The Impact of Improved Documentation Productivity

March 9, 2018 Mark Geremia

Accurate, timely and detailed documentation is extremely important – and in some cases, even critical. Yet many organizations are challenged with documentation inefficiencies that, if not addressed effectively, can have a ripple effect across work groups and teams.  For example, police officers can spend an hour or more typing up a single incident report, and for police sergeants, paperwork can consume up to 45 percent of their workday; all of which takes away from the vital task of protecting the communities they serve.

The opportunity to recover lost time and reduce costs associated with documentation extends across many other industries, such as the legal sector. With shifts in client pricing models that place greater pressure on firms to accurately forecast profitability, the demands for fast, efficient and accurate legal documentation is not only a high priority but one that can impact client service.

In fact, as published in the International Legal Technology Association’s (ILTA) 2016 technology purchasing survey, many legal professionals recognize that technology solutions can better help them manage documentation and are considering on-boarding some to improve efficiencies across their firms and departments. Twenty five percent of ITLA survey respondents expressed interest in cloud storage technology, while artificial intelligence (AI) and machine learning, including voice automation, were among the top technologies they are interested in exploring in the coming year.

We can already see this shift with the adoption of mobile, cloud-based productivity apps, with many organizations embracing these tools to support a changing workforce that demands “anytime, anywhere” access to their enterprise systems – and content.

It’s clear: managing documentation workflows oftentimes has a material impact to an organization’s operational efficiency, as witnessed with one of our own customers, the Chatham-Kent Police Service in Ontario, Canada.

Impacted by inefficiencies in their incident reporting process, the department’s officers initially dictated reports that were later transcribed – word for word – by a Civilian Data Entry (CDE) member. Some reports took over 12 hours to file, resulting not only in significant backlogs, but also poor report quality because officers were asked to recall details from cases initially opened several weeks prior.

Needing to address these documentation pitfalls, Chatham-Kent incorporated Dragon speech recognition into their incident reporting workflow. What was once a manual process turned into an automated one with officers completing reports – all by voice – in real-time while out in the field.  The result: an 80% reduction in report turnaround times.

The key take-away for many organizations today?  The way they manage documentation can have a material impact to their business – and bottom line.

This article was originally published here.

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