Digitizing Paper Processes

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Dec 21

"Turning paper into pixels doesn’t make the process smarter. Some processes deserve an upgrade. Others deserve a funeral."

This statement might seem bold, but it encapsulates the crux of modern digital transformation. Digital tools can replicate inefficiency, or they can replace it… it’s your choice. Businesses often mistake digitization for progress, swapping paper forms for digital ones without addressing the inefficiencies embedded within the processes themselves. The result? A digital replica of a flawed system—faster, perhaps, but no smarter.

Let’s break this down by exploring the current state of paper-based processes, the compelling case for going paperless, and the transformative power of workflow automation.

The Persistence of Paper

Despite living in a digital-first world, paper-based workflows remain remarkably entrenched. According to the 2022 Digital Maturity Study by Formstack:

85% of organizations still use paper forms and documents to some extent.
24% rely on paper for more than half of their documents and forms.
45% collect signatures through paper documents.
40% run more than half of their workflows on paper.
86% of employees prefer digital forms over paper.

Why does this dichotomy exist? For 34% of organizations, the answer is simple but revealing: “This is how it has always been done.” Tradition, comfort, and inertia are powerful barriers to change. However, in a rapidly evolving business landscape, clinging to old ways risks more than inefficiency—it risks irrelevance.

Adding to the inefficiency is the startling fact that according to Wakefield Research, 54% of US office professionals agreed that they spend more time searching for documents and files they need than responding to emails and messages. This statistic underscores the hidden cost of disorganized digital and paper-based workflows. Time wasted searching for documents is time not spent on high-value tasks, stifling productivity and innovation.

The Value of Going Paperless

Transitioning to digital forms and workflows isn’t just about keeping up with the times. It delivers tangible benefits that impact every facet of an organization:

Improved Efficiency: Digital workflows streamline tasks, reduce manual data entry, and eliminate the delays inherent in paper-based processes.
Improved Security: Sensitive information stored digitally can be encrypted, access-controlled, and monitored, offering greater protection than paper files.
Improved Customer Experience: Faster processes and fewer errors lead to a smoother, more satisfying customer journey.
Reduced Mistakes: Automation minimizes human error, ensuring greater accuracy in data collection and processing.
Improved Employee Experience: Employees prefer tools that make their jobs easier. Digital forms and automation reduce frustration and free up time for higher-value work.
Improved Compliance: Digital workflows ensure adherence to regulatory requirements by creating automatic audit trails.
Increased Competitiveness: Organizations that adopt efficient, modern processes gain an edge in agility, innovation, and market responsiveness.

Why Stop at Digitizing? The Case for Automation

Digitizing a process is a good first step, but it’s not the finish line. Simply turning a paper form into a digital one doesn’t address inefficiencies—it merely shifts them to a new medium. For example:

A digital form that mirrors a cumbersome paper process still wastes time.
A manual signature process replicated digitally can remain slow and disjointed.
Collecting data digitally without automating its flow or analysis leaves untapped potential.

This is where workflow automation comes in. By minimizing or eliminating paperwork altogether, automation doesn’t just digitize inefficiencies; it eradicates them.

Transforming Processes: Upgrade or Funeral?

Every process in your organization deserves scrutiny. Ask yourself:

Does this process create value? If yes, upgrade it. Enhance it with automation, digital workflows, and intelligent tools.
Does this process merely exist because “we’ve always done it this way”? If so, consider giving it a well-deserved funeral. Replace it with something smarter, leaner, and better suited to your organization’s goals.

For example:

A legacy approval process involving multiple paper signatures can be transformed into an automated workflow with e-signature integration, reducing cycle times from days to minutes.
Customer onboarding that requires redundant paper forms can become a seamless digital experience, delighting customers and saving resources.

Digital Tools: Replicating vs. Replacing Inefficiency

Organizations often fall into the trap of implementing digital tools without rethinking their processes. This approach leads to frustration, as the expected gains from digitization fail to materialize. To truly benefit from digital transformation, businesses must focus on:

Process Redesign: Eliminate redundant steps before digitizing.
Integration: Ensure digital tools communicate seamlessly across systems.
Automation: Use technology to handle repetitive tasks and free up human creativity.
Metrics: Continuously measure and refine processes for efficiency and effectiveness.

The Choice is Yours

In the words of Peter Drucker, “There is nothing so useless as doing efficiently that which should not be done at all.” Digitization is not an end in itself; it’s a means to create smarter, more agile processes. The question is whether your organization will settle for a digital replica of inefficiency or seize the opportunity to reinvent and optimize.

The statistics are clear: Most employees prefer digital forms, and the benefits of going paperless—and beyond—are undeniable. Yet, too many organizations are held back by tradition, hesitation, or a lack of vision.

So, what’s it going to be? Will you stop at turning paper into pixels, or will you take the bold step toward automation and true transformation? The choice, as always, is yours.