During the quarantine and remote work, many internal problems of the companies were revealed. About a third of employees of various companies were unable to communicate and resolve issues remotely quickly. There are significant delays in approvals, signing of documents, and contracts, which means that work is greatly slowing down. If an enterprise has more than ten users participating in the document flow chain, but at the same time, they do not have an agreed regulation for such cases, then almost everyone has a problem. How to organize the remote workflow? Let’s figure it out.
How to Solve Workflow Problems Remotely?
1) Set the communication rules
First of all, you need to send a database of managers to employees so that they understand with whom and by what communication means it is better to interact. Familiarize all employees with the new communication rules so that they know how to act in the new conditions.
2) Install the software for the smooth document flow
If the approval process is rather long, it is worth installing special programs for easy document flow in the company. There are numerous of them on the market now, and they make it easier to coordinate documents. First of all, there are various text editors such as MS Word, viewers as Adobe Acrobat, file converters to combine PDF files as CoolUtils, etc. The whole document’s history is stored in such programs, and you can always check: who has approved the required document, whether it was rejected, etc.
Installation of the programs is also possible remotely — the program is installed on the company’s server, and then users working from home are given access to it. Thus, you can increase the efficiency of remote document flow and solve the internal problems of the company in this regard.
3) Set the electronic document management system
It is necessary to set the electronic document management system to solve external problems with signing the contracts with partners and client companies — this is a significant aspect of the documents’ circulation between organizations. To do this, you need to connect to the document management services by contacting official companies that have the right to connect electronic document management. After that, you can send documents to your partners electronically, signing them with a digital signature.
4) Ensure the security
The problem of safety is controversial because it immediately creates the problem of operational efficiency. There are different secure connection solutions on the market, so all you need to do is to study them carefully with the security experts and select the appropriate option.
Here are four basic steps by which you can establish internal and external workflow and organize efficient work “remotely.” Use these methods to solve any distant workflow problems quickly and not slow down your corporate activity. By the way, teleworking of employees can significantly save enterprise resources, but this is another topic for conversation.