Although dematerialization has been talked about for several years now, it nonetheless remains a process that requires support step by step. Its benefits are widely known, however some companies are delaying their adoption plans.
However, following a few simple steps can be enough to defuse potential friction points before they arise, and thus ensure a smooth implementation and optimal use.
Step 1: audit your needs
Above all, it is necessary to have a good understanding of the company, its functioning, its internal organization, its existing document flow and its needs. The nature of the documents processed, their number, but also the processing and validation workflows… all these elements will have an impact on the orchestration of the dematerialization project and on the choice of solutions.
This audit phase is essential to ensure that you offer the right software, to the right people and with the right configuration.
Step 2: Take a step-by-step approach
Launching the company-wide dematerialization project can be tempting, but the efforts to implement it should not be underestimated. In order to move forward with peace of mind, the best approach is to start with partial dematerialization: it can be a single service or a single type of document, such as expense reports, customer contracts, communication circuits. validation… The dematerialization of invoices remains a hot topic, despite the postponement of its implementation which will be decided in the next finance law.
Once implemented, the company can map uses, verify processes and ensure proper adoption of the tool through dedicated training and regular monitoring. Any points of question or challenges can thus be raised and dealt with before moving on to the next stage of dematerialization.
Step 3: create ambassadors
The success of a dematerialization project is largely due to its acceptance and adoption by employees. The customization of tools, but also the training of employees, plays a crucial role here. There is no question of “revolutionizing” processes by suddenly changing habits. These are profound structural changes, so they must be approached with parsimony and pedagogy.
The progressive approach will make it possible to support employees in small groups, and to make them, if they like the experience, real internal ambassadors. The key to success is to make change attractive, so employees can embrace it.
Step 4: understand and address apprehensions
Like any change, there are apprehensions when a dematerialization project is implemented. Employees often fear the automation of their tasks. Historically, many employees spend a significant amount of time entering, searching and processing information. These tasks are indeed intended to be taken care of by digital tools, but this represents an opportunity for development and increased skills. The time saved on entering documents and processing them can be reinvested in tasks with higher added value.
These steps make it possible to develop internal processes in order to organize your dematerialization project with a view to efficiency. Companies must be aware that digital tools will reflect the paper organization. If workflows were until now unstructured, complex and unclear, dematerialization will only highlight these inconsistencies. Taking the time to carry out an audit and move forward step by step with your colleagues and technological partners ensures smooth implementation and the success of the project.