How can human errors in business processes be avoided as far as possible?
Who hasn't heard the expression "To err is human"? And with good reason: we're all entitled to make mistakes. Stress, fatigue, pressure or a reduced workforce are all factors that can exacerbate this problem. Even if most of these mistakes are unintentional, they can be costly for your company. Let's take a look at how IRISPowerscan can help you and your staff!
Prevent human error
Whether your company is made up of two people or dozens, human error can take many forms, and there are many causes.
When we talk about human errors, we think first of all of :
- encoding errors,
- spelling mistakes or typos,
- and finally, oversights.
We're all confronted, in spite of ourselves, with these kinds of problems. And for good reason: we also want everything to go faster.
Many of us work with two screens, retyping from one screen to the other data taken from digitized but non-indexed documents. Worse still, if we don't have two screens, it's common practice to write down on a sheet of paper the data we need to recopy, and then change programs to retype the data we've transcribed by hand.
It goes without saying that these practices are commonplace in many companies, and many will recognize themselves or colleagues in these situations.
While these errors may be harmless, in some cases they can put the company at risk. A mistake in a file can be critical. Imagine you've made a mistake in a stock statement, in contracts or in customer documents. The impact on your company and its third parties could be considerable.
Imagine also that, on the basis of this same erroneous data, you are drawing up reports used to make financial or strategic decisions... The accuracy of the data entered is indeed a priority.
In business processes such as purchasing, sales and logistics, document dematerialization and indexing, as well as data capture, are crucial.
With IRISPowerscan, you have a complete solution that will enable you to manage all your incoming documents and process their content as you wish.
How can you avoid accounting errors?
Let's take a concrete example: every day you receive invoices from suppliers. Some you receive digitally, others you'll scan in. You then have to save these documents, name them so that you can find them easily when you need them, and finally enter the data from these invoices into your accounting system or ERP.
The good news is that IRISPowerscan will do all this for you. In fact, the software will enable you to automate the management of incoming documents. Your invoices will be renamed and saved where you want them, according to the rules you've set. Finally, after validation, the extracted data can be sent directly to your ERP system.
We've taken the example of invoices here, but the same applies to any type of document. Whether you're talking about contracts, dispatch notes, identity documents or medical prescriptions, IRISPowerscan will recognize any document, provided it's digital.
The challenge of collecting and managing form data
Another very telling example is the management of forms or satisfaction surveys. Have you carried out a field survey with prospects or customers, and want to see what trends emerge?
Processing this kind of data manually is simple when you're talking about 10 forms, but when you want a representative sample, you have to face the facts: it's not enough. The number of hours spent encoding these surveys is enormous, and the risk of error is high.
With IRISPowerscan, you can manage your form's template and set parameters to detect which boxes have been ticked by respondents. The software will then intelligently output the results in the desired format.
Thanks to the time you've saved on encoding, you'll be able to analyze your data in detail. Suppose you export in Excel format, you can then rework your data as you wish, by inserting graphs or using pivot tables. All that's left to do is implement the actions derived from the results.
Managing sensitive data: 0 error tolerance
A final example: identity documents. In many fields, identity documents need to be scanned or encoded, and the extracted data sent to secure servers or adapted software. We're talking here about welcoming visitors, renting cars, signing contracts, medical records...
It goes without saying that when it comes to respecting privacy and sensitive data, security is a must. But it also goes without saying that in these specific cases, data accuracy is essential.
IRISPowerscan lets you process data from passports, driving licenses, health cards and ID cards. With just a few clicks, this data can be extracted and exported to an SFTP server, for example.
And what about the human element?
We're hearing more and more about sectors in which digitalization and automation are taking over from the human element.
Let's be clear: IRISPowerscan will not replace the human being. The software aims to optimize business processes, while freeing people up to focus on other, less operational tasks. It is by no means a question of dispensing with a person in favor of the software. Some critical data, for example, require human validation.
IRISPowerscan also facilitates the transfer of skills and ensures business continuity. Is someone changing jobs or leaving your company? Of course, he or she will need to be trained in the tool, but the ease of use will enable you to run your business on a day-to-day basis, and the new person on the job won't be stressed by complex processes. A win-win situation for you and your new recruit!
Are you convinced, or would you like to find out more?
Take a look at the IRISPowerscan product sheet and request a free 15-minute online demo. We'll be delighted to help you and explain how we can meet your needs.
Article translated from French