document management system business continuity

Ensure Revenue Is Not Impacted When Your Key Worker Leaves

Your staff and workers may leave eventually. The possible reasons? Too many. New family arrangements, desire for a new environment, desire for a career switch, mid life crisis, being headhunted to a new role with higher remuneration (that you cannot match) and many more.

As bosses & supervisors, we understand and pray that he/she has made the best decision for themselves and their families. We bid them farewell and wish them the very best. On our plates, we need to quickly find a new helper, ensuring that the company is able to continue functioning with minimum impact to revenue.

Today is the day

Today is the best to time for leaders to prepare for the eventual departure of workers, instead of being caught unprepared, resulting in rushed handover with uncompleted bits of puzzles that colleagues or new comers have to pick up. The key idea is to ensure that the new person coming in can quickly pick up the ropes and background of ongoing cases, with minimum impact to our treasured customers and colleagues.

Other than the aptitudes and skills to get the job done, these are some of the most immediate information the new person needs to know.

  1. Where are the historical files and reference materials. E.g. past contract for referencing the details of engagements or even for upcoming audits.
  2. What was it that made the current customer to buy from us. What was promised in exchange for what? How do we ensure they will re-contract?
  3. Deal that are ongoing and in the pipeline. Where are we now in the sales cycle. Who are we dealing with within the company?
  4. Where can we find the key evidences of correspondents that took place between the predecessor and counterparts.
  5. Where is the full list of clients and prospects within the pipeline?

This is where an Electronic Document Management System (EDMS) comes in. It has become a cornerstone system in Singapore enterprises for Productivity, Governance & Business Continuity. It is also the solid rock that forms the foundation for practical Enterprise Digital Transformation to build on.

What is a Document Management System?

The Document Management System is central digital portal where systematic folders and sub-folders are setup by administrators and consultants (during the implementation phase). The folders hierarchy typically mirrors the setup of the company with divisions, departments, sub-departments and teams. As every company is different, folder structures are not uniform across different companies. Consultants will understand the process flow within each company and recommend the sweetest setup that is intuitive and practical for the employees.

Crucial documents of all formats are filed by every employee into the proper folders and sub folders. Crucial documents include agreements, minutes of meetings, email corespondents and well as attachments within emails. (Most reputable Document Management Systems performs the function of Email Management Systems as well.) Administrators controls the creation of folders and supports with the creations of new folders as requested by staff. Administrators will evaluate if a request is justified to ensure that there is no duplication of folders; or folders that serves the same function. The Document Management System will at the same time carry out de-duplication to ensure that the same document is not uploaded twice by different users within the same folder. These 2 mechanisms work together to ensure that there is a single source of truth. There is no duplicates of the same document that will confuse users, casting doubts if the particular file is the latest version. Newer versions of the same document will be file on top of the older versions. Users can track back to see the older versions and know what are the changes made.

This intuitive filing platform allows incoming staff to find the relevant documents easily, to get up to speed on the new role. This mechanism is a key component of business continuity.