You’ve heard it all: Document Management Software helps you save space. Save money. Increase efficiency.
And improve your mental state?
Check out our slideshow of ways this software can improve your performance—professionally, economically, and psychologically.
Introduction to workplace “flow”
In positive psychology, the term ‘flow’, also know as being ‘in the zone,’ can apply to the workplace. Researchers have discovered that for any task in which a person performing the action is at the height of his or her concentration, focus, and enjoyment, the brain’s synapses open to the experience of flow. This has compelled organizational psychologists to further research how psychological flow is achieved in the workplace. In fact, the world’s leading researcher on positive psychology, Mihaly Ciskszentmihalyi, says the key to workplace happiness, above all else, is producing psychological flow in employees. Keep reading to learn how Document Management Software can bring this concentration, output, and ultimately, happiness to your employee’s routine.
DMS Helps Employees Work Within the Present Moment
Living in the moment is a gift, and that’s why we call it the present- but it also doubles as an ample mental space for productivity. Jeanne Nakamura, a leading positive psychologist, notes that existing in the present moment is imperative to flow. Additionally, the Buddha ideated this same precept as ‘Nirvana’ roughly 2,500 years ago. Since Document Management Software (DMS) precludes the need for printing, faxing, or mailing sensitive information, it reduces the number of abrupt task changes and therefore opens gateways to immersion in the present.
DMS Facilitates Task Continuity
No matter how much pride you take in being a ‘multitasker,’ you probably aren’t an efficient one; and even if you were, it wouldn’t make you an effectual task-completer: Research has proven that multitasking is less efficient than focusing on one task at a time for most people, as there is a cognitive reorienting that takes place when switching tasks-the lag of time of this reorientation only increased by the frequency of task change and or the number of tasks one simultaneously handles. However, DMS’s automated processes reduce the number of administrative tasks employees have to complete-developing room for ideas to incubate, develop, and reach fruition without distraction-all important tenets of task continuity and immersion.
DMS Declutters the Workspace
Have you ever worked in an environment where you ‘couldn’t think’ because it was so cluttered? Document Management Software is a paperless solution for your office, erasing the need for all that paper atop your employees’ desks-giving them the fen shui they need to tap into the potential of psychological flow.
DMS Clearly Defines Goals
In relation to flow, it’s no wonder the partially eponymous feature, ‘workflow,’ has earned a spot in the DMS landscape. The workflow tool helps administrators clearly define processes and goals for workers, making productivity and task completion simpler tasks. Without the workflow feature of DMS, paper-dependent organizations will have difficulty tracking who’s responsible for what, when it should be done, and who has which role within the scope of the project-all of which detract from clearly defined goals, and therefore, the conditions necessary to cultivate flow.
DMS Clearly Specifies Employee’s Roles
One of the many culprits of unproductively, and therein lack of flow, are nebulous, undefined employee roles. In fact, there’s only one role all employees share in paper-dependent offices-the role of a librarian. Instead of turning your employees into a quasi-librarian, you can use DMS to save time and free up room for employees to learn about in-depth aspects of their roles, further increasing their value to your corporation and giving them the enjoyment in their work that’s experienced in the process of flow.
DMS Eliminates Distractions
Yes, reducing paper alone increases productivity, but so does allowing employees to work uninterrupted-without searching for lost files, printing documents, mailing documents, and searching for other items containing crucial tidbits of information. DMS absolves workers of these distractions by making information management easy and quick.
DMS Lets Employees Tap into Intrinsic Motivation
The terms ‘desk jockey’, ‘cubicle slave,’ and ‘corporate worker bee’ all evoke images of unnecessary paper and employees subservient to their stacks. This visual does nothing to incite intrinsic motivation within workers, for any worker who is happy with what he or she is doing will likely be able to do it intrinsically-reaching deep within the capacity of their talent to resolve themselves out of the task at hand, something the paperless office environment DMS creates will allow employees to accomplish.
DMS Cultivates a Profound Sense of Control
Nobody likes to be out of control-especially when it comes to an environment where he or she spends 40+ hours per week. Many DMS features create employee’ sense of control by making documents and processes alike accessible, traceable, and simple.
We mentioned on the previous slide how DMS can cultivate the freedom of flow through a sense of control because, contrary to popular belief, control and freedom aren’t mutually exclusive. However your relationship with each of these terms, as far as your workspace is concerned, may be negative. You may feel you have no freedom at work because you are being controlled by your documents. But DMS can change that inasmuch as you let it-you can instead regain freedom by controlling your documents, and you cans tart today-right now, with us, here.