Introduction:
The digital era has ushered in unprecedented changes across industries, demanding organizations to adapt, innovate, and embark on a journey of digital transformation especially in the wake of the Covid-19 that happened in 2020. In this article, I will share some knowledge I gained as Head of Technology at Secured Records where I led the implementation of several solutions that put an organization on the path of digital transformation. We will explore the fundamental stages of digital transformation and how they pave the way for a brighter, more efficient future. At the end, I will give examples of solutions that can help in the journey.
Digital Transformation Stage 1: Digitize Documents
The journey begins with the conversion of paper-based documents and manual processes into digital copies. Digitization not only saves physical space but also enhances accessibility and collaboration and ensures documents are not lost in the event of a natural disaster or accident. Scanning, optical character recognition (OCR), and document management systems are essential tools in this stage.
Benefits:
- Improved document retrieval.
- Reduced physical storage costs.
- Enhanced data security.
Stage 2: Organize Content
With documents digitized, it’s crucial to organize and structure content efficiently. Electronic Document Management Software (EDMS), Information architecture, content management systems (CMS), and data classification play key roles. This stage ensures that data and documents are readily available to the right people when needed.
Benefits:
- Faster access to information.
- Improved search capabilities.
- Enhanced data governance.
Stage 3: Automate Processes
Automation is the heart of digital transformation. It involves the integration of technology to handle repetitive tasks and processes. Business Process Automation, Robotic Process Automation (RPA), workflow automation, and integration platforms are invaluable tools. Automation reduces errors, accelerates processes, and frees up human resources for more strategic tasks. In this stage, you can set up a workflow for expense approval and configure the approval levels and stages which could depend on several criteria.
Benefits:
- Increased efficiency.
- Error reduction.
- Enhanced employee productivity.
Stage 4: Streamline Processes
Streamlining goes beyond automation. It involves redesigning processes to eliminate bottlenecks, reduce redundancies, and enhance efficiency. Process mapping, analysis, and reengineering are essential activities. Streamlining ensures that digital processes are as effective as possible. You can monitor the processes by spooling reports to find out which stage causes delay and work on addressing it.
Benefits:
- Faster turnaround times.
- Cost savings.
- Improved customer experiences.
Stage 5: Predict the Future using Reports & Analytics
In the final stage, organizations leverage the data collected during the transformation journey. Advanced analytics, machine learning, and artificial intelligence are employed to gain insights, predict trends, and make data-driven decisions. This stage is all about harnessing the power of data to gain a competitive edge.
Benefits:
- Informed decision-making.
- Proactive problem-solving.
- Enhanced customer personalization.
Examples of Solutions that can help in various steps on the digital transformation journey.
The first four of these examples we were able to implement for several organizations both private and public organizations in Nigeria while the others are other options out there. I strongly recommend Laserfiche as it can be used across almost all the steps in the journey and we have successfully implemented it for several clients who are enjoying its benefits.
- Laserfiche Enterprise Content Management Solutions
- M-files Document Management
- Abbyy Flexicapture
- Microsoft Sharepoint
- IBM Digital Business Automation Platform
- Alfresco Digital Business Platform
- Docuware
Conclusion:
Digital transformation is not a one-time event but an ongoing process. Each stage builds upon the previous one, creating a foundation for innovation and growth. By digitizing documents, organizing content, automating processes, streamlining operations, and harnessing data analytics, organizations can position themselves for success in the digital age. Embrace the transformation journey, and unlock the full potential of your organization in the digital era. Go through some of the examples I shared and you may find the solution you need to help you at your current stage of the digital transformation journey.
What stage is your company?
Can you presently retrieve documents from anywhere in the world without going to your office?
Are processes automated or do you still have to take paper/form and go to several offices for approvals?
Please share your thoughts with me and watch out for my article on Transitioning to Tech
