Author: Ana Carolina Neumann

  • 7 common document management mistakes

    7 common document management mistakes

    Even without knowing your market or the size of your business, we are sure that, on a daily basis, your company needs to handle a considerable volume of papers and documents. Considering the growth and evolution of businesses, it is very common for some companies to make mistakes in document management, especially if they do not operate with an automated management system.

    Document management is a set of practices that ensure the entire document process, from origin to storage and use, complies with standards and contributes to agility, communication, and information flow.

    To prevent your company from suffering the consequences of poor document management, check if you are making any of these 7 document management mistakes and discover how to solve them.

    1.Excessive dependence on paper in document management

    Unfortunately, many companies continue to carry out their processes and activities using paper. This resistance is caused by numerous reasons, such as a lack of knowledge of effective technological tools.

    Persisting in the use of paper for documentation results in slow, inefficient processes that are prone to or have a high number of errors. Moreover, the large volume of paper consumes a significant amount of valuable physical space.

    Deep-seated habits, such as familiarity with printed material, lack of knowledge and fear of the digital environment, inadequate infrastructure, and lack of training, reinforce the dependence on paper.

    The lack of a paperless culture is risky. Paper deteriorates over time, and data is prone to loss, incorrect disposal, and even uncontrollable incidents like floods, fires, etc.

    Combating this dependence on paper begins with seeking information about applicable technologies, such as a document management platform. This tool can bring numerous benefits, such as simpler and safer processes, and encourage a change in organizational culture.

    Want to know the other 6 common document management mistakes? Continue reading in our complete ebook:

  • EDM: 8 Questions Answered about Electronic Document Management

    EDM: 8 Questions Answered about Electronic Document Management

    Did you know that it’s entirely possible to consolidate all your business’ information into a single system? That’s exactly what EDM – Electronic Document Management – does.

    According to Trending Topics, approximately 328.77 million terabytes of information are generated every single day.

    Imagine if we had to store all that data physically. It would be nearly impossible, wouldn’t it?

    Therefore, the best, smartest and most secure alternative for storing data is by using an EDM solution.

    How about learning a bit more about it? We’ve compiled 8 questions and answers to explain how revolutionary EDM can be for your company.

    What is EDM?

    EDM stands for Electronic Document Management, which combines certain systems and technologies to digitally retain, organize, store, and manage documents.

    This management tool aims to optimize efficiency, accessibility, and the security of information usage within an enterprise environment.

    By replacing physical documents, either partially or entirely, with electronic copies, EDM contributes greatly to your business’ convenience and sustainability.

    What are the main EDM functionalities?

    • Sorting and Indexing: classify and organize documents to make them easier to find, sort, and retrieve when needed;
    • Version Control: maintain a detailed history of changes made to documents to keep them intact and traceable;
    • Access Control: use security measures to control who can access documents, protecting sensitive data and important information;
    • Cloud Storage: many EDM systems offer the option to securely store documents on cloud servers, providing remote access and reducing dependence on physical space;
    • Electronic Signature: practical and legally valid online document signing.

    What are the advantages of Electronic Document Management for organizations?

    There are numerous advantages that EDM can offer your company, such as:

    • paper usage reduction;
    • physical space optimization;
    • convenience in searching for and accessing data;
    • collaborative work;
    • greater operational efficiency;
    • robust backup and recovery systems;
    • security and access control;
    • Making auditing and regulatory compliance easier;
    • advanced data analysis;
    • improved decision-making.

    How can EDM facilitate team collaboration?

    By making collaborative work easier. It allows people to access documents from anywhere, edit them simultaneously, and follow updates in real time.

    This helps teams to better communicate and collaborate, even if they are geographically distant.

    What are the most common challenges when implementing an electronic document management system?

    Some common challenges include employee reluctance to accept changes, legacy systems issues, and the need of providing training to ensure effective adoption of the new technology.

    How does electronic document management contribute to information security?

    Electronic Document Management provides increased security through access control, encryption, and audit trails.

    This minimizes the risk of loss, theft, or unauthorized access to documents, protecting sensitive company information.

    What are the key trends in electronic document management for the coming years?

