From Paper Workflows to Digital Information Systems

Digitising a paper form is only the first step. Clear ownership, structured information and reliable handoffs are what make a digital workflow useful.

Define the information.

Choose a consistent structure for each record. Agree which fields are required, how values are validated and who owns the quality of the information.

Make handoffs visible.

Define who submits, reviews and approves each item. Show its current status, keep a history of changes and make overdue work easy to find.

Plan the transition.

Clean existing records before migration. Introduce the new process in manageable stages, train the team and review adoption alongside the quality of the data.

Measure the process, not just the number of forms

A successful transition should make it easier to find reliable information and move work forward. Agree a few useful measures before launch: time waiting for review, incomplete submissions, repeated data entry and effort spent reconciling versions. Review those measures with the people doing the work, rather than assuming that moving a form online has solved the problem.

Questions for your first workshop

• Where does the record start, and who needs it next?
• Which information is essential to the decision?
• What happens when a record is incomplete or incorrect?
• Who can see, amend, approve and export the information?

Start with a clear brief, test the assumptions with real users and give the team a practical way to improve the solution after launch. Talk to Proximogies about your project.