The back office has always had the most tedious and routinary business tasks. It is no surprise that many of these functions can now be automated and handed over to a digital solution. Those jobs that used to be time-consuming can now be accomplished in seconds and minutes, helping back-office departments run smoothly and continuously.
Lesser human errors, higher return on investments, improved analytics, and reduced costs are reasons companies would implement digital tools for their back-office operations. Moreover, some companies consider this their bridge to move from the traditional work systems to embracing the digital era.
Nowadays, more and more information technology companies have devoted their time to developing tools that will improve the digital back office, and we will have a look at some of them here:
This category is probably the first to have automated tools to improve the quality of information processing. Data capturing, scanning and filing documents, and checking for accuracy are major tasks requiring companies to employ many people.
Digital tools like document scanning software have changed the entire operations of processing information. Companies can now use a document scanner with a feeder to insert batches of documents. The software then converts these paper documents to clear, high-quality images that make these documents easier to share with other employees and store in the system. Since important documents are converted to digital formats, it saves the company from using limited office spaces.
Granting employees access to sensitive information is always risky for companies. When working remotely, the risk may increase as unsafe networks could easily compromise information.
Luckily, with the latest automation for cyber security, management can sleep easier at night knowing that the system would automatically detect unauthorized logins or usage of company information.
Back-office data that has been processed and saved in a secure network is well protected with software designed to deter hackers and other parties from gaining access. Moreover, this data protection software can automatically remove team members who are no longer connected with the company. Although this may seem to be an easy task, most IT teams often forget to do so. This simple oversight may result in the loss of company information.
On the other hand, new employees would need to be granted privileges to use certain functions of the company systems. Depending on the team member’s level, the security system would give them the appropriate access.
The IT department can use tools like network penetration testing tools to check the security level of their system and make adjustments from there.
Human Resources Procedures
One of the human resources department’s duties is to recruit new talents for the business and welcome them onboard. New hires need training and a proper introduction to the company rules and policies.
These functions can be done with an automated process that provides all the information an HR staff member would have previously done in person. Online training platforms also offer a quick solution to companies looking to onboard team members within a lesser time and regardless of geographic restrictions.
Another onboarding feature would be the completion of documents with personal details and the signing of the contract. These documents can be included in the automated process, which relieves the HR department of one more task.
Software for the financial department has long used various automation that helps them get through the workload. Not all packages are the same, however, and companies who are not enjoying this feature should look into adding it to their current software solution.
Tools like recurring, automatic invoices for monthly services and team member payroll can easily take a lot of the burden from employees. It is reliable, fast, and efficient as well. Take a look at Coupa’s automated solution: https://www.coupa.com/products/e-invoicing/invoicing-automation
Customer Satisfaction Assistance
It isn’t always possible to have a staff member online all day, but with a bot taking care of customer queries outside of working hours, customers feel cared for by the company. The chatbot may be able to direct the customer to find a solution without speaking to a consultant.
Utilizing these bots saves employees’ time and ensures that all customer concerns and sales opportunities are attended to 24/7.
Thanks to digital back-office solutions, companies now save costs and avoid the frustrations of team members who have to perform repetitive functions. Back-office departments can run much smoother with fewer human errors, and company data is kept safer and in more secure network environments.
Clearly, each business should evaluate their operations to see where they could include more of these automated tools before it affects their bottom line.
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