    Trends include the adoption of Artificial Intelligence for automated document organization;

    Integration with cloud platforms; and a growing focus on sustainability, with reduced paper usage and implementation of more ecological practices are on the raise as well.

    Can I have EDM using the Fusion Platform?

    Fusion Platform, Neomind’s streamlined process and documentation management tool, includes an EDM module.

    Fusion’s EDM module offers a range of features for efficient and secure electronic documents organization.

    It enables scanning, indexing, and automatic document sorting, enabling quick information retrieval.

    Moreover, Fusion Platform promotes team collaboration by allowing secure document sharing and defining customized approval and review workflows.

    Traceability is ensured through audit trails, assisting in comprehensive monitoring of document-related activities.

    These features not only reinforce security but are also essential for regulatory compliance.

    In other words, it provides organizations with precise control over who accesses, modifies, and views critical documents.

    By integrating process management and EDM, Fusion Platform offers a comprehensive and reliable solution for the complex document management demands of modern enterprises.

    Try Fusion Platform for free for 15 days and experience firsthand the advantages of an integrated management platform with an EDM module!

  • BPM + RPA = Hyperautomation: The Future of Process Automation

    BPM + RPA = Hyperautomation: The Future of Process Automation

    In recent years, technological advances and their applications have been growing in importance and became a major driving, transformative force for companies. Hyperautomation is a true testament to this, representing a strategy that aims to positively change the way entire workflows are executed. This approach integrates cutting-edge technologies to automate complex and repetitive tasks, enhancing efficiency and performance.

    Hyperautomation is an innovative approach that uses intelligent technologies to identify and maximize the automation of tasks as quickly as possible. Broadly speaking, it can be said that hyperautomation is the path to a more prosperous, innovative, and successful future.

    What is Hyperautomation?

    Hyperautomation is a holistic strategy that aims to combine various tools and technologies to maximize process automation. Currently, it is the key to business excellence. From basic tasks to the most complex ones, this strategy seeks to automate everything possible. The rationale is quite simple: using a set of end-to-end technologies increases companies’ productivity and performance.

    Automation happens through user-friendly tools, pre-configured and capable of constantly learning through user interaction. Integration between systems and technologies such as AI, RPA, BPMS, low-code platforms, and machine learning are the backbone of hyperautomation. Gartner predicts that hyperautomation trends for 2024 will focus on collaboration, standardization, agility, and the integration of cutting-edge technologies.

    In a former study, Gartner pointed out that organizations should adopt at least three types of process management solutions to enhance hyperautomation. Unlike previous approaches, this holistic strategy can bring about true digital transformation in companies.

    Why is this Set of Technologies So Important?

    To make it simple, hyperautomation’s mission is to execute low-added-value tasks or processes, allowing employees to focus on strategic core business activities. Meanwhile, data is collected, stored, and processed to boost performance and improve decision-making.

    You might be wondering if your company is far from embracing hyperautomation.

    In reality, your company is likely already on this journey, taking small steps with the platforms already implemented.

    It is the integration of existing tools with new ones that will optimize processes even further, reaching a whole new level. The goal is to automate as many processes as possible, yielding even greater benefits.

    Hyperautomation advantages Include:

    • Increased company performance and employee well-being
    • Faster, more efficient, and error-free processes
    • Reduction of repetitive and error-prone manual tasks
    • Enhanced productivity and competitiveness
    • Reduced operational costs
    • Greater precision, quality, and agility
    • Improved customer experience
    • Data-driven decision-making
    • Scalability to meet growing demands
    • Integration of disruptive technologies
    • Increased capacity for innovation

    Technologies Comprising Hyperautomation

    Nowadays, technology is no longer optional but fundamental.

    To automate processes as much as possible, companies can use various tools and technologies, such as:

    • BPMS: Globally recognized for automating, simplifying, and optimizing processes by connecting activities across different departments.
    • RPA: Technology where robots are programmed to mimic human actions in digital systems, ideal for repetitive, low-value, high-volume tasks.
    • AI: Numerous implementations of Artificial Intelligence learn from human interaction, replicating human behavior.
    • ML: Machine learning allows software to learn and recognize patterns based on data, enabling AI to develop new response models without individual programming.
    • OCR and ICR: These technologies process digital files for character and symbol recognition, enhancing search, editing, and sharing of digital content.
    • Big Data: Known for processing, analyzing, and extracting information to improve business strategies, solve problems, and support decision-making.
    • DTO: Digital Twins are accurate virtual representations of products or workflows, enabling analysis and simulation of changes before implementing them.

