Implementing document automation in business processes is often touted as a game-changer, promising increased efficiency, reduced errors, and significant cost savings. However, despite these clear benefits, many businesses struggle to adopt and integrate these systems successfully. These challenges range from technical hurdles and resistance to change to the complexities of accurately capturing and processing diverse document types.
In this blog post, we delve into the common obstacles that businesses encounter when attempting to implement document automation, and explore practical solutions to overcome these challenges, ensuring a smoother transition and maximized benefits.
1. Fear of disrupting current processes
Many businesses rely on outdated manual processes because there’s the mindset of 'we’ve always done things this way.' Unfortunately, manual processes are bottlenecks to change. While the current process may be functional, they are often not optimized and may prevent your company’s ability to pivot. Document automation also relies on consistent and well-structured data. Implementing automation can be difficult for businesses with data scattered across different formats or lacking standardized data practices.
Businesses with complex and intricate document processes may struggle to identify the most effective points for automation. Simplifying complex workflows often requires a thorough understanding of the existing processes and careful planning.
2. Deeply entrenched paper-based manual processes
While paper is an essential part of outbound customer communications in industries like finance and healthcare, many businesses could benefit from expanding to multi-channel delivery and offering customers a choice over how they wish to receive communications. Implementing document automation requires significant changes to existing workflows. Transitioning from paper-based to digital workflows can cause temporary disruptions, leading to a potential decrease in productivity and efficiency during the adjustment period. Also, employees and management accustomed to paper-based workflows may resist transitioning to digital processes. This resistance can stem from a reluctance to change established habits, fear of technology, or concerns about job security. This leads us to the next point.
3. Cultural resistance
For some employees, the thought of automation increases their uncertainty that their function will be eliminated. This does not need to be the case. Document automation means their time could be reallocated to higher-value tasks that are far more intellectually stimulating and revenue-driving. Employees and stakeholders may resist changes to established workflows and processes. Resistance to adopting new technologies or methodologies can hinder the successful implementation of document automation.
Some businesses may not clearly understand document automation's benefits and capabilities. Without proper awareness, decision-makers might underestimate the potential improvements in efficiency, accuracy, and cost savings. Organizations with a long history of paper-based processes may have ingrained cultural and organizational barriers to adopting new technologies. However, this may hold the organization back from the significant benefits of automation.
4. Lack of resources and expertise
Unlike large enterprises with resources devoted to digital transformation initiatives, small-to-medium-sized businesses run on lean teams, many of which have members who wear multiple hats. They may lack the means to deploy a digital workflow strategy. Budget limitations can restrict businesses' ability to invest in robust document automation solutions. Cost considerations, including software licensing, implementation, and training costs, may hinder adoption.
The good news is that document automation technology is more accessible and affordable than ever. A reliable technology partner will work with you to define your business rules and develop a solution that will meet your current needs and evolve with your organization. Automation will enable your business to process documents more securely, efficiently, and frequently. It has been proven to enhance significantly operations and business outcomes, from accelerating cash flow to increasing employee engagement. Consider the value document process automation will deliver to both your business and your customers.
How to tackle these challenges
To overcome all these challenges, businesses should thoroughly assess their current processes, involve key stakeholders, provide adequate training, and ensure alignment with organizational goals. Additionally, seeking expert consultation and piloting small-scale implementations can help businesses address challenges before full-scale deployment.
Choosing the right document automation vendor is critical. If businesses select a solution that doesn't align with their specific needs or lacks scalability, it can result in dissatisfaction and project setbacks.
For more on how document automation can help you overcome these potential challenges, watch this specially recorded session on ‘The impact of automation on document workflow’.
