5 benefits of using cloud-based IMS to automate admin workflows

The adoption of cloud-based IMS has rapidly increased due to the pandemic and the subsequent shift towards hybrid work.

As employees switched to working from home, many companies had to adopt new technologies and systems that enabled remote work and collaboration, leading to this accelerated uptake of cloud-based IMS.

Even now that some normality has returned, more than half of Australian workers prefer hybrid schedules, and nearly 40% would consider quitting if not given the option. In addition, only 17% of employees want to return to the office full-time.

With the move to hybrid work seemingly here to stay, companies that previously embraced cloud-based IMS are continuing to benefit from this lean, low-burden software.

Providing a centralised platform for managing tasks, documents and approvals, it allows team members to securely access information and complete tasks from any location with internet connectivity. Cloud-based IMS also minimises waste, improves efficiency and enhances collaboration.

Another way companies use cloud-based IMS is to automate admin workflows, which streamlines and optimises systems for document management, task management, approval workflows and notifications and reminders.

Seamlessly and effectively automating admin workflows can offer a multitude of advantages. From cost savings to faster processing times, here are some of the main benefits that come hand in hand with automating these tasks.

The benefits of automating admin workflows with cloud-based IMS

1. Automated notifications

Automated workflows can generate alerts and notifications at different stages of a process, keeping team members and stakeholders informed of the status of tasks and approvals.

Notifications help to ensure that workflows move forward efficiently and don’t get held up at any stage. They alert users when tasks are assigned to them, remind them of upcoming deadlines and notify them when a task is completed.

If a task remains incomplete after an employee has received a notification, it can be escalated to ensure that it receives prompt attention and stays on schedule. In addition, once a task is finished, the workflow can be automated to notify the next person responsible for the next step in the process.

This reduces delays and improves collaboration by providing real-time updates on workflow progress. Managers are given a clear picture of workflow status, making it easier to track progress and identify any bottlenecks that may be slowing down the process.

Automated notifications can also be customised, which ensures that all employees receive information that’s tailored to them and their role in the workflow. This level of customisation ensures that team members stay informed without being overwhelmed with unnecessary notifications.

2. Cost savings

Automating admin workflows that were previously performed manually can reduce or eliminate the need for employees to perform repetitive, time-consuming tasks. This gives employees more time to focus on higher-value activities that require expertise, creativity and decision-making.

The automation of mundane and repetitive admin tasks also reduces the risk of errors and improves accuracy, which can help to avoid costly mistakes.

Another cost-saving benefit of automating admin workflows using cloud-based IMS is that it reduces the need for physical storage space and equipment. Automated workflows store all data and documents digitally in the cloud, reducing the need for physical storage and the costs associated with managing and maintaining on-premises hardware.

These cost savings can be reinvested in other areas of the business, such as research and development, marketing or hiring additional staff to support business growth.

3. Faster processing times

Automating administrative workflows using cloud-based IMS can accelerate processing times for businesses without compromising the quality of their products or services, and without increasing the likelihood of errors.

With automated workflows, tasks can be completed more quickly and efficiently, reducing the time employees need to spend on routine tasks, such as data entry, approval processes and inventory management.

Automated workflows can also improve communication and collaboration between teams, which speeds up decision-making processes. For example, an automated workflow might include notifications that keep team members informed of progress and updates, ensuring that everyone is on the same page and enabling teams to respond to customer requests and other business needs more quickly.

With streamlined, automated admin processes, businesses can be more agile and responsive, enabling them to adapt to changing market conditions and customer demands more quickly. This helps them stay competitive and supports customer satisfaction, leading to increased loyalty and revenue over time.

4. Report with greater accuracy

Using cloud-based IMS to automate admin workflows provides simple and quick access to real-time, accurate analytics.

Companies can easily search for and collate the information they need to report on, allowing them to make informed decisions quickly. This is also particularly important for compliance and satisfying legal requirements, such as when a business is being audited.

With cloud-based IMS, businesses ensure that they have access to the most up-to-date information, making it easier for them to remain compliant with regulations and guidelines. When routine admin tasks are automated, the risk of human error is reduced as well, resulting in more reliable and consistent data.

Automated admin workflows can be designed to include validation checks and other quality control measures for data accuracy. This is especially beneficial for companies that rely on data-driven decision making, as it enables them to make informed decisions based on reliable and up-to-date information.

By generating reports with greater accuracy, businesses can also identify areas where they can improve their operations and increase efficiency, ultimately leading to better outcomes for both the organisation and its customers.

5. Better collaboration and improved accessibility

Automated admin workflows streamline communication, data sharing and approvals, which can lead to better collaboration.

Regardless of their team or department, employees can work together on projects and tasks seamlessly. This can break down silos between departments, improve transparency and foster a more collaborative and cohesive organisational culture.

In addition, by enabling authorised collaborators to access documentation from wherever they are working, cloud-based IMS allows for seamless collaboration irrespective of location. This can be particularly valuable for distributed teams, remote workers and companies with multiple locations.

When companies support easy and effective collaboration between employees, they typically see greater productivity, efficiency, innovation and job satisfaction. Overall, this helps businesses become more agile, competitive and successful.

How to manage the common pain points of cloud-based IMS

While cloud-based IMS offers numerous benefits, its implementation can present some challenges or uncertainties. Here’s how to overcome the most common pain points associated with implementing cloud-based IMS:

Pain point 1: Data security

When companies use cloud-based IMS, it can be unsettling at first that they can’t see the exact physical location where data is stored in the cloud.

According to cloud storage statistics, 85% of enterprises store all their sensitive data in the cloud. With this in mind, it’s understandable that security is a top concern for businesses.

However, it can be reassuring to know that after making the switch to cloud-based software, 94% of businesses reported an improvement in security.

One step businesses can take to ensure their information is as secure as possible in the cloud is carefully weighing up their options to choose a well-trusted cloud provider. At this stage, it can be helpful for companies to seek advice from a consultant who knows the ins and outs of the cloud and can help them make an informed decision.

Pain point 2: Cost management

While transitioning to cloud-based IMS requires an initial investment, it can result in long-term cost savings for businesses.

The implementation of cloud-based IMS removes inefficiencies, minimises waste and improves productivity, which can save companies money in the long run. This investment is not only for the short-term but also for the long-term effectiveness of business systems.

In addition, cloud software is scalable, allowing businesses to pay only for what they are using. Some models also offer a ‘pay-as-you-go’ option, which allows companies to spread out payments, making them more manageable.

Although there is an initial investment in cloud-based IMS, the increased efficiency and cost savings it can bring make it worthwhile for many businesses.

Pain point 3: Lack of resources and in-house expertise

When companies don’t have the resources or in-house expertise to implement cloud-based IMS, outsourcing help from an expert in the field is a great way to make the transition as seamless as possible.

A consultant takes on the responsibility of leading the project, while also working with you and taking your specific circumstances into account to achieve the best outcome for your business and ensure a successful migration to cloud-based IMS.

Their experience can help you migrate to cloud-based IMS faster, more effectively and with fewer hold-ups, saving you time and money.

In addition, outsourcing gives you peace of mind, knowing that the project is being handled by a team of experts who are dedicated to ensuring its success.

Speak with our cloud-based IMS consultants

Working closely with regulatory authorities and peak industry bodies, Integrated Compliance Solutions has developed a comprehensive, cloud-based, industry-specific compliance package. Created by our talented software team, Digital IMS+ is a high-value service – we do not use templates.

Get in touch to discuss your business needs and see how you could benefit from making the move to cloud-based IMS.

Alternatively, ask about our legislative updates, ISO interal audit, ISO gap analysis or integrated management system development services.

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