    Additionally, cloud technology, chatbots, and the Internet of Things are excellent examples of resources that make up hyperautomation.

    Implementing Hyperautomation

    Digital transformations happen with a good plan and established goals. The path to hyperautomation begins with auditing existing processes and workflows, along with data structure assessment.

    Mapping processes is crucial for identifying flaws and bottlenecks that present automation opportunities, contributing to continuous optimization and improvement of the activity flow.

    During planning, it is essential to set realistic goals. Therefore, establish indicators and KPIs to measure the success of each achieved objective. To realize the expected benefits and results from hyperautomation, the biggest challenge is choosing the right technologies.

    How to Choose Technological Resources

    A major recommendation is to use all-in-one solutions—platforms offering connected and natively combined resources to favor process automation.

    Neomind’s Fusion Platform, as a process, document, and indicator management platform, contributes to the true digital transformation of your company. Developed in low code, the tool is easily customizable and user-friendly, allowing users to create and edit their processes.

    With Fusion Platform, your company can overcome another challenge: resistance to change.

    The solution involves professionals in the activity flow from analysis to technology implementation.

    Neomind provides full support and adequate training for your employees to maximize the platform’s benefits. The solution also offers document management, facilitating data extraction and file search. Attached documents can be digitally signed with full legal backing. In Central Analytics, you can track process performance with real-time updated indicators, metrics, and KPIs from anywhere, anytime.

    Using technology is undoubtedly the future of organizations.

    Get the competitive edge you need, experience Fusion Platform, and move toward a more prosperous, innovative, and successful future.

  • How does ISO 56002 and process automation connect?

    How does ISO 56002 and process automation connect?

    ISO 56002 is a standard suite that provides guidelines for innovation management. Innovation should be understood as a company’s ability to create something new and beneficial.

    Innovative solutions range from operational improvement and enhancement to truly revolutionary new developments.

    In this context, it is easy to see why innovation is indispensable for companies to remain competitive in a constantly changing market.

    Process automation is an integral part of innovation management, serving as a tool that enables compliance with ISO 56002 principles.

    The relationship between these two aspects is so interwoven that the standards influence how organizations use automation, and automation allows the company’s strategies and resources to focus on creativity and innovation.

    Ready to understand how the relationship between ISO 56002 and process automation works?

    What is ISO 56002 about?

    ISO 56002, created in 2020, is known as the standard for Innovation Management. Its objective is to provide guidelines for establishing, implementing, maintaining, and continually improving an innovation management system, and it’s available for use in any organization.

    It objectively helps organizations to develop and strengthen their innovation capacity through good practices and processes that stimulate creativity, collaboration, and new ideas implementation.

    Specifically, ISO 56002 refers to the guidelines for implementing the management system and is the only certifiable standard in the family attested via a conformity certificate. The use of the number “2” indicates that this standard sets guidelines, not requirements. After all, there is no single path to follow.

    From the same standard suite, ISO 56000 covers vocabularies and fundamentals, while ISO 56003 assists companies with innovation tools and methods.

    ISO 56004 deals with assessment; ISO 56005 addresses tools and methods for intellectual property management; ISO 56006 covers tools and methods for strategic intelligence management; ISO 56007 focuses on idea management, ISO 56008 on tools and methods for measuring management system performance; and finally, ISO 56009 is a practical guide to innovation.

    Even though some of these are not published, they are sought after by companies aiming to become innovation leaders.

