The effective implementation of excellent administrative processes is a basic requirement for boosting the productivity of a business and its positioning in the market. To do so, it is necessary to adopt a whole series of structural practices that guarantee the efficiency of the company's processes from an operational point of view, which includes the document archiving flowchart.
As we always highlight here, at ZapSign, investment in technology is an essential factor for optimizing the internal processes of a given organization.
This becomes very clear when we talk about document management, especially when the company has to deal with an intense document routine. After all, it takes a rigorous sense of method not to get lost amidst contracts, memos, emails, letterhead and all the infinity of documents pertinent to the internal and external activities of a company.
In this sense, understanding the importance of information flows is fundamental for these measures to be taken appropriately.
Precisely for this reason, we have prepared this special content, explaining everything about document archiving flowcharts: what they are, their importance and how to establish this methodology in an organized and competent manner.
Come on?
And, after all, what is a document archiving flowchart?
We can define the concept of flowchart as a systematic process visualization resource, in the sense of giving the team more clarity about the activities to be performed within the routine of a company.
The methodology was presented for the first time in 1921, by the couple of mechanical engineers Frank and Lillian Gilbreth, to the ASME (American Society Of Mechanical Engineers, or American Society of Mechanical Engineers) – and, since then, it has been undergoing continuous processes of improvement and standardization, in order to adequately optimize the processes of the most diverse sectors.
That is why flowcharts can be used for the most varied departments of the company – in fact, for the creation of this type of diagram, there are more than 30 existing standards that can be used, each with a different format and purpose. This versatility makes flowcharts truly robust tools when it comes to planning, visualizing, documenting and optimizing a company's workflows.
Differences aside, all flowchart templates operate to illustrate and sequence the steps of a workflow and their associated processes.
Even a basic flowchart already represents significant improvements in the mapping of business processes, and certainly, neglecting this factor in your document management strategy can lead to terrible consequences for your company's results.
What is the importance of document archiving flowchart in companies?
The strategic importance of the flow of business documents within the routine of a business.
Therefore, establishing a flowchart of document archive it is an essential measure to keep corporate activities in line with the best process management practices in the market.
Thus, they adapt to each operational demand of the company and guaranteeing a series of tactical advantages for the organization – which translates the main objectives of a document management solid and well implemented.
Below is a list of some of the main benefits that implementing a document archiving flowchart can bring to your business:
- standardization of procedures: the systematic establishment of standards to be followed streamlines work and allows focus on what really matters;
- reduced margin of error: the standardization and automation of procedures makes processes clearer and more organized, which consequently significantly reduces the risk of errors on the part of the professionals involved;
- higher levels of accessibility: the documents can be accessed with much more agility and practicality, when properly organized, for this, it is vital that each of the document management phases, as well as other company processes, are ordered and defined efficiently, specifying the demands of each department;
- strengthening of safety standards: by establishing the organization of documents in a standardized way, the security of the company's documentation increases exponentially, so that offline electronic contracts, the storage of digital files in the cloud and the use of management software specialists are key pieces in this sense;
- high data integration: the use of digital document management platforms is common, a measure that perfectly serves the purpose of optimizing document flows and maximizing the integration of data and information relevant to business activities;
- increase in productivity levels: by establishing a robust document filing system, the entire process becomes more efficient, which makes the work done fluid, stimulating the team's professionals and significantly improving the team's productivity and engagement rates.
- reduced operating expenses and increased profits: together, all the benefits mentioned above improve corporate performance at the most diverse internal levels of the company, which, naturally, implies not only the reduction of operating costs, but also the achievement of established objectives – and, consequently, boosting profits .
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How to create a document archiving flowchart
Ok, now that you are already aware of what a flowchart is, in fact, as well as its importance for a competent conduction of the document archiving process, the next step is to implement this strategic tool among the practices of digital document management of your company. But where to start?
Next, we will present a complete step-by-step, with the five main steps that you should pay attention to before correctly implementing this methodology in your business, and which will also be useful for your own personal drafts.
Read carefully and we assure you that there will be no difficulties.
- Define scope and purpose
The first step in creating a flowchart is undoubtedly to determine the scope and purpose of the process – and, for a document archiving process, this could not be different. The main thing to do here is to ask yourself what the final objective of your project is, establishing the appropriate start and completion dates for its execution.
- Order tasks chronologically
In this step, you should analyze all the documents already created and carefully analyze the ongoing processes. Possibly, you will also need to talk to your team members about past experiences.
As this is a preliminary process, a valuable tip is to write these steps down in a list before you even start drafting your flowchart.
- Organize tasks according to flowchart type and symbol.
After gathering and ordering all these tasks chronologically, it is time to assign the appropriate symbols to each one, so that everything is in agreement when it comes to actually starting to draw up the flowchart.
- create the flowchart
Finally, it's time to create the flowchart. Although it is perfectly possible and productive to draw it by hand, we focus on using an adequate digital resource for the full use of the tool with your team.
After all, it is necessary to understand the electronic document management as an essential strategy with regard to facilitating the work of organizing, storing, mapping, sharing and accessing the information contained therein.
There are several free and paid options on the market for this purpose, such as Lucidchart: Bizagi Modeler: SmartDraw: Gliffy: Draw.io and many others.
- Validate and enhance the flowchart
Like any and all internal processes of a company, the flowchart also needs to be mapped in order to promote continuous improvements in its application. Be aware of third-party opinions and feedback on the practical performance of the tool in your operations.
This is an extremely important measure for the constant improvement of your flowchart, since possible problems or possible bottlenecks are always a possible risk and need to be identified. And nobody better than professionals who deal with the tool daily and continuously to observe these details.
It is worth mentioning that, in addition to following the basic steps listed above, it is necessary to recognize that dealing with information flows is, by nature, a somewhat delicate process.
When establishing these practices, it is essential that all levels of the organization are fully aligned with the needs of the project. From the operating sectors to the company's top management, they need to work in perfect harmony if they want to achieve the established objectives.
For this, it is vital to establish action standards that facilitate communication, integration and clarity between the company's sectors. The use of an agenda accessible to everyone on the team is certainly a good example of how these standards can be beneficial for the intended results, since all meetings, events and other commitments will be included there, as well as their respective updates.
Likewise, it is important that this communication is established with a focus on people, humanizing the relationship between managers and employees, through strategies such as active listening, brainstorming and the constant collection of feedback.
Now that you realize how essential a document filing flowchart is for your company's communication and document management to be established, how about sharing this article with your friends on your social networks?
