A few decades ago, employees had to be chained to their desks to manage paperwork, but today they don’t have such limitations. Mobile document management systems (DMS) like PaperSave give employees the flexibility to work wherever they want with any internet-enabled device. This brings many distinct advantages, a few of which include increased productivity, improved communications, and happier employees.
However, introducing mobile DMS to your business can be complex, especially if you have little to no experience with the technology. From planning to selection through to training, the guide below will help you successfully implement mobile DMS.
Define your goals
The first thing you must do is clarify what you hope to achieve with mobile DMS. For example, one of your goals may be to achieve company-wide adoption within six months of the implementation process. Another could be to reduce travel costs as field staff no longer need to return to the office to do paperwork.
Beyond defining your metrics for success, you also need to think about collaboration, security, workflow, and storage requirements. This way, you’ll know exactly what you want from mobile DMS software.
Choose the right solution
The next step is to select a mobile DMS solution compatible with your company. Keep in mind this isn’t only about finding a solution that works with employee devices, it’s also about selecting a solution that meets your business requirements. Ask yourself: Is the considered mobile DMS capable of growing with your business? Does it integrate seamlessly with other enterprise software like accounting and customer relationship management (CRM) systems?
Related article: Why successful companies use mobile document management
Another useful tip is to focus on the features. For instance, if employees need to collect field data, a solution with smart form features may be the right fit. Other important features you should consider include encrypted data storage, flexible reporting formats (PDF, XML, HTML), and cross-platform compatibility.
Additionally, signing up for a free demo is a great way to evaluate the solution’s features and user-friendliness. There are dozens of mobile DMS tools available in the market, so dedicating plenty of time in this process will save you from making an expensive mistake.
Win employee buy-in
Transparency reduces any friction that tends to occur when deploying new technologies. Communicate your plans to implement mobile DMS software early. This involves discussing problems with current processes and how the new solution addresses those issues. It’s also a good idea to encourage feedback and questions at this stage, so employees are engaged and more likely to help you achieve a smooth transition.
Implement the new system
A successful mobile DMS introduction is one that doesn’t disrupt your daily operations. The best way to do this is to start small, involving only a few early adopters, and then gradually rolling out the solution to the entire company.
During this phase, have everyone register their mobile devices with the company and install the app. Considering that mobile DMS enables users to work remotely (and outside the company network), it’s a good idea to implement anti-malware and mobile security tools to defend against data breaches. Then, ask IT experts to migrate data in batches and integrate the system with other third-party software.
Finally, make sure to test features and automated workflows before going live; this will allow you to identify and address software issues early.
Related article: Top 7 mobile document management security tips
Train your employees
Don’t expect everyone to be efficient with mobile DMS on the first day. Train employees how to use the software, particularly when it comes to capturing documents with a smartphone, utilizing mobile indexing and search functions, and using mobile devices securely.
Most DMS providers offer how-to tutorials for their products, but your training will be far more effective if you customize them based on the employee. Sales staff, for example, often use DMS apps in tandem with CRM software, so they may require a different training regiment from accounts payable employees.
Also, make sure your training accommodates for different learning styles. Don’t rely solely on lecture formats to train your employees. Instead, you should take advantage of instructional videos and practical training labs to make training more engaging. For best results, conduct these training sessions at least once a month so users are less likely to fall back to old processes.
Conduct post-implementation assessments
Once your mobile DMS is live, it’s important to get a final round of feedback from users. You may find that there are technical issues or certain employees are still hesitant to use the new software. By uncovering these issues early, you’ll know how to improve the mobile DMS experience for everyone.
If you’re looking for a top-class mobile DMS solution, consider PaperSave. It’s easy to set up, easy to use, and easy on your wallet! Schedule a free personalized demo to learn more.