    ISO 56002 Principles

    This standard enables companies to structure their processes to innovate with a focus on generating results. Innovation is a vital necessity for business success and evolution. However, if not well planned and structured, ideas do not transform, and therefore do not contribute to the company. The standard is based on 8 principles:

    • Value Generation: Innovation must generate tangible and measurable results.
    • Strategic Direction: Innovation projects must have strategic direction based on the company’s objectives and purposes.
    • Process Approach: Define roles, responsibilities, and necessary resources for innovation.
    • Leadership with a Future Focus: Manage team engagement in innovation processes.
    • Adaptability and Resilience: Address constant market changes and transformations.
    • Collaborative Culture: Focus on adaptation, empathy, collaboration, and system experimentation.
    • Managing Uncertainty: Risks should be seen as opportunities for growth and improvement.
    • Insight Generation: Based on identifying hypotheses, creating and validating concepts, developing ideas, and implementing innovation. Indicators should be evaluated to advance or retreat in developing these ideas.

    It is worth noting that the ISO standard states that innovation can be linked to a product, service, process, method, model, or even a combination of these.

    However, for a solution to be understood as innovation, it must bring novelty and added value. Otherwise, it is just an invention.

    The certification of this ISO

    The certification process is quite simple and can be implemented in companies of different sectors, segments, and sizes.

    The first phase of certification is the assessment – a people management strategy within companies. This evaluation provides an understanding of the company’s level of adherence to ISO principles.

    The implementation period varies depending on the company’s complexity and maturity level but usually lasts from four to eight months.

    The procedures are simple but require technical knowledge about innovation and ISO standards.

    Once all normative items are executed, the company undergoes an audit by the certifying body. If approved, it receives the certificate of conformity.

    Afterward, it’s just a matter of generating a large volume of ideas that can become innovations and monitoring indicators to succeed in the innovation management system.

    It’s important to remember that this certification is not permanent; the company is re-evaluated periodically to renew it.

    How does an Integrated Management Platform contribute to ISO 56002?

    ISO 56002 encourages and drives companies to adopt advanced technologies to enhance performance and foster innovations.

    One such tool is Neomind’s Fusion Platform, an Integrated Management Platform that enables the management of processes, documents, and indicators.

    For instance, in process management, there is a simplification and optimization of operations, facilitating the introduction of new products, services, or practices.

    Additionally, Fusion’s BPMS module allows automating processes so that tasks are performed with less human intervention.

    By reducing some bureaucratic activities, employees can focus on more strategic and innovative tasks, aligning with ISO 56002 aspects in effectively promoting ideas that can lead to innovations.

    With a platform for process management, information is centralized, favoring the identification and evaluation of innovation opportunities in various business aspects.

    For automation to occur, processes must be mapped and standardized, defining activity flows, roles, responsibilities, and more, aligning with ISO 56002 principles.

    Another point is uncertainty management; in the Risk Management module, it is possible to monitor the complexity levels of each risk and related tasks.

    With Fusion, you can also create action plans to address and mitigate threat impacts. Centralized information and standardized processes make changes and market-adaptations quicker and more practical.

    Central Analytics allows monitoring indicators, speeding up decisions on which innovation projects to prioritize.

    Both ISO and Fusion Platform focus on continuous improvement and the evolution of products and services to meet organizational needs and drive innovations.

    What are the benefits of implementing this ISO?

    Undoubtedly, the greatest advantage of implementing ISO 56002 is becoming a reference in innovation in your field, transforming ideas into results. It is not uncommon to find stories of companies that had great ideas but lost them due to a lack of processes and structure. Adopting ISO 56002 provides strategic direction with a focus on innovation. Its benefits include:

    • Increased growth, revenue, profitability, and competitiveness;
    • Ability to manage uncertainties;
    • Reduction of costs and waste;
    • Increased productivity and optimal resource use;
    • Greater sustainability and resilience;
    • Engaged and trained employees and teams;
    • Higher stakeholder satisfaction;
    • Enhanced reputation and organization value;
    • Compliance with relevant regulations and requirements.

    Even though it is recent, ISO 56002 is a significant trend that many companies are expected to adopt over time.

    Implementing tools that enable effective and lasting innovation management is crucial to meet the guidelines and maintain ISO certification. Hence, Neomind lets you experience Fusion Platform within your company and reality.

    Manage, control, and coordinate different aspects of your operations and innovation processes in one place. Adopt the Fusion Platform as the main ally to implement and ensure compliance with ISO 56002 standards.

