The 5 Worst Conversations that Document Management Software Prevents

If you’re similar to most employees in the workforce, there are likely people with whom you have trouble working. Although the traits of workers are as deeply embedded in their personalities as they are capable of causing employee infighting and lowered morale, many disagreements arising in the workplace stem from a far more surmountable issue:

The communication barriers imposed by outdated or inefficient technology. Keep reading to discover the worst conversations document management software prevents. These conversations should be heeded by HR managers and executives ’round the globe. Why suffer these conversations when technology can prevent them from the outset?

The ‘That’s Not My Responsibility’ Conversations

Most workers neither like picking up someone else’s slack around the office nor doing someone else’s job for them entirely. However, in a paper-dependent office devoid of document management software, the ‘that’s not my responsibility’ conversation becomes quite common for several reasons:

1) Employees have a harder time keeping track of information, and therefore handling all the tasks associated with this information by themselves 2) Lack of a clearly defined workflow and task delegation process, and 3) paper-dependent organizations frequently lose and therefore need to re-create information, making many paper-based mediums bad news in general, as someone will have to spend time re-creating the lost information no matter how hard they play the ‘that’s not my responsibility’ card.

The ‘Your Desk is Awfully Messy’ Conversation

If you have a messy desk, Forbes.com reports that 57% of your coworkers are already judging you. However, if your desk isn’t messy, you’ve likely had a coworker or two with an awfully cluttered desk. Nine times out of ten, the desk’s clutter is comprised of paper products in the form of sticky notes, errant printed documents, or grease-laden paper towels from the office kitchen.

What’s more, the smaller your workers’ desks, the more likely an employee sitting near them is to enter the HR manager’s office, pleading for a desk cleanup or some other type of intervention.

With document management software and an effective protocol that incentivizes employees to use it, the workers who once had messy desks will have cleaner working spaces, and, therefore, happier coworkers unfazed by their clutter-less surroundings.

The ‘I don’t Know Where That Is’ Conversation

Although less obnoxious at face value, this conversation, as a variant of the conversation seen in point 5 above, still has a comparatively negative impact on any organization’s bottom line.

However, it is still equally characterized by the lack of document management software needed to prevent it. For instance, many aspects of metadata, file naming, file retrieval, and storage template inherent to document management software make the occurrence of this conversation as likely as a tornado sweeping through a junkyard and assembling a Boeing 747. This is likely the most annoying of conversations document management software prevents.

The ‘Where’s That Email?’ Conversation

With sophisticated Microsoft Outlook integration, document management software exports email content, messages, and attachments into a template predetermined by the software’s administrator, making relevant files easier to categorize, identify, and retrieve than sifting through ever-overflowing email inboxes would ever allow.

These exporting and template features also provide a repository for workers to retrieve files faster based on lack of email spam clutter alone. Definitely one of the worst conversations document management software prevents. And, let’s be honest: Nobody likes email anymore. The phrase alone renders a feeling of drear in the stomach. Besides, there’s a safer alternative to email that isn’t breach-susceptible.

The ‘I don’t Want You to Work from Home’ Conversation

Although this conversation is initially more likely to occur between a boss and a subordinate than it is an employee and an HR manager, disputes arising in the initial stages of this conversation between boss and subordinate may eventually require the HR manager to step in and play intermediary, especially given the demand to work form home and remotely among employees.

However, maximizing productivity, at times, means letting employees work from home. After all, minor hiccups in the road of employees’ health such as colds, flus, or short-term injuries may make working from home a safer (and more comfortable) bet. Additionally, document management software, as a technology that makes worker mobility and remoteness possible in the form of its mobile application, enables employees to work from home or on the road without sacrificing company security.

The hang-up occurs when security of workplace information and data is brought into question by employees who are permitted to work from home. However, cloud-based, online document management software makes secure access to files from anywhere there’s an internet connection a safe, viable practice.

Document Management Software is the Way to Easier Conversations

Pleasant conversation in the workplace is as important as keeping morale upbeat and productive, so don’t leave your employees with issues that lead to infighting and corporate strife; start by deciding to avoid the worst conversations document management software prevents by opting in to a solution that works best for you and your organization today.

 

By | 2017-06-28T08:29:24+00:00 April 20th, 2016|
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