When talking about digitization of business processes, in many cases companies simply think of the elimination of paper. In reality, this is not the case.
In this article we discuss the meaning of digitization, seeing what its benefits are and what tools to use.
What is business process digitization
The technological process has also involved the corporate world through the phenomenon of digitization of business processes. However, as we said, even today many entrepreneurs and companies think that digitizing simply means converting paper documents into electronic documents for storage in the archive (dematerialization).
In reality, digitization is a more complex process, falls under digital transformation, and requires a change in business organization.
Indeed, digitization of business processes (or business digitization) requires theuse of digital technologies and data (digitized and natively digital) to optimize and improve activities, transform business processes (not just digitize them), and create the right environment for digital business.
Thus, business digitization goes beyond document dematerialization and involves all processes in a company. This is why it is essential to get clarity on priorities and goals, defining criticalities, urgencies and objectives through in-depth analysis. This is the only way to move toward a better organization of activities, identifying the document management software best suited to specific needs.
What are the benefits of digitizing business processes
Digitization of businesses is crucial because it helps improve the efficiency of business processes and the operation of the business.
First of all, digitization is dematerialization, it allows documents to be stored, archived and retrieved, eliminating paper; this choice makes the company more efficient and also sustainable (let's not forget that sustainability today is a topic to which customers and companies present much attention).
A company that digitizes its processes obtains a complete and real mapping of its activities, thus being able to take corrective action on performance and workflow. Thus it is easier to take action to improve coordination among the various business units, being able to:
- Making rational decisions on real-time data
- Sharing information
- Reduce the time to achieve goals
- Reduce the timing and waste of resources
Improves internal communication
Enterprise digitization enables better collaboration and workflow between employees and contractors. It improves process efficiency and flexibility, and gives rise to new business models with automated workflows.
In this context, it is very important to make one's employees understand the importance of the digitization process and the transition from an old to a new business model, including providing appropriate training opportunities.
Improves the ability to make decisions
Digitization helps make better decisions in a shorter timeframe through the use of the collaboration, automation and data management processes at the heart of digital transformation.
Digitizing processes therefore helps to achieve business goals, be competitive and keep up with market trends.
The tools of enterprise digitization
Business digitization is achieved through the use of digital tools and technologies that allow business processes to be optimized. A document management software offers several key features, including:
- Workflow automation
- Authenticated-access electronic storage for preservation and consultation of documents that can be shared in real time
- Management of master records, orders, invoices, contracts and tickets
There are three basic characteristics it must have to be functional and effective:
- Customization: each company is different from the others, has its own needs and specific organizational processes. Therefore, even in relation to digitization, it is essential to choose solutions that can adapt to specific needs.
- Scalability: i.e., the ability of software to adapt to business growth. A business does not remain constant over time; therefore, it is good to have solutions that can accompany business changes quickly and easily.
- Accessibility: this is another aspect to consider. The company must ensure access to documents on different platforms: computers, tablets, smartphones. In addition, interoperability of solutions is crucial, that is, devices must communicate with each other, making business communication smooth and efficient.
Document software for digitization
Fundamental to digitizing is document management software.
These software programs-such as our Rapido-ECS® - make it possible to simplify a company's massive workflow by combining data from different systems (including dematerialization and PEC) and allowing immediate access to information.
They also allow business processes to be mapped, connecting people and activities, and defining operational links and sequences that automate document and project sharing.
Digitize processes and improve your business flows!
Learn about our Rapido-ECS® document software and how it improves your business processes: contact us!