  • Market Trends for 2024

    Market Trends for 2024

    Driven by technological features and constant social and environmental concerns, market trends should be strategically analyzed by companies seeking success.

    Year after year, the world has been transforming surprisingly fast. Keeping up with all these changes can be a daunting task, albeit a much needed one.

    After all, market trends are a way to evolve and innovate continuously. And also, to prepare companies for the opportunities and challenges that lie ahead.

    Undoubtedly, adaptability will be this coming year’s buzzword. Especially considering rapid changes in economic, social, technological, and environmental aspects.

    Balancing these pillars will be essential, not only for survival but for the success and rise of businesses in 2024.

    Human factor is the main trend for 2024

    What can be anticipated about the next year is that innovation will remain a key factor for competitive advantages. However, it is not just about implementing technological resources.

    The core will be to apply these resources to refine and improve people’s lives and work relationships.

    There is no doubt that technology is increasingly essential to our daily lives. However, the greatest challenge lies in the connection between people and technology to create value and productivity.

    In addition to optimizing operations, innovations such as artificial intelligence and robotic automation, for example, expand the possibilities for products and services to be personalized.

    One of the market trends is personalization. Regardless of who your target audience is, the more personalized your product can be, the greater the chances of success.

    Inclusion and diversity in the workforce also deserve attention, as they are expected to be a central focus of businesses in the coming years.

    The explanation is due to the benefits generated. The company becomes culturally richer, while diversity enables understanding a wider range of customers. In other words, it is essential for an increasingly globalized, diverse, and digital world.

    In this scenario, technology continues to be a fundamental ally, especially in the analysis and proper use of data.

    These rich pieces of information are capable of generating new ideas, a better understanding of your persona, accurate market predictions, and proactive positioning.

    Sustainability also has its place in market trends looking forward

    The concern for social and environmental well-being is not recent. However, for the approaching year, adopting sustainable practices will ensure competitive advantages and new opportunities as well.

    Greener operations, products that meet ecological standards, responsible suppliers, and of course, non-conformance audits, will become increasingly frequent.

    Social responsibility will be a hot topic, especially with the discussions brought about by social networks. Companies will need to be more transparent, ethical, and demonstrate positive social impact.

    In addition, issues such as renewable energy and circular economy will be in the spotlight, as they reduce costs and improve brand positioning. It will also be necessary to implement measures to reduce carbon emissions.

    In general, all issues involving ESG practices will be expanded and given greater weight by consumers.

    In summary, the coming years will require a complete overhaul of companies’ operations so that they actively care about the society they are part of.

    Even though it may seem like a huge challenge, this vision can reduce costs and bring closer increasingly conscious consumers.

    Technological trends for 2024

    It is impossible to talk about market trends without including technology. After all, Gartner foresees an 8% increase in global investments in this area in 2024.

    Knowing which resources to invest in to keep the business healthy, even in the face of an uncertain and competitive market, is fundamental.

    Trends reported by Gartner include:

    Democratized Generative Artificial Intelligence

    Also known as GenAI, applications based on this technology will become a vast source of accessible information provided to companies.

    Using a language model that allows companies to connect their professionals to knowledge, generative AI will democratize understanding at all business levels.

    Gartner indicates that more than 80% of organizations will implement GenAI-enabled applications in production environments.

    Intelligent Applications

    In an effort to improve and automate work, intelligent applications comprise a series of software with advanced technology.

    The goal is to use resources such as artificial intelligence, machine learning, natural language processing, and data analysis to offer user-adapted functionalities.

    We mentioned that a market trend is the possibility of personalization, and this is an issue addressed by intelligent applications.

    Because they adapt and evolve efficiently and quickly, applications can be included in various sectors that use virtual assistants and chatbots, recommendations, or enterprise solutions.

    Augmented Connected Workforce

    This concept goes hand in hand with the concern for the human factor. Or rather, in combining technology with professionals’ daily lives to increase efficiency, productivity, and internal collaboration.

    The strategy involves integrating resources such as augmented reality, artificial intelligence, and other tools to enhance skills and capabilities.

    And also, to ensure immersive training, even if the employee accesses remotely.

    Thus, the augmented connected workforce allows professionals to access crucial information and use appropriate tools to perform complex tasks.

