You’re ready for a new document management system, but you don’t want just any document management.
Not all document platforms are the same. With an excellent platform, you’ll start noticing benefits fast. Once your team adjusts to the new software, you’ll start seeing more productivity across departments. You’ll notice that you’re saving time when multiple team members work on the same document. With the right software platform, you’ll also get better organization, which means less time looking for missing files and more time spent on productive tasks, company growth, and ensuring customer satisfaction.
On the other hand, if you have the wrong document management platform, your company will suffer for it. Settling for less than what you deserve is a recipe for disaster and regret. In fact, settling for less is exactly how you end up with scattered files, incomplete projects, and a frustrated team. If you’re going to choose the wrong platform, you might as well stick with your paper filing system for all the good that it’ll do you.
Obviously, you want the platform that will fit your needs best, but how do you make sure that you find the right one? Don’t worry. There’s an easy way to make sure that your new software will provide exactly what you want. Here are four questions to assist you in choosing the software that suits your requirements. Take the time to go through these questions and answer them honestly. Once you do, you’ll have a better idea of which options will help your company and which ones won’t help at all. You can use your answers to narrow down your list of potential software platforms as you do your research.
Why Are You Looking for Document Management?
Here’s a simple question: Why are you looking for a document management platform? It’s such a simple question that a lot of business owners ignore it before they start shopping, but that’s a mistake. The answer to this question can bring a lot of clarity.
Identifying your document goals is an important step in finding the best document management for your organization. Once you’ve figured out your most pressing needs, you can start searching for software platforms that address those needs. For example, if your needs are mainly storage-related, look for security and accessibility options. Alternatively, if your business requires workflow and mobility options, consider platforms with a greater range of tools.
Talk to your team members as you ask yourself these questions. It’s especially essential to talk to the team members who deal with the most documents in your organization. These team members may bring up points that you might not have considered otherwise. You might think about hosting a meeting to ask for their input.
Creating a baseline for your document needs gives you a direction as you search for the best content management. You won’t waste time by considering platforms that don’t meet your needs, and you’ll avoid getting swayed by platforms that only offer tools you don’t need.
How Many User Accounts Do You Require?
Next, how many user accounts will you need? If you’re not sure, bring up this question with your team members, and if you have to estimate, it’s better to err on the side of more accounts than less.
The truth is that this question is a little more complex than some people think, and that’s because many people mistakenly believe that smaller companies don’t need document management. However, even the smallest organization can receive benefits from an electronic data management platform. The added organization and productivity can help small businesses thrive, which means better office morale. Plus, smaller businesses tend to have smaller workspaces, and those workspaces can get cluttered with papers fast. A cluttered workspace can make tasks more difficult.
It’s also important to know how many user accounts you’ll need, because many document service providers base the costs of their products on the number of users you require. When considering your final numbers, remember to include any contractors, clients, or consultants who will need to access your documents. Again, it’s better to have an account and not need it than to need an account and not have it.
What Portion of Your Business is Mobile?
Third, ask yourself how much of your business is mobile. Mobility is the face of modern business, and businesses are only getting more mobile with each passing year.
If your company conducts business remotely or on-the-go, your document management platform should travel with you. Companies that employ remote staff members or have clients and investors around the world require unique tools to remain connected and up-to-date. If this is your situation, the best document management solutions for you include native apps, integration with your communications software, and workflow automation.
If your document management system doesn’t meet your mobility needs, then you’re not gaining much with the platform. In fact, a lot of your work will get stopped in its tracks.
Where Do You See Your Business in Ten Years?
Finally, where do you see your business going in the next ten years? As you search for the best document management options, be sure to include consideration for your long-term business plan. In fact, the goals and projected growth of your company are essential factors in your content services choices. Even if you don’t need particular tools right now, if your future growth will require them, it is wise to choose a platform with those options. This prevents the future need to switch providers as your organization’s requirements change.
Ultimately, there is not one best document management solution for every business. Each organization has different needs and requirements, making the choice of document software a highly individual one. By asking these questions, you can simplify your decision and select the right content platform for you.
Still need help? Contact Vasion today for assistance. We offer a highly flexible and scalable document management platform that meets all types of organizational needs.