Shifting from paper management to electronic management

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Did you find the transaction you are looking for? How much time is wasted in your organization to search for a lost transaction or send a letter from one department to another? Can you easily know the tasks assigned to you or follow the tasks assigned to your employees? Is your business running according to the standards of administrative efficiency?
These problems are considered one of the most important problems that you may face if you rely on the traditional “manual” method in managing your administrative communication process, both internal and external. Negatively affects the quality of administrative operations and the overall performance of the institution.
In this article, we will review with you the importance of shifting from “traditional” paper management to “electronic” management.
Paper management
It is an institution that relies on paperwork and manual documents in its transactions and its relationship with its employees without resorting to the use of a smart computer, as this management represents a major obstacle in the path of the success of any business.
There are several reasons why the continued use of papers in the management of the institution is an obstacle to success:
Time, effort and high cost of completing paperwork.
Some paperwork is damaged due to obsolescence.
The possibility of some transactions being accidentally or deliberately lost, and the difficulty of recovering those transactions.
Failure to unify the method of work in handling incoming and outgoing mail and follow-up between the various departments of the company.
Difficulty in archiving the institution's transactions.
Low business efficiency.
The difficulty of identifying the culprit and those responsible for delaying the work and rewarding the distinguished.
It is an integrated electronic system that aims to transform the normal administrative work from manual management to computer-based management, by relying on information systems and administrative programs that help in taking the administrative decision as quickly as possible and at the lowest costs. The electronic management can include both internal and external communications in addition to administrative correspondence and archiving.
It is also considered the implementation of any electronic management solution that should meet the needs of employees in the first place, and it should eliminate dependence on specific individuals, in addition to introducing transparency systems in the work.
The importance of electronic management
The transition to electronic management is not a path of luxury, but rather an imperative imposed by global changes, the idea of ​​integration, participation and information employment has become one of the determinants of success for any institution. This imposed scientific and technical progress, in addition to the continuous demand to raise the quality of outputs and ensure the safety of administrative processes, all of which called for a shift towards electronic management, and this is evidenced by, and according to IDC, in a company that employs 1,000 employees, the average lost expenses annually In the search for missing or non-existent information due to the lack of a specific document and archive management program, more than 3 million dollars annually.
Reasons for switching from paper to electronic management:
High business cost in case of using paper management resulting from complex procedures.
The necessity of having a unified database for the institution.
It is difficult to determine the performance measurement rates.
Facilitate employees' access to the information necessary to accomplish their work.
Orientation towards employing the use of technological development and reliance on accurate information in making decisions.
Increasing competition between institutions and the need for mechanisms for excellence, including the use of electronic management.
Achieving continuous communication between employees in the wide scope of work.
Facilitate archiving of various administrative transactions.
Stages of the transition to electronic management
The transition to electronic management requires several stages in order for the process to take place in a way that achieves the desired general objectives of the institution. Among those stages are the following:
Conviction and support of the higher management of the institution: The officials in the institution should have full conviction and a clear vision to convert all paper transactions to electronic in order to provide full support and the necessary capabilities for the transition to electronic management.
Training and qualification of employees: The employee is the main element of the transition to electronic management, so it is necessary to train and qualify employees to complete work through the available electronic means, and this requires holding training courses for employees.
Documenting and developing work procedures: It is known that every company or institution has a set of administrative processes or the so-called work procedures, some of these procedures are not written on paper, or some of them have been written down for many years and no development has occurred, so all procedures must be documented and developed The old ones to match the modern ones.
Providing the infrastructure for electronic administration: that is, the tangible aspect of electronic administration, including securing computers, linking fast computer networks and the devices attached to them, and securing modern means of communication.
Begin documenting old paper transactions electronically: Old paper transactions that are saved in paper files should be saved electronically by scanners and classified for easy reference.
Start programming the most prevalent transactions: start with the most widespread paper transactions in all departments and program them into electronic transactions to reduce waste in the use of paper, for example: a leave request form is applied in all departments without exception. It is best to start programming and implementing it.
Electronic Administration Supplies:
Strong, fast and secure network infrastructure.
A strong information structure, strong and compatible information systems through the use of a management program.
Boshra investment cadre trained in the use of modern technologies.
A technical human cadre capable of carrying out continuous technical support operations and developing various information systems.
Benefits of electronic management:
Speed ​​in getting work done.
Facilitate communication between departments of evil

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