Organised paperwork, organised business

Rinalds Sluckis, CEO of business technology company Digital Mind for diena.lv

The pandemic has brought a number of challenges for business managers: how to ensure business continuity when employees fall ill or need to be quarantined, how to organise work remotely so that it is seamless and there are no communication barriers or misunderstandings. One of the key elements for a successful business today is a well-organised, convenient and comprehensible flow of information and documents, or organisational content management To put it simply – organised paperwork, organised business!

Unfortunately, the Latvian business sector is still slow to exploit the opportunities offered by digital technologies.

The latest Digital Economy and Society Index 2020, which reflects the European Union’s (EU) progress in the digital field, shows that Latvia ranks only 18th among EU Member States, falling below the EU average. In terms of the use of technology by companies, Latvia ranks even lower – 23rd place.

This is a missed opportunity, which has implications for business productivity and certainly for future competitiveness.

Various technological solutions that can provide invaluable support in decongesting a company’s internal processes are currently developing rapidly and are becoming more accessible not only to large companies, but also to small and medium-sized enterprises. The introduction of technology is particularly valuable in companies with more than 100 employees and where there is inevitably a huge volume of documents in daily circulation – emails, reports, delivery notes, product descriptions, images, videos, etc. Organising this area can save huge amounts of time and financial resources in the long term.

For example, a number of solutions have been developed to prevent employees from having to switch between applications, spend long periods of time searching for a document or the right version of a document when doing a specific job. Studies have shown that in our region, up to 40% of an office worker’s working time is spent on processing, finding, passing on information to colleagues, and similar activities. Therefore, it is essential that all systems and applications are integrated with each other so that information flows freely and effortlessly between them. Employees will be much more productive if they stay in one application while seeing all the information they need from other IT systems to complete a given task. Employees will be able to focus on their work and the business will be able to manage content more successfully throughout its lifecycle, improving compliance with internal, external rules and policies.

In addition, it is very important that employees are not only well briefed on the systems in place, but also that they are easy to use, as they may consciously or unconsciously ignore them due to the unwieldy document management system. Depending on the nature of the company, work documents may also contain sensitive information related to customer data, business transactions, etc., so it is very important that the information system in place provides information classification, encryption, and long-term lifecycle management functions to comply with the company’s corporate governance policies and security regulations. Especially if the work is carried out remotely.

This is a time of significant change and the pandemic has had a major impact on the business environment. Businesses that use this time to digitise and declutter their internal processes will certainly benefit. It will help them make better decisions, speed up their business, make their employees more productive, and grow their business muscle in the face of fierce competition.