Managing documents has long been one of the most tedious but essential tasks for businesses of all sizes. For small and medium-sized enterprises (SMEs), however, the lack of an efficient document management system can lead to significant operational bottlenecks, from wasted time and miscommunication to compliance risks.
Fortunately, modern tools like SharePoint and Microsoft Dynamics 365 not only simplify document management but also provide powerful automation capabilities to increase efficiency and reduce human error.
Let’s take a look at the common challenges in document management, the problems they create for businesses, and how automation using SharePoint and Dynamics 365 can provide practical solutions.
The Challenges of Managing Documents for SMEs
Whether you’re working in finance, marketing, or operations, document management is an unavoidable part of daily business. However, many SMEs grapple with the following similar challenges:
- High Volume of Documents
Many SMEs create hundreds or even thousands of documents monthly, including invoices, contracts, and customer records. Without an organized system, sorting through this growing mountain of files becomes time-consuming and prone to errors.
- Fragmented File Storage
Documents are often stored across various locations such as email attachments, local hard drives, shared folders, or cloud storage platforms. This fragmentation makes it difficult to access the right files when needed and increases the risk of duplicate or outdated versions being used.
- Human Error
Manual document management increases the likelihood of errors, such as misplacing files, saving incorrect versions, or neglecting important documents. Over time, these small mistakes can escalate into significant operational inefficiencies.
- Difficulty in Maintaining Consistency
Keeping all documents formatted and named consistently in line with company standards can be a major struggle for SMEs. Employees often follow their own naming conventions, leading to confusion and redundancies.
- Compliance Challenges
Many industries have strict regulations for storing, organizing, and securing business documents. Without a system to manage compliance, SMEs run the risk of fines, legal complications, or damaged reputations.
These challenges can lead to operational inefficiencies, lost productivity, and increased costs. But that’s where document automation comes in.
The Problems of Poor Document Management
Poor document management isn’t just an operational headache; it has tangible consequences for businesses. Here are some of the major issues caused by ineffective document handling:
- Wasted Time and Money
Employees often spend hours looking for files or recreating documents that could have been easily retrieved with an effective system in place. This is time and money that could be better used to serve customers or grow the business.
- Missed Deadlines
Misplaced or forgotten documents can cause delays in projects, missed deadlines, and potential loss of opportunities. For client-facing tasks, this could significantly impact customer trust.
- Collaboration Breakdowns
Fragmented file storage makes it difficult for teams to collaborate effectively. Without a central repository, employees might unknowingly work on outdated documents or overwrite each other’s work.
- Compliance Risks
Failure to store and secure documents according to industry regulations can lead to severe consequences, such as hefty fines or legal penalties.
- Decision-Making Bottlenecks
When data and documents are scattered, it becomes harder to access the information needed to make timely business decisions.
These challenges highlight the pressing need for a streamlined and automated document management system.
Automation as the Solution to Document Management
Automating document management with tools like SharePoint and Microsoft Dynamics 365 offers businesses an elegant solution to their challenges. These systems can not only store and organize documents efficiently but also automate time-consuming tasks, ensure compliance, and improve collaboration and decision-making.
Key Features of SharePoint and Dynamics 365 for Document Automation
1. Centralized Document Repository
SharePoint provides a single platform where all documents can be stored, organized, and accessed. With version control, you can ensure employees are always working with the latest file.
2. Customizable Workflows
Automating workflows in Dynamics 365 allows you to streamline repetitive tasks, such as routing approvals for contracts or invoices. Workflows ensure the right people are notified at the right time and that tasks are completed efficiently.
3. Metadata Tagging
With SharePoint, you can apply metadata tags to documents, making it easier to categorize and locate specific files.
4. Seamless Integration
SharePoint and Dynamics 365 integrate smoothly with Microsoft Office and other business applications, allowing users to manage documents within familiar tools like Word, Excel, and Outlook.
5. Document Templates
Automate the creation of standardized documents using pre-configured templates and embedded data fields. This is especially useful for invoices, purchase orders, and HR documentation.
6. Advanced Search Functionality
Both SharePoint and Dynamics 365 feature robust search functions to quickly locate documents using keywords, metadata, or filters.
7. Automated Compliance Management
Ensure adherence to industry regulations by automatically enforcing file retention policies, access controls, and audit trails.
8. Collaboration Tools
SharePoint offers tools like co-authoring, making it easy for multiple team members to work on the same document in real time.
How Automation Improves Operations
By automating key aspects of document management, SMEs can achieve the following benefits:
- Time Savings
Employees no longer have to spend hours manually searching for files or sending follow-up emails. Automated workflows handle notifications and file retrieval instantly.
- Improved Accuracy
Automation reduces the risk of human error, ensuring documents are correctly categorized and processed.
- Enhanced Security
Automated compliance features keep sensitive data secure and ensure only authorized personnel have access.
- Scalability
Automation enables businesses to handle growing volumes of documents without the need for additional hires or resources.
- Better Collaboration
With centralized repositories and co-authoring tools, teams can work together seamlessly.
How Cloudwell Can Get You Started With Automation
Getting started with document automation might seem daunting, but with our experienced team and using tools like SharePoint and Dynamics 365 it need not be. Here’s how we’d begin:
1. Audit Your Current Processes
We’ll help you to identify bottlenecks and inefficiencies in your current document management workflow.
2. Plan Your Automation Goals
Together, we’d refine what tasks you want to automate and what success will look like for your business. For example, you might aim to reduce document retrieval time by 50%.
3. Leverage Microsoft Tools
We’ll use SharePoint for its centralized storage and collaboration tools while relying on Dynamics 365 for workflow automation. These tools complement each other perfectly.
4. Train Your Team
Ensuring your employees understand how to use the new tools effectively, we will help you with training sessions and user guides.
5. Monitor and Optimize
In conjunction with your team, we’ll track how well the automation processes are working and make adjustments as needed.
Unlock the Potential of Document Automation Today
The combination of SharePoint and Microsoft Dynamics 365 provides a complete solution to the document management challenges faced by SMEs. By automating workflows, centralizing storage, and enhancing collaboration, businesses can save time, reduce errors, and improve compliance.
Investing in automation isn’t just about saving time or cutting costs; it’s about empowering your team to focus on what they do best. Start exploring automation tools like SharePoint and Dynamics 365 today to take your document management system to the next level.
Looking for more insights?
Partner with us for tailored guidance on using SharePoint and Dynamics 365 effectively. Start your document automation transformation now!
Contact Cloudwell today.