Hidden costs and wasted time are some of the issues associated with manual workflows. Usually, these processes come with hidden costs because they undermine efficiency in your businesses, which leads to decreased productivity and eventually, higher costs.
In that case, you’ll need an all-in-one API for PDF manipulation. This tool lets you merge, split, concentrate, and organize PDF pages across different platforms. This includes web, mobile, and server — no plugins required.
In this write-up, we’ve discussed how the hidden costs of manual PDF workflows can be detrimental to your business and how you can fix the issue. Read on!
Hidden Costs Associated With Manual Workflows
- Low productivity: The truth is that low productivity usually comes from repetitive tasks. This includes splitting large documents and redaction.
- Human errors: Of course, manual workflows are prone to human errors. This includes incomplete redactions, splitting the wrong pages, and leaking of metadata. All these can lead to regulatory fines because you have violated laws like HIPAA and GDPR.
How to Fix Manual PDF Workflows
Proper document workflow can increase productivity. In essence, they reduce time spent on low-value tasks. Here’s how.
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Quick Access to Information
When files are organized and searchable, employees don’t waste time hunting through folders or pinging coworkers for documents. This facilitates faster decisions and fewer delays.
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Reduce Time Spent on Low-Value Tasks
Tasks like splitting PDFs and redacting information are tedious yet low-value. Automating such tasks will free your team to focus on high-value, more strategic, or creative tasks.
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Document Management Cohesion
Consistent systems ensure everyone follows the same process. There won’t be confusion over file versions or email chains with outdated attachments. This keeps teams aligned and reduces rework.
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Identify Inefficiencies
Digital workflows allow you to see how documents move through your system. You can then identify bottlenecks and spot redundant steps and areas that need automation.
This way, you can streamline processes and boost overall productivity.
Ways to Fix Manual PDF Workflows
Below are some tips to help you maximize productivity in your business.
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Adopt an eSignature Solution
An eSignature software allows you to sign any document on the go. It eliminates the time, effort, and cost of printing, scanning, and mailing documents.
Imagine if you are required to sign an important document and you have just left the state. Instead of mailing the documents, you just use eSignature software to sign the document within just a few minutes.
And it’s very secure. Your signature is protected with a tamper-evident seal, so you will be notified if any part of the document is tampered with after signing.
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Automate Your PDF Workflows
Invest in a powerful PDF API to handle merging, splitting, redacting, and organizing documents. A single API can handle PDF processing across various platforms, which will be great for your team whether you work on the web, mobile apps, or internal servers. The tasks will be handled fast and error-free. With automation:
- The documents will be processed instantly
- Redaction will be applied uniformly and accurately
- Files will be named and stored in consistent formats
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Have Document Management Systems (DMS) in Place
A DMS enables your team to work faster and smarter. Forget the messy file cabinet and welcome a structured, searchable system to centralize all documents.
Your team can access the right files instantly. You can also control who has access to the documents by requiring permissions for access control. This ensures only the right people can access certain files, and you can track where a breach came from.
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Use AI for Smarter Document Processing
AI takes PDF automation to the next level. It can understand PDFs, not just process them. You can use AI to extract relevant data automatically, flag anomalies, or route documents to the right person or department based on content. This is particularly helpful in high-volume settings such as insurance claims, HR onboarding, or reviewing legal documents.
Final Thought
Manual PDF workflows are costing your business more than you think. They waste time, make costly errors, and reduce efficiency. The time your team spends on low-value tasks could be used on tasks that drive growth. If you want to remain competitive and also improve efficiency, it’s time to embrace automation and let your team focus on growing your business.
