly improve your company’s ability to adapt and create new efficiencies.

NEdocs offers extensive assistance with digital document management and automated process solutions. Our cloud-based document management and client portals are essential tools for employees who work remotely.

We believe that HR departments must be accessible and responsive during this crisis and they need to be at the forefront of the latest workflow technology to help their companies compete, grow and develop in our increasingly digitally-connected world. Looking at risk versus reward, a fully digital (paperless) HR department makes complete sense. Having all important documents in one easy-to-search database will significantly reduce the stress of everyone in the department as well as improve employee engagement.

Surviving the Current Crisis

Here are a few resources NEdocs recommends for responding effectively and efficiently during the crisis.

  • Digital Personnel Files: simplify your ability to manage and react to change. Essentially, everything related to hiring, the employment relationship and termination are found in those files. Our software and cloud solutions make managing all employee information easy.
  • AP Automation: helps your accounting and supply chain management team be more efficient, predictable and responsive. This translates improved product flow, and better supplier relations.
  • E-forms and Electronic Signatures: makes you more responsive to change. Any organization with the need to complete and update paperwork – such as medical or HR records, can dramatically improve their efficiency with a well-developed e-forms solution. Think of all the forms you may need to manage during this time of remote work, layoffs and furloughs. Using e-forms simplifies your ability to gather and manage the data, including I-9s, W-4s, tax forms, policy acknowledgements, agreements, contracts and benefits.

For further information about enabling your Human Resource team to manage resources and processes more effectively during the uncertainty of this pandemic, please contact us at (603) 625-1171.