For many decades paper has been the main medium of conducting business. Schedules, task allotment, reports, and feedback have all been through distributing the physical paper. But now, the time has changed. Using workforce management software to manage and digitalize your documents has become essential.
Suppose you, as a manager, have decided to speed up the operation process. In that case, digitalizing your documents plays a key role since paper-based management is hampering the productivity of your employees.
Challenges Companies Face With Managing Paperwork
Companies that rely on paper for functioning are burdening themselves with paperwork and other problems that come with it. In addition, it can often hamper a company’s growth as its workforce is submerged in paperwork to make other important decisions.
We cannot stress enough how time consuming it is to manage all the paperwork, which over time, will be unmanageable. In addition, if there is any mistake while distributing the paper, the employee would be tasked to rectify it, reprint it and distribute all over again.
Liable to being Lost or Damage
When handled by on-field employees, physical documents are liable to be lost or damaged due to theft or rain. These circumstances are not in the control of the employees. Therefore, causing damage to the company’s reputation and data collection. There are also cases when the paperwork might get filed under the wrong name.
No Guaranteed Security
Many company documents contain confidential details that need to be stored securely. However, storing the documents manually does not offer any security. And creating a copy of the document as a backup only increases the chance of misuse.
Managing paperwork manually requires the company to invest in proper storage; sometimes, hiring an employee to manage and file them carefully. We bet you might not have considered the cost of paper and ink your company spends. In all, it is a costly method.
Paper-reliant companies struggle with accessibility issues. For example, the manager is out of town or sick, and his signature is required on documents to proceed further. This lack of accessibility can hamper the entire functioning of a team and lead to a considerable loss of productivity.
Perks of Digitalizing Your Documents
Digitalizing documents with the help of workforce management software comes with many perks. It will help your company not only function in a time and cost effective manner but also help in increasing employee productivity levels.
Digitalizing documents enables the company to eliminate physical copies that guzzle the company’s resources, such as storage space, printing, and security costs. In addition, digitalization does not need an employee to handle any document. Instead, the employee’s productivity can be utilized in other operations.
Just imagine how much time your organization can save by going digital with documents. Employees won’t be submerged in a pile of paperwork. They would be able to rectify and share documents easily rather than reprinting and redistributing. They won’t have to spend hours searching for that single paper. Rather, they can pull it up instantly on their phones.
Digital documents can be stored in encrypted cloud storage with password protection. It also has the option to give selective people access to the documents to maintain confidentiality.
Document digitalizing enables an organization to access data from anywhere in the world. Accessible of data aids in the data flow, which can help increase the employees’ productivity and work speed.
Let’s not forget that going paperless is a step towards going green for all companies. With emails and pdfs coming into the scene, the need for distributing papers has reduced considerably. The company no longer has to waste time and resources trying to determine how to dispose of its paperwork correctly.
How Can Workforce Management Software Help
Workforce management software is developed keeping in mind all the problems organization struggle with, no matter how minuscule. To maintain an efficient and productive workforce, managers are required to automate functions that are time taking or act as a hurdle.
The system helps the organization by digitizing most of the paperwork. For example, the company no longer needs to record attendance on paper or collect customer feedback forms. TrackoField can help in the following ways:
- Custom Forms
The workforce management solution offers a fantastic feature of custom forms that greatly help the field force. Through the custom forms, field agents can easily get digital feedback from their customers. In addition, the forms are visible to managers, so he is not required to travel to the office to submit the forms. This helps him save time which can be utilized to meet deadlines.
The forms have an attachment feature which is helpful for industries like real estate, where the agents have to verify the houses enlisted. In addition, they can upload high-quality videos, photos, and other documents.
- Cloud Storage
The system has enough storage that enables the company to upload and store as much data as required. They can easily search for documents, edit them, and reshare them with the teams.
- Data Protection with Password
The software offers highly encrypted storage space for digital documents. In addition, the option of protecting your documents with a password is made available to amp up the security of your documents. Selective accessibility option is also available.
- Visibility and Uploading Speed
Instead of the time taking process of manually sharing paperwork, the agents can upload and share documents in an instant. In addition, the solution offers automatic visibility of documents to managers and team members as soon as the field agents submit them.
Trust TrackoField With Managing Your Documents
So it’s clear now that companies still relying on the manual documentation process are setting themself up for challenges. But with workforce management software digitalizing the document, companies can enjoy a cost and time-effective operation. Even employees can do away with back-breaking paperwork.
TrackoField is a field employee management software. It offers features that help managers and employees be productive and perform well.
Get a demo now!