The first case of COVID-19 in the US was recorded more than two years ago, in February 2020, and American businesses have never been the same. Malls and restaurants closed. People watched the ever-changing news about the pandemic. And companies struggled to survive with a workforce that no longer came into the office.
Working remotely from home became necessary for many businesses and millions of workers. And two years later, as businesses have learned to adapt to the post-pandemic world, one thing is sure.
Millions of qualified workers are never going back to the office and are choosing companies where they can work remotely.
And many companies see business advantages to having some of the workers telecommute from home. Employee satisfaction is greater when working from home. For businesses, there is a growing pool of talented workers that will only consider employers that let them work remotely
By the end of 2021, 18% of all professional jobs were remote. And by the end of this year, the number of remote jobs will reach 25%.
Many successful companies recognize the trend and offer remote work to take advantage of the pool of talented work-from-home employees. Companies in many industries offer remote positions, like Microsoft, Intuit, Johnson and Johnson, Emory University, Meta, Lockheed Martin, NBC Universal, the Mayo Clinic, and many more.
So as a business owner, how do you optimize your workforce when many of them are permanently remote?
And how do you timely share and control private and sensitive documents with workers spread throughout the country and the world?
Here are some strategies used by successful companies with remote workforces.
The first best step is to go paperless and digital with everything you can. With a remote workforce, it is impossible to share paper documents. With optical character recognition (OCR) software and document management software, you will be able to share documents with remote workers.
But equally important, you will improve your document security, improve customer service, and add revenue to your bottom line.
Start by having all incoming mail and current documents scanned with state-of-the-art OCR software. You can securely store the documents and digitally search all of them from anywhere in the world instantly.
As documents come in from clients, vendors, partners, workers, and others, you should have an automatic system to automatically distribute the documents to the correct employee. These documents might include letters, faxes, emails, and other documents.
Once you digitize, index, and store your documents, document management software makes it easy for your remote workers to instantly access needed documents and information. Ironically, in-office workers will have the same instant access, which increases office productivity.
Nobody likes to wait on hold, especially customers. And 60% of customers will hang up if they wait more than one minute. That is potential revenue hanging upon your business. But with document management software, your remote employees have instant access to customer data and can respond to customers’ questions within seconds, not minutes.
Not only is your company more efficient, but you build brand loyalty with happy, well-treated customers.
Document security is paramount with customer data, business IP, and other sensitive data. And with paper documents is also difficult to tell who accessed them and when or what was changed or added to the document.
Document management software solves all those problems.
But when you have a remote workforce accessing documents from all over the country, it is also essential to keep an audit trail for security and compliance reasons. Your document management software does this automatically and can produce an activity report on documents when needed.
Several remote workers are often working on the same document with additions, edits, changes, and suggestions. And since they are remote, many are in different time zones, sometimes around the world.
Employees need to know the most current iteration and what changes were made. Only a few people work on each document, so access needs to be limited. These issues are all handled by the document management software.
Each industry has different and specific data and document privacy and security rules.
For example, banks, hospitals, law firms, insurance agencies, retail stores, and online businesses all need different document management rules. Hospitals deal with HIPAA requirements. Banks deal with Know Your Customer Rules and the Bank Secrecy Act. And these requirements must be enforced even as remote workers access and work on the documents. You can configure document management software for different industries and their governance and compliance requirements.
Remote workers are a growing part of the professional workforce and can be a great opportunity for your company. You can bring some of the best and brightest employees into your company unbounded by geography. And with eDocs USA Document Management and Workflow Software, you can have them all working on documents seamlessly as if they were in the same office.
To find out how e-Docs USA Document Management and Workflow Software can help you grow your remote workforce, click here.
Want to see our software in action? Schedule an online demo today!
Let us tailor a service package that meets your needs. Tell us a little about your business, and we will get back to you with some suggestions.