SED: look for who benefits

Often, after the introduction of an electronic document management system (EDMS), a company faces an unexpected obstacle: employees are against it. It is not surprising, because people have to leave their comfort zone overnight and play at work according to the new rules instead of the usual and established ones. To whom is it actually profitable and convenient to work in an EDMS, and to whom can implementation introduce real troubles?

Top management: the director will like it!

It is clear that, first of all, the introduction is interesting for top managers - in the end, it is they who make the final decision and it is unlikely that the company's management will act to their own detriment. In addition to the key indicators of increasing the efficiency of the company and saving costs and time, which in the long run are all competent projects for the implementation of EDMS, the top manager actually has an obvious "personal" interest in the implementation: it is more convenient for him. In fact. He no longer needs to constantly keep in mind hundreds of tasks, including the stages of execution and the numerous points of control for each of them, and manually sign the "million" papers that only subordinates manage to bring. Another nice side of the implementation may be the ability to remotely access, including from a tablet. This makes it possible to see online what happens in the organization while on the outside of the office. To whom EDMS makes life easier is the boss.

Sales Managers: Contracted Love

The second place in terms of interest in EDS is occupied by employees, an important part of whose working time is the conclusion and signing of contracts (as a rule, these are sales managers in trading companies and procurement managers in large organizations). Let not immediately (give them time to get used to), but they will love this system of work firmly and for life. Because contracts are no longer lost. Because the coordination of each document ceases to be a difficult quest with thirty-three phone calls and running around from floor to floor. Yes, the signing and approval of contracts will be their favorite stage of work!

Bookkeeping: “I'm going to you”

For the accountant of the “old school”, who is “on you” with the computer, the introduction of the EDMS can be a real test. Here it is necessary to show patience and perseverance, to convince the employee that the new system will facilitate, but not complicate his work. Many are afraid to make a mistake. However, it is important to understand that when creating documents in the EDMS, control mechanisms work, the history is stored, and if there is no such special intention, then it is almost impossible to form a document incorrectly. Moreover, the EDMS protects against a number of mistakes that are often made as a result of the “human factor”, which means that, on the contrary, it reduces the burden of responsibility that every accountant carries on his shoulders.

Chancellery and personnel work: the system is everything

The human resources department and the secretariat are the people for whom the EDMS is an everyday tool. They are the first link in an important document processing chain. Now they will have to learn to do their job in a new way. Therefore, on how convenient and intuitive the system is, the attitude of this key user group to it, the speed of their adaptation and, ultimately, the fate of the system depends on it. If they cannot competently work with the EDMS and correctly enter all the necessary amount of data into it, the picture will be incomplete, the system will not be able to produce the desired result and hang dead weight. But, as soon as the EDMS will master and fall in love with this category of employees - consider it done!

It turns out that in case of successful implementation and competent motivating training, all employees related to working with documents will feel the real benefit from the new system. Moreover, practice shows that working with EDMS positively affects the corporate spirit of the company - people begin to feel like members of a single team, the number of work conflicts decreases, and employee loyalty to the company increases.
Well, if the implementation was carried out untimely, illiterate or poorly trained staff, then it’s useless to blame the mirror. Good implementations!

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