    In addition, Gartner estimates that by 2027, 25% of technology managers will use this resource to ensure rapid learning.

    Trust, Risk, and Security Management of Artificial Intelligence

    For Gartner, by 2026, companies that apply Trust, Risk, and Security Management of Artificial Intelligence (AI TriSM) will eliminate up to 80% of illegitimate information, consequently increasing decision-making accuracy.

    This management ensures that AI-based systems are ethical, secure, and reliable. For now, without implementing protective barriers, there can be various negative effects generated by AI models.

    Considered one of the market trends for the next year, management involves transparency, explainability, fairness, and responsibility. In other words, GRC strategies.

    In terms of risk, it includes failures, privacy, and data security, mitigating potential impacts.

    Security refers to the application of encryption, protection against malware, authentication, and enhanced access policies.

    Industry-level Cloud Platforms

    In another estimate, Gartner indicates that 70% of companies will use industrial cloud platforms by 2027.

    Although suggestive, these platforms do not offer just data storage, which is common nowadays.

    Instead, they come with specialized services, regulatory compliance, advanced security, and customization to the particular needs of each business.

    These platforms use SaaS, PaaS, and IaaS solutions to offer products with combinable features.

    AI-Augmented Development

    In general, this market trend uses resources such as AI and machine learning to assist software engineers in their projects, tests, coding, and programming.

    As technologies are on the rise and being used in various contexts, augmented development ensures greater productivity and meets growing demands.

    Because it allows time to be used in strategic activities rather than writing codes or programming.

    Embracing 2024 Trends

    Gartner also states that machine clients, continuous threat exposure management, sustainable technologies, and platform engineering are market trends to keep an eye on in 2024.

    Indeed, the coming years will bring a series of technological tools that can be implemented to make companies more sustainable and competitive.

    Undeniably, technology is an indispensable resource for seizing all opportunities that arise. And, they help address challenges and make proper use of the most important resource: people.

    But, you don’t have to wait until next year to take advantage of market trends. By using Fusion Platform, your company embarks on the path to business excellence.

    Focused on ensuring process, document, and indicator management, the Fusion Platform is constantly updated so that companies can enjoy all future trends.

    Neomind enables true digital transformation in your business. Turn information into results with the Fusion Platform.

  • Eletronic Document Management with Fusion Platform

    Eletronic Document Management with Fusion Platform

    As you know, information is vital for all types of businesses. And, in such an increasingly electronic world, migrating physical documents to digital platforms is essential for any company’s organization and productivity.

    Electronic Document Management is a system that manages the entire lifecycle of a document. Although a good portion of companies strive to maintain their documents organized, only a technological solution, like Fusion Platform, is capable of truly unifying information in a transparent, accessible, practical, and secure manner.

    Since the electronic document management culture goes far beyond reducing paper usage and its environmental impact, it is a path to simplify activities, improve access to information, and increase data security, especially regarding important legal requirements like the european GDPR or Brazil’s LGPD.

    We have prepared this material focused on why and how Fusion Platform is the right choice for those seeking ease and practicality in implementing and expanding electronic document management solutions.

    Enjoy your reading!

    What is Electronic Document Management?

    Also known by the acronym EDM, Electronic Document Management is a tool that allows your business to capture, store, manage, edit, validate, access, archive, and dispose of documents efficiently.

    This management capability is key to storing, in a unified and centralized manner, a large volume of digital documents. Compared to physical or printed documents, they are easily scanned to become readily accessible electronic elements.

    One of the main purposes of EDM is to streamline daily work, contributing to better employee performance and productivity. Imagine how much time a professional spends searching for a contract with a specific supplier among physical files.

    Wouldn’t it be much more practical to search for a keyword directly in a system and have access to all documentation digitally?

    Or worse, what would a professional, working from home, do if they needed a specific manual to do their job and it only exists in physical format, in the company that is miles away from where they live? A noteworthy fact is transforming the company into a paperless environment, more sustainable and responsible towards environmental issues. Not to mention issues related to loss, misplacement, and leaks of information.

    As you have already noticed, EDM furthers digital transformation throughout the entire company, including of course for documents.

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