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What to Consider When Implementing Your New Document Workflow Software

February 28, 2020

If you have made the decision to implement a document workflow software solution in your business, then you have already taken the first step. However, most people know that when it comes to implementing a new software solution, deciding you need the software isn’t usually the hardest step to take. What follows the decision to implement a new solution is where you can run into trouble.

Project management website 4pm.com defines project success as the ability to produce planned deliverables, including approved changes, within budget and on time. The site also states that most organizations have a 70 percent project failure rate. This means you may run into problems during the implementation of a document workflow software application if you don’t consider the whole picture during this process.

What to Consider When It Comes to Document Workflow Software

Many software implementations fail at the very beginning. Organizations run into trouble when they don’t take the time to find the right solution to solve the problem they are experiencing. When looking at a document workflow solution, your choice should be based on a number of things, not just the vendor who makes the best pitch or the one who has the slickest interface.

Find the Right Fit
Making the case as to why your business needs this software is usually not a problem. However, the vendor or solution you choose might become one if you don’t do your homework and vet the solution you choose to implement. Make sure that you find the solution that is right for your business needs, not the one that is the most popular. Before making a final decision, demo the product, conduct a proof-of-concept, ask the right questions, and ensure that it will work in your environment.

Know What to Expect
The next consideration is to understand what it is you want your document workflow software to do. Know what processes and workflows you need, or want, to automate. Review the workflows, approvals, and processes ahead of time so you can ensure that you will be able to accomplish the goals you set.

While you are looking at your current workflows along with ones you will implement down the road, consider that you will likely need to make adjustments. Things change all the time; processes change, regulations change, and people change. Make sure that whatever document workflow software you implement will be able to change and scale with the needs of your company.

Consult with Stakeholders
Your stakeholders are another extremely important consideration during this process. How will your workflow software implementation affect them and how they do their jobs? Make sure that they are part of the process and they understand what this software will do and how it will help them.

In addition, it is important to take your users into consideration. Know their technical capabilities and understand if they will be able to take full advantage of your software. If it is too complicated, they won’t rely on process automation and you won’t see the ROI you were expecting.

Can They Support You?
Finally, consider the training and support you will need with this implementation. Along with ensuring that the software is easy enough for your users, you want to make sure that people understand how they can use it to help them do their jobs more effectively and efficiently. Your solution should have resources such as training videos, webinars, content that helps you better understand workflow solution software, and documentation that walks people through everyday tasks.

You also want the peace of mind that comes with knowing support is available when you and your users need it. Document workflow software is an extremely powerful solution that may intimidate some users. The ability to contact support when help is needed is an important thing to consider.

The Decisions Difference

The Decisions document workflow software solution was created to meet the needs of end users in just about every industry. With an easy-to-use, no-code user interface, even the most non-technical members of your team will be able to build forms, processes, and workflows by dragging and dropping elements into place. The rules engine makes automating these workflows and processes easy as well.

Not only does Decisions software address your users’ needs, but the Decisions team also serves as a partner during the implementation of your solution. With a large library of training materials and a support team available around the clock, you will be able to roll out your document workflow solution successfully to start seeing a return in the shortest time possible.

Request a demo to see just how well Decisions will help your business achieve its goals.

Gordon Jones
Gordon Jones has founded and sold three companies with the last built using Decisions technology. He has also led factories and large IT implementations both in the US and in Asia, where he lived for over seven years.

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