Making processes simple isn’t just something that benefits businesses. Ray Emirzian, a software professional, wrote on Business Solutions that schools can experience great benefits from optimizing workflow. Utilizing business process automation software in districts or individual schools can be an effective way to get rid of the document routing teachers and school administrators so often have to deal with. As a result, they can improve the level of education students receive.
In addition to making the process of education much easier, optimizing workflow can reduce costs, according to Emirzian. Schools that maintain records more efficiently can cut down on the amount of time personnel have to spend with files and increase their storage space. There are likely between 10,000 and 12,000 documents in a file cabinet, he said, whereas automation software can store more than 25,000 pages with ease.
Going along with saving dollars and space, schools can also increase productivity. In fact, Emirzian wrote that schools could save four weeks per year getting rid of the idea of losing or misplacing documents.
“A campus administrator no longer needs to have stacks of paper waiting for action, approval or filing,” he wrote. “Core processes such as student enrollment or student application workflows would benefit greatly from an automated system since they are often tedious processes and require many touch-points along the way. Automated systems support processes with fixed timelines, status reporting and digital approvals.”
The ability to keep families informed
Schools that improve their workflow also stand to improve how well they can serve students and families, including more quickly delivering information about financial aid, enrollment and more. Perhaps most importantly, the data security of a program like this can immensely help a district protect students in a way paper records simply could not offer. Having this data backed up and saved regularly instead of in paper form where it could easily be destroyed or stolen will likely be a boon for schools.
Binary Office knows manual processes often lead to slow, rigid tasks that cost businesses and schools time and money. With an updated workflow via business process automation software, things that would previously take hours can take minutes or even seconds.
InfoTrends said of all the markets it has studied, higher education may have done the best job thus far adopting new tools for automation. Even so, there are still areas that could stand to see improvement, such as administrative work that could still be heavily reduced.
One area that could also stand to forgo paper is the application and submission of applications. While 26.7 percent of those applying for associate level classes will send information that is scanned or via email, fewer than 10 percent of schools do the same for doctorates and about 10 percent do so for masters degrees. This is surely an area that could stand to see a big decrease in paper. Workflow tools can make this possible.