Few business owners would disagree that a document system is necessary for success. In fact, it would be foolish to forego a document management structure. However, it becomes more difficult to agree when you begin looking for the best document management system. This is partially because every organization has different document needs. In reality, what you really need is the document system that is the best for you. Here are four questions to ask yourself as you search for the best document management software for your needs.
Even if you are still relying on paper documents and filing cabinets, there are probably things about your current document system that serve you well. Perhaps everyone in your organization understands the document processes and teamwork is efficient. Or maybe you feel confident that your files are well organized. Whatever it is that you find laudable in your current situation, make note of it. This serves the purpose of showing you what you value in a document system, as well as ensuring that you do not take this particular aspect of document management for granted (and thereby overlook it in your search).
Every system has room for improvement. If you are on the hunt for new document software, it is likely you have quite a few ways you would like to improve. Look for the places where your current document system breaks down. Are files difficult to find? Is security a concern? Or do your employees struggle to work as a team on document-related tasks? Make a list of these missing aspects so you can emphasize these qualities in your search.
It is essential when choosing software to not only consider the current state of your organization. Instead, look down the road five or ten years. For a document system to serve you well, it needs to support you throughout any growth and changes that are coming. Be careful not to be short-sighted in your planning and miss the opportunity to set yourself up for success.
Regardless of your long-term goals, you must approach change with management in mind. If you throw out your entire current system and try to implement a new system from scratch, it is more than likely that you will alienate your entire staff. Instead, it is vital to pace your transformation to help your team feel like a part of the process. For this reason, find a document system that will integrate with your current software. Additionally, address your biggest needs first. By choosing a system that will flex with you in the future, you give yourself the ability to transform over time. There is time to tackle new workflows, mobility, and connectivity later if they aren’t essential today.
A digital transformation gives your company an edge. You gain efficiency, relevance, and security that you cannot rival. However, it is important to choose the right document system for your needs. This ensures that you spend your time learning about your new tools rather than trying to integrate a system that is incompatible with your goals. Want to learn more? Contact MaxxVault today to discuss the document systems available and how to choose the right fit.