Using automation increases your operational efficiency and ensures the consistency of your end-products and services. A study by Unit 4 revealed that globally, office workers spend 69 days a year on administrative tasks, costing companies $5 trillion a year. With less time spent on tedious, manual tasks that can be automated, more time can be spent on other tasks that need your strategic attention rather than as a matter of process – potentially increasing productivity by 40%.
In this blog, we’ll show you five ways content automation can save you time, get your products to market faster, and immediately significantly reduce your production costs.
Saving time with content automation
Content is critical to businesses in regulatory and document-heavy operations.
Whether this is a use case of medical documents management, FOIA, government agencies etc, the manual workload around content gathering can be extensive.
Thankfully, with solutions like ArkCase, you can automate critical content tasks that will save your company thousands of hours in productivity. Below, we’ll outline five strategies that help you do just that.
Just as in manufacturing, with document management, any time you have repetitive processes, you can use automation. With ArkCase workflow automation, you can create a custom document lifecycle workflow and empower your document controllers to achieve more work in less time.
Taking the opportunity to automate manual tasks will further optimize your organization’s processes. In complex use cases like FOIA requests processing, an ArkCase customized workflow can reduce a task that used to take weeks and months of work into a few days, providing faster turn-around and fewer revisions. You can also have checkpoints for document review and approval, and reduce a workload that took hundreds of hours, to just a couple of hours stress-free, error-free work.
Not only is time saved on these tasks, but more employees are available to focus their energy on other critical business details in a structured, transparent, and organized manner thanks to automated workflows and document assembly process.
Document assembly capabilities
Using content automation tools ensures accuracy and consistency within the compilation of complex documents. They enable you to add styling, formatting, structure, and more directly within the document production processes. Standardizing these elements of document assembly and removing manual errors ensures regulatory compliance. This saves your organization budget, time, and boosts your organization’s reputation for quality.
By implementing an automated, templated approach to document assembly, you can get accurate, complex documentation ready faster than ever. ArkCase ties seamlessly with content suites like OpenText, enabling you to produce and store documentation at scale, on the cloud.
The reporting process in any business strategy is essential in pinpointing issues and improvements where needed. Through automating your reporting system, you can limit the resources necessary to create intuitive and actionable reports. With automation, you can schedule your reports to be run daily, weekly, or any time you want through a convenient channel for your users. All your reports can be set to be delivered directly to you, wasting no time between when the report is made and the receipt of it.
ArkCase’s analytics helps you put together dashboards and reports that suit your needs. Using multiple sources of data, these dashboards can reduce the manual work in analytics, and give you graphical summaries to speed up and improve the decision making process.
You can now monitor every project’s activity to enhance your business decisions with existing company data and integrations with third parties such as OpenText.
Review and revision tools
Over time, there is always one constant, things change. Documents are no exception. Periodic reviews for published documents are necessary. Based on the document type, reviews need to be done at least one or two times a year. By automating the notification and review process, you will be able to optimize your document review strategy for better productivity and reliability.
With ArkCase’s workflow automation, you can automate this process by allowing specific workflows to be initiated depending on the type of document. You can set the review outcomes to renew documentation with no changes required, retire it if it is no longer needed or revise certain sections that need updating. Automated workflows ensure that the right stakeholder is notified and ready to edit documentation as required before sending it on for approval and sign-off, streamlining your content operations.
Documents exist for recording information. At some point, the data needs to be released to the people who need access to it. This is the perfect example of a manual task that can be automated to save time and resources. With automated solutions, reviewed and redacted documents are automatically converted to PDF, stored in a secure archive, and given read-only access to users by default.
Content automation solutions are also significant assets to help create and publish large business documents. By building document templates you can also automate the contract assembly, creation of Standard Operating Procedures (SOPs) in the correct format, as needed and ready to go.
You can also quickly collate and structure your complex documentation to span multiple volumes and automatically generate separator pages, tables of contents, internal bookmark links and footers in the correct place.
Through automating the publishing process, the review and approval cycle for documents that are already published becomes a less time-consuming, more reliable, and accurate operation.
By automating your content processes, you can focus time and resources on other critical business details. The manual process of compiling, publishing, and reviewing documents, consists of many small components which take a lot of work from multiple people. As such, it often draws focus away from things that need more attention for your business to thrive.
Using ArkCase to manage and automate these document management use cases, you can cut operational costs by up to 40%. Creating business rules, document templates and reports will enable your staff to focus on the creative side of document management.
If you want to hear how ArkCase can help your business, feel free to reach out. We’d love to set up a call and discuss your needs.