Sometimes a perceived problem isn’t a problem, but rather a fact deserving deeper analysis and observation. This article will reveal one document management system best practice that illustrates this point, grouping the ideal of trust with a practical application in the work space.
For instance, take numerous small to mid-sized businesses make regarding “technology issues,” when the software is installed correctly, capable of delivering on its promises, but still underutilized. What are we to make of “technology issues” rooted in unwillingness to change?
We can begin with an observation by Simon Sinek, who is one of the world’s leading experts on organizational management and workplace productivity: Sinek notes that technology is not to blame.
Rather, it’s the lack of trust managers and leaders have in technology to solve business problems, including the lack of trust most managers and leaders have in the people leveraging these various technologies in their organizations.
Inspire Trust by Leading a Team with Technology, Not Simply “Running a Business”
Essentially, there’s a vestigial insistence on the part of managers to do things the old “paper-based” way, which breeds unrest and distrust in the workers they oversee; they wonder why they cannot be trusted to complete their work when in-person oversight is removed from the equation. Consequently, technology spend has gone up, and productivity has gone down.
But the smartest managers and leaders know that it doesn’t have to be this way. The technology itself isn’t to blame—it’s the way we relate to it that counts.
We live in an age of technology proliferation, and these hiccups are to be expected. There has been more innovation within the past decade than there was in the 300 years spanning the Renaissance. It’s understandable we haven’t learned to control how we relate to the advent of so many different mediums and tools.
However, there is one great starting tool to help us adjust to technology in the workplace in a simple way that doesn’t require the overhauling of existing productivity frameworks, but instead the process of merely “warming up” to technology that touches every aspect of the business process, and that technology is a document management system.
However, without best practices for these technologies in place, there will be unrest and discord as prevalent as there is with any other business tech, so be careful to follow these steps.
Finding Your Inner Leader through This Document Management System Best Practice
Document management system best practices take the document management system and make it usable for its workers. Although there are high order objectives in this process, they are theories beyond the scope of this discussion, and difficult to apply in the real working world.
The business climate has changed so much because of technological change that leadership is less about asserting power over others, and more about using information to inform their strategy as a team.
This requires 3 extremely important things:
Document Management Changes the Influence and Role of Leadership
Technology is impacting business so profoundly that it’s establishing how leadership is no longer a rank within an organization or a certain level of power, but rather the ability to know what is going with any project, and at any given moment.
This is a way that technology establishes trust—managers can use document management systems to trace what’s happening with projects without physically approaching employees, tapping them on the shoulder, and asking where they are in the process of completing any given project.
This takes leadership from a hands-on perspective, and places it in an intangible space where action regarding workers’ productivity is only taken if things aren’t going as planned or specified.
DMS Honors the Labor of Your Workers
Workers trust managers who make their jobs as easy for them as possible. That’s not to say that workers are lazy. In fact, most workers want to achieve great things in their profession; most workers don’t want to be stagnant or unhelpful or lazy, but their motivation can dwindle when they aren’t given the tools they need to complete their jobs successfully.
Asking workers to rely on paper-based workflow processes is like instructing a child to walk up to the plate in a baseball game and swing at the ball with the wrong end of the bat: It just reduces the probability he or she will hit a home run.
And under these circumstances, the kid feels like giving up, and feels the problem is his or her own—until someone tells him or her that the secret is to flip the bat over to its right end and then begin swinging.
In a similar fashion, part of this document management system best practice entails providing workers with the right instructions and training in using the system. Once this happens, workers will trust their managers when they offer further suggestions for improvement, and the workers’ sense of self-efficacy will improve. And, consequently, productivity will also improve, resolving significant office problems.
In giving workers the tools they need to do their jobs effectively, whether through this document management system best practice or leveraging other technologies, helps workers feel their labor is honored and worthwhile to the betterment of their organizations.
Document Management Tools Inspire Transparency and Truth
This Document management system best practice ensures the system is used fully and properly to replace outdated ways of managing documentation, facilitate transparency and truthfulness. In a paper based office, information is lost, underutilized, and full of unknown contents—reducing transparency.
Additionally, the paper based office environment hurts truth—bringing opacity to the process of day-to-day workflow, imaging, and scanning processes. When performance is down and the hiccups in the process are untraceable, truth becomes elusive, and solving any workflow related problem becomes an enormous task.
Where there is no transparency, there is no visible truth, and under such conditions workers tend to balk on the path to productivity, wondering if their efforts will be worth their time and attention. This is among the most pressing issues of our time given the rate that information has proliferated within the past 15 years.
To learn more about leveraging trust as a document management system best practice, visit our buyers guide, which contains tips on understanding DMS, implementation, selecting a platform, and ensuring success.