Biggest challenges teams face before taking on new digital tools
We all know how time consuming and challenging it can be to start something new. It's even more difficult to introduce a new tool or process to a team, because everyone has their own habits and beliefs. However, change is often necessary to ensure that the existing process doesn't become a barrier to further development.
Working with documents changed fundamentally when paperwork was replaced by digital document management. By now, we've largely become accustomed to handling documents digitally, as well as digitally signing them, but sometimes the initial innovation slows down and new updates and improvements to the process are difficult to introduce.
In this article, we'll give an overview of the biggest challenges teams can face before adopting a new digital tool.
There must be a problem
The first step is admitting that there is a problem and this is the motivator that usually starts the search for a new tool. For example, if some daily tasks require too much human resource or a process seems inefficient. If you use time tracking software and have a good overview of how much time is spent on a certain task, you’ll locate the problem faster.
With contracts, the main problem is usually the time spent on contract preparation. If contracts have to be prepared on a daily basis and this is usually done using the copy-paste method, it's more likely that mistakes will happen, and a repetitive task is also very demotivating for an employee. The easiest solution to reduce contract preparation time is to find ways to automate the process.
Agrello allows teams to turn their contract templates into reusable and fillable templates on the Agrello platform. Contracts can be created by the team without leaving the web browser. There's also the option of bulk creation when multiple contracts need to be created at once. With these features you can save a lot of valuable time.
Too many different tools
Nowadays, there are many different tools on the market for almost every possible problem or procedure. Documents and contracts are still most often created using Microsoft Word, which has proven to be a safe and reliable solution. For other tasks, teams can choose what suits them best - for example, Google Drive or Dropbox are popular choices for document storage; team communications are handled in Slack or MS Teams; and sales processes on Pipedrive or Salesforce.
Because each team has many different tools, it can be difficult or time-consuming to adapt and start using a new one. That's why it's important that a new tool is easy to use and compatible with other tools.
Agrello can be connected to different tools through Zapier integrations and it's possible to create custom workflows tailored to your needs. A truly useful tool covers multiple parts of the process. Agrello offers convenient ways for teams to collaborate and covers contract preparation, digital signing and storage effortlessly.
Lack of leadership on implementation
Changes are often hard to implement and require active leadership and support. The leader in this case could be the CEO, team leader or an ambitious employee looking for opportunities to work smarter, not harder. What’s important is the change in mindset that everything new can bring about difficulties and inconveniences and replace it with willingness to experiment.
When signing documents with business partners who are bigger or more established than you, they may be the ones deciding how and where the documents get signed and stored. You can always try to guide them towards a more convenient solution or even if it doesn’t work, you can still upload signed documents to Agrello for storing purposes and keep your team on the same page.
Whichever challenges your team may face, Agrello is a reliable partner in the field of document management. Get in tough and we can help to set up the most effective workflows for your team.