When it comes to ditching paper in favour of being fully digitised, it seems we’re a traditional, cautious bunch – 49% of UK businesses still operate a paper filing system, that’s according to a 2023 survey by Crown Records Management.
While great strides are being made, the journey toward a fully digital future is clearly ongoing. In this article, HG Technology explores the “why” and the “where” of going paperless to help businesses overcome their hesitations.
Look out for Part Two, where we, as experts in Microsoft’s Power Platform, will delve into “how” organisations can transition smoothly and confidently into the digital age.
The Benefits of Automation
Using the cloud to automate workflows and business processes delivers numerous advantages such as increased efficiency and productivity, cost savings, improved accuracy and visibility, and better regulatory compliance and data security.
Additionally, automation enhances employee satisfaction by relieving staff of repetitive tasks and enables businesses to deliver superior customer experiences. By supporting informed decision-making, automation can ultimately help position organisations for long-term success whilst also contributing to a more sustainable future.
Processes Best Suited to Automation
Not all business processes can be digitised but most can. Here we set out typical workflows, activities and operations that best lend themselves to automation and bring immediate gains:
1. Document Management and Archiving – Storing, searching, and retrieving documents, scanning and converting into easily searchable digital files.
2. Invoice Processing and Accounts – Automating billing reduces manual errors and speeds up payment cycles.
3. Expense Management – Employees can upload receipts and submit reports digitally for approval, eliminating paper and manual tracking.
4. Human Resources (HR) Processes – Tasks such as payroll, onboarding, timesheets, leave management and performance reviews are document-heavy.
5. Customer Relationship Management (CRM) – Managing customer data, communications, and support can be done entirely through software, tracking customer interactions, sales pipelines, and service requests.
6. Workflow Approvals – Processes requiring multiple approvals and signatures such as purchase orders and contracts can be streamlined and tracked easily.
7. Procurement and Inventory Management – Digital procurement eliminates the need for paper purchase orders and inventory logs.
8. Marketing and Communication – Automating email marketing, social media scheduling, and customer communication reduces manual intervention.
9. Data Collection and Surveys – Digital forms and data collection surveys eliminate the need for paper-based questionnaires.
10. Compliance and Reporting – Automating compliance checks and reporting ensures accuracy and eliminates paper trails.
11. Training and Knowledge Management – Online training systems can replace paper manuals and classroom-based training.
12. Sales Order Management – Sales orders, quotes, and contracts can be digitised and processed automatically supporting better order tracking and management.
13. IT Helpdesk and Support – Ticketing systems eliminate paper logs and ensure issue tracking is seamless.
14. Legal and Compliance Document Handling – Automating contract lifecycle management reduces the need for printed agreements making it possible to sign contracts digitally.
Now is the time to embrace automation and drive your business towards a more sustainable and efficient future. Get in touch with our Power Platform experts who are ready to help you take that next step.
