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This text explains both the action of digitizing your paperwork and the benefits you get from it throughout your company —all proven by satisfied CEOs, IT departments, and employees of leading European banks and insurance companies.
Seven important questions to begin with
1. Why should you digitize your paperwork and day-to-day business documents?
Because of time, money, space, nature, and the future. These 5 facts may help you decide:
- On average, employees spend up to 2 hours a day searching for paper-stored information
- 45% paper printed in the office, end in the trash at the end of the shift
- 44% of workplaces have some form of digital workplace programs in place and 17% of organizations have plans to create a formal digital workspace strategy in the next two years
- Digital transformation and a focus on customer experience can generate a 20-30% increase in customer satisfaction
- Digitally mature companies are 23% more profitable than their less mature peers
- And last but not least, 25% of the insurance industry will be automated in 2025 thanks to AI and machine learning techniques. But, first of all, you need to break new ground for AI, because it cannot be based on paper documents.
2. How long it will take and when should you start?
Even right away. The digitization process surely takes more than a day or two—it all depends on the size and complexity of your business and what kind of operations you wish to digitize.
The most common candidates for digitization are claim forms, mortgage forms, account opening documents, or ground request letters. However, usually, we have the first version up and running in 6 months from signing the contract. See what it looks like when we get to work!
3. Does digitization lead to employee redundancy?
On the contrary. The only thing you lose is time spent doing monkey business. Your people will have more space to create sales opportunities, focus on business development, and improve customer support. Digitization covered by Docbyte leads to increased employee satisfaction across departments. And +30% time for core jobs.
4. Why can the digitization process not be arranged by the internal IT department?
You can give it a try. But what usually follows is, that you unintentionally overload your IT team with difficult and not quite clear tasks that result in exhausted resources and a halfway solution. The reason is simple—having an IT department (internal or external) does not mean being an IT company.
Which we are. And—to make the digitization as efficient, quick, and comfortable as possible—it makes the most sense to leave it to Docbyte. All of our knowledge, experience, and customized solutions are in the end much more cost-effective than struggling to arrange it in-house.
You will get a Service Delivery Manager assigned especially for your company. However, your IT department will be involved in the whole process, and in the end, you will have all the knowledge to work independently.
5. Is it all secure?
Sure. Sensitive information is always treated according to the GDPR and international decrees and regulations. Please be aware that we only keep GDRP, healthcare, and other sensitive information as long as necessary.
We believe that the best proof of our work is companies such as Santander Bank, Baloise Group, Crelan, or P&V which trust us and use Docbyte’s solutions for digitizing their operational business documents.
6. How tech-savvy do you need to be?
You do not. Even though the process of digitization is a very complex action, the final UX/UI of the solution will be easy to use for your employees. On top of that, we will run training for authorized personnel, so you will be ready to use the solution across departments from Day 1.
7. Is the Docbyte solution fast enough?
You bet! We like to say we can work as fast as your IT department allows us to. After we define the scope of work, we come up with a time plan we both agree on. Then we start with designing a customized digital solution for you.
If we start today—what is going to happen?
Let’s suppose we already have had a video call with your decision-makers where we have shown and explained the basic principles of Docbyte’s digitization solution. You are eager to know more and possibly start cooperation. What is going to happen next?
1. Together, we will identify the current stage of your digitization and where you want to get
Members required: Head of IT, Head of Project Managers, COO
What kind of processes do you need to digitize? Have you already taken some steps in the process of digitization? (Eg. you already have a solution where information can be stored.) Do you have an internal or external IT team? Do you outsource this process to a consulting company?
These (and a few more) are the typical questions we need to go through to fully recognize your needs and make sure you understand the possibilities and inevitability of digitization, especially in terms of:
- Integrations
- Privacy
- GDPR
- Environment
- Penetration tests
After signing the security checklist and the introduction of integration options, we can move forward to the next step.
2. We will sign the contract
Members required: Legal representatives, COO (eventually CEO)
The Service Delivery Manager will present the legal contract of cooperation—you will, of course, get the time to review it. As soon as the contract is signed, we can begin with implementing the Docbyte solution, customized for your firm.
3. The Service Delivery Manager will acquaint you with the time plan and the scope of work
Members required: Head of IT, Head of Project Managers, COO
You will get a Service Delivery Manager assigned especially to your firm. He/She will present you the big picture—the time plan and the scope of work of the digitization process and growing your digital maturity, so you can easily adjust your resources and get started.
4. The start—designing the solution
Members required: Cross-department leaders—mostly process analysts and the IT department manager
Based on all the information gathered, we configure our solutions to your processes and needs. On the series of “checkpoint meetings,“ we adjust the user interface to process the information as easily as possible, discuss changes, and create a final version. Then, we are ready for testing.
5. Testing, Training, Support
Members required: The “Key User“—a person (or people) who will be later responsible to train others on your team. Usually the Lean Manager or COO.
Once the solution is ready, it is necessary to provide internal testing across your departments and the personnel involved. You may come up with some additional ideas or requests for more functions which we can then add up to the features you need and enhance the system.
The first round of training is usually classroom training with a responsible person/people or your own choice—most commonly, it is a small group of 3 to 4 people or a single person. These people later explain how to work with the solution from Docbyte to other corporate teams.
Of course, you can count on us when it comes to proactivity. We will follow up on your workflow and bring new ideas to amplify the implemented solutions. At the moment, we are also creating an information hub with video content to quickly and easily answer our clients’ FAQs.
