It's likely that you have duplicated information in your organization. Duplicating information is a problem, but it can be fixed with the right document management software to help. Duplication leads to opportunity cost and needless paperwork, so make sure you fix this before it takes over your business!
Missing pieces in the information puzzle
One issue is the fact that those employed at large corporations and small businesses tend to capture data in different ways. For decades, organizations have stored their information digitally or on paper – The need for a Small Business electronic document Management System in large groups of employees – a repository of a seemingly limitless size that holds information collaboratively and more effectively.
When individuals handle information on their own, they cannot provide the same power – for the missing pieces of a crucial puzzle to be in such a position. If organizations are not using document management software, then employees may create duplicate documents and store them in different repositories, improving information management by both reducing the need to create every piece of data separately and reduce the number of storage solutions needed.
Needless Clutter
A critical part of deriving insights from data is minimizing the clutter by ensuring there are no needless duplications in the information. And not only is it an obstacle to workplace efficiency, but it's also hard to turn away as it pulls at the heartstrings of pain to which even fictional gods can relate. For instance, Franz Kafka wrote a parable called Poseidon, about the Greek god of the sea drowning in paperwork.
Bound to his desk by the growing amount of noise likely spawned from things like, but not limited to, unnecessary paperwork, Poseidon couldn't be of all things, much as workers can't be in paper-dependent organizations. The rapid proliferation of data and information was spurred on by the adoption rates of document management software. As the clutter of data grows, it becomes increasingly difficult to utilize what exists inside.
Opportunity Cost
In labor economics, opportunity cost is the amount of benefit you are giving up when you take one action over another – That which doesn't get the most out of a given situation will be wrong. Duplicated information creates an unnecessary layer of confusion for those managing it. Information can be hyper-focused. The tedious process of searching for folders and papers takes a toll on the worker, which is why more organizations are turning to digital document storage methods. Why? Employees would have to find the same documents created on a similar subject. To get all of the information he or she is searching for in order to fully explore and understand a subject. Though this may be complex, Document management software has a built-in feature that keeps your data organized. In order to avoid duplicating information, organizations should have a file versioning process in place that will allow employees to update and maintain versions of the same document.
Demotivated Employees
Finding information in some places is like solving a puzzle: For example, if you are an archaeologist, astronomer, or biologist, tracking down the information that you need may lead to a groundbreaking discovery or at least added to your understanding of the subject. Trying to find that information is difficult because it's hard to find. It takes a long time. Big data is a new concept in the professional world, but not business-critical. Having an inefficient system to track information hurts employee focus and job satisfaction.
The problem of employee demotivation arises from the amount of clutter created by duplicated information (see point 4). Being unable to locate information may be a frustrating and time-intensive obstacle for many employees to learn new things or to complete critical tasks in their jobs.
留言