Modern companies are increasingly looking for ways to streamline office work, especially in document management. How to do it effectively, avoiding chaos and unnecessary complications? We discuss this with Patrycja Górniak, Head of Electronic Document Circulation and Digitization at Hakon Software.
Not revolution, but evolution
Implementing digital workflow systems (EOD) does not have to be a radical change. As Patrycja Górniak points out, the best results are achieved by gradually adapting processes to the real needs of the company:
“Instead of tearing everything down and building from scratch, we start by analyzing how the company already works. We look at where documents get blocked, where processes could be faster, and where it makes sense to introduce automation. In this way, the changes are natural and bring tangible results.”
The most common concerns before implementing an EOD system
Companies are often concerned about several things before they decide to implement an electronic workflow:
- Employee resistance – People accustomed to traditional paper work may initially be reluctant to embrace change.
- Cost and implementation time – Some people think that digitization of documents requires a huge investment and many months of work.
- Data security – Concerns include access to documents and the possibility of loss.
As Patrycja Górniak assures:
“The biggest resistance is the very thought of change. That’s why it’s so important that the implementation is done in a thoughtful and gradual way. A well-designed system, supporting employees and showing them the real benefits makes the change natural.”
How does the implementation process work?
At Hakon Software, the implementation of the EOD system is done in several steps:
- Analysis of current processes – We look at how the company manages documents and where the flow of information can be improved.
- Solution design – We configure the system according to the customer’s needs.
- Deployment and testing – We make the settings, assign permissions and check that everything works properly.
- Employee training – It is crucial that the team is comfortable with the new tool.
- Support and development – We provide ongoing support and make developmental changes as needed.
Effects of implementation
Companies in the transportation, medical, construction or food service industries that have benefited from Hakon Software’s EOD implementation have reported the following results:
- The time for reviewing and accepting invoices has decreased – the average time for the circulation of financial documents has decreased by up to 60%, allowing faster decision-making and timely payments.
- “Lost” documents were eliminated – the system provided full control over the path of documents and automatic reminders for tasks, which minimized the risk of missing them.
- The number of errors and problems finding information has decreased – automated processes have reduced the risk of mistakes resulting from manual data entry.
- Employees have been given real-time access to the data for which they are responsible – anywhere, anytime, they can track the status of documents and make decisions faster.
- Accounting and management gained fast and real-time access to financial data and reports – the elimination of manual processes enabled instant generation of financial reports and real-time control of costs.
How to effectively implement an EOD system?
Want your company’s workflow to run more efficiently? Here are some key tips:
- Choose the right system – It is important that it is intuitive and fits the real needs of the company.
- Don’t complicate processes – It’s a good idea to simplify and optimize processes before implementation.
- Involve employees – The greater their participation in the changes, the easier the transition to the new tools.
- Automate key tasks – After optimization, it is worth focusing on automating the most time-consuming processes.
Why choose Hakon Software?
Hakon Software relies on a personalized approach. As Patrycja Górniak emphasizes:
“We don’t impose ready-made schemes, but work with the client to customize the system to meet their needs. This ensures that the changes are effective and the company gains real benefits.”
With years of experience in IT systems integration and process digitization, Hakon Software is a partner that can help you effectively streamline your workflow.
Summary
Digital transformation in document management does not have to be complicated. With the right approach, it can be carried out smoothly and without undue stress. By choosing Hakon Software, you are assured that the implementation will go smoothly and your company will quickly see the benefits.
If you want to streamline your workflow and eliminate unnecessary delays, contact us today! Our team of experts will help you find the best solution and guide you through the entire implementation process.
