How to Convince Employees About the Benefits of Digital Documentation

Paperless has been considered beneficial for offices, with law firms and other companies jumping on board. Now, even new hires are looking for more automation in their work environment.

A business planning to use digital documentation should be aware of the advantages it can provide. Being knowledgeable about the benefits and how the system works can convince the employees who are hesitant to use a document management software.

Working to go paperless in a law firm

Law Technology News reported that Lindquist & Vennum in Minneapolis, Denver and Sioux Falls will become a fully digital law firm in 2015. Any document that passes through its doors will be converted via electronic document imaging, and the paper records they have will soon cease to exist.

The idea began in 2009 when a group of lawyers wanted remote access to reports. This desire turned into employees looking to bring in their own devices into work, and this was popular enough that virtual desktops were installed company-wide in 2010.

At first, the firm found that nearly 100 percent of attorneys preferred working with hard copy documents, which can be a common challenge an office must face when preparing to become paperless.

Convincing the hesitant employees

Law Technology News reported that for the law firm to become fully paperless, it needed to develop a way to display the benefits that come from going digital. The organization formed a committee to articulate the advantages to employees, and went to various practice groups to discuss workflow. It was an important factor in getting the hesitant employees on board, as the group found that workers cared less about the format of reports and more about how electronic workflow in digital documentation could be successful.

The idea of automation is becoming more popular with the millennial crowd. According to Entrepreneur, new hires are especially impressed with document management software that is involved in the recruiting process. It makes it easier for both employers and new workers to receive and submit paperwork when it’s through an automated system.

The law firm successfully administered digital documentation because it found creative ways to address those who resisted it. Law Technology News highlighted how the company trained all of the professionals within the organization and spent time addressing individual concerns. The committee explained the process to those who were nervous about deleted documents, and any who avoided these meetings were followed up with one-on-one sessions.

Establishments that are planning to go paperless can prosper in convincing employees by focusing on workflow and the processes of digital documentation. The target should be the benefits and the enterprise must be willing to work to make the transition successful – companies that have done this have seen wonderful results.