Organisations get better by change not chance

If you spend any time at all looking at media outlets, social media or even listening to discussions at the growing number of networking events, you could be forgiven for thinking that you are either going to be replaced by an AI-driven robot or, more immediately, that your business growth is going to be curtailed by a lack of trained staff. In truth, neither of these two points are totally accurate but they do raise both an opportunity and a challenge to the modern business.

The modern business organisation must take advantage of a variety of tech-based solutions to make absolutely the most of the very skilled and very expensive workforces they have. However, the problem has been that the roll-out of technology in the workplace has often been seen as undermining and prospect-limiting to incumbent workers. Business leaders must balance business need with the softer and ‘less measurable’ needs of their human assets.

With more than twenty years’ experience in the automation of business processes, Document Logistix have worked with thousands of commercial businesses, education establishments and public sector organisations to support them through the implementation of technological solutions. From this experience, three key criteria for success have emerged: 

1. Choose the solution that requires the least amount of process change within the organisation

A full change management process is always expensive and has the potential to create massive upheaval. Where it is necessary, then fine! But where it can be avoided it should be. Your staff know how YOU do things and are normally both comfortable and very invested in the processes you have.

Your current processes were put in place for a reason and while evaluation and improvement are functions of evolution, the replacement of business-critical systems can often be seen as a revolution. Ellen Leith from the Purchase to Pay Network recently stated: “The change that I have seen in recent years is that companies are no longer buying large systems that require systematic change but rather they are implementing smaller solutions to fix specific issues.”

The Document Logistix solution is one such ‘fix’ that businesses have employed to remove costly manual processes from their document processes. As a broad-based document platform, you may think that to implement it in your business would necessitate change right across the board. The opposite is actually true. Starting with one process, in one virtual drawer, you can set individual access rights, document index and retention rules, and even tailored workflows. All of these data management aspects can be made to reflect exactly what you already do.

2. Measure technology ROI in terms of time rather than in money (even when they mean the same)

Many solution providers make huge boasts about the money that they will save an organisation. While this may be true, the process of value exchange is one that is not always understood by all stakeholders in the process.

Workers may well be resistant if the proposed change is seen as benefitting only the business owner. Although never expressed, the question “What’s in it for me?” is a natural response to uncertainty. Even if we adapt a more positive outlook, change is clearly more palatable when the benefit to the individual is apparent.

Employees often feel the pressure of time more than a need for more pay or other benefits. Work processes such as flexible working and remote access should all be justified in terms of time saved, but can only be facilitated by the use of technology. The key driver for all high-performing staff is a desire to do their job well. Saving time is always seen as the biggest factor in improvement.

At Document Logistix we speak to and train users to appreciate how the digital solution benefits them and the value of the job they do.

3. Buy the workflow solution that is the most flexible and scalable in order to be as future-proof as possible

The questions we answer as leaders today will not be the same as the ones that we confront further down the road. As businesses grow, they employ more staff, upscale accounting packages, expand locations and sometimes acquire new businesses to enable fast growth.

Any tech solution that a business implements must, whenever possible, be able to cope with multiple growth factors. The Document Logistix solution copes with, and flexes to accommodate growth and change. We can ‘bridge’ many different business systems to allow data to be exported in the formats required and document indexing can reflect all of the differing search needs that a growing business has.

Technology also changes! Solutions become more advanced, more flexible and, in the case of financial processes, much more affordable. But just like a car, spending on the latest model today involves depreciation when new models are released.

The tech solution we choose today must be robust, sustainable, affordable and flexible. A solution that has a high Capex element for implementation will often have a high on-cost for updates and improvements. It is important that there is transparency around administration, service day costs and also about updates and future development road maps. With large ERP suppliers charging upwards of £1800 a day, the total cost of ownership can be vastly different than was first envisaged.

More than 25 years in the sector has given Document Logistix an approach that offers business managers choices about how they proceed:

• An implementation fee that is fixed after an initial scoping study.
• A licence cost that is paid in the first year and is structured using both named and concurrent users to ensure cost effectiveness.
• A subsequent yearly support cost that gives access to our service helpline and to product upgrades

During the Covid-19 years, both tech suppliers and tech buyers developed faster, less disruptive approaches to solution implementation and adoption. It is common for human beings to be nervous about change, but a strategic attitude to change is always necessary. Be assured that today you can approach change with more confidence than ever before.

If you would like to discuss anything in this blog, then please get in touch with mark.baterip@document-logistix.com