Managing Deadlines and Accountability with a Document Management Platform
Part 1 of 2: Addressing common historical challenges
By Grant Bifolch
Accountability and the ability to manage deadlines among your team are integral to the success of your organization. After all, missed deadlines cost you time and money, while a lack of accountability causes damage to team morale. Simply put––keeping on top of deadline management and employee accountability is critical.
Making matters more complicated––as software platforms and technologies in the workforce evolve, they become more complex. Integration between legacy and modernized systems can pose challenges if interoperability is not considered. Siloed data information can make it hard for users to complete their tasks on time. Lack of clarity on roles and task assignments can lead to a lack of accountability.
In addition, the ability to easily connect legacy and modern systems often isn’t a reality. Aging factors like code, architectures and infrastructure simply don’t enable compatibility with the new digital era. Now, the million-dollar question becomes: how can you successfully manage deadlines and accountability while preventing the pitfalls of the aforementioned issues? The answer is to leverage a document management platform that enables the ability to create effective workflows while allowing for seamless interoperability between old and new systems.
Ensuring workflows are clearly outlined and easy for users to understand and follow will allow workers to do their jobs efficiently. Therefore, your platform will need to support complex functions like workflow automation and tracking, detailed correspondence management, case management, compliance, reporting and enforcement, and more. When employees understand how to get data from point A to point B, projects can be managed efficiently to meet deadlines.
Moreover, being clear and direct in assigning tasks to people using a document management platform is imperative for better access control, centralized storage options, audit trails, paper trails, streamlined search and retrieval, and much more. Clarity will ensure your employees are held accountable and provide an understanding of who is assigned specific projects. Setting clear and reasonable deadlines ensures that work is completed on time and that employees understand your expectations.
Additionally, shifting toward a more people-centric approach—that is, prioritizing the human element, putting people first and ensuring optimal user experience is becoming more common place. By adopting people-focused systems and platforms, companies are better able to ensure a more positive user experience for every individual, resulting in projects being delivered on time, ultimately leading to better employee satisfaction.
Lastly, organizations should have clearly defined procedures in place for missed deadlines. Mitigating the damage of a project that isn’t delivered on time is step one—corrective measures is step two. By having these procedures in place before a user ever starts a task, you have clearly outlined and set expectations for all people involved.
Managing deadlines and accountability doesn’t have to be complicated or uncomfortable. You can create an efficient work environment with the correct document management platform, clear deadlines and communication by ensuring that tasks are correctly assigned, prioritizing user experience, and having procedures in place.
Contact us to book a demo if you would like to take the first step to efficiently manage your project deadlines!