People are still adapted to manual management systems. It seems quite difficult to adopt the latest technology but must say, it’s quite very difficult to achieve efficiency and reliability using manual work at all. Things are not practically difficult, we make them seem difficult. To count the number of employees, students, officers, etc, we do it manually rather than just running a simple software which makes the work more simple, productive, and easier. The calculator is one best example to understand the difference between manual working and automatic working. It increases the efficiency and reliability that no human can. A human can make mistakes but a calculator does not. Likewise, the management needs to understand the importance of Automation over manual strategy.
Time Consuming :
Manually managing is a tough and time-consuming process. Handling every document and storing them safely is not an easy task. It’s not only about security but also about transporting or carrying out documents at different places. Physically carrying the documents and handling them is a task. But if you are equipped to use an IT tool then you can travel with years of data in just an eraser size pen-drive.
Increases Cost :
One of the biggest drawbacks of a paper-based document management system is the associated costs. These costs quickly sum up and can become a significant expense in larger organizations leading to a decrease in organizational profit. Documentation, record keeping, storage, etc are altogether very costly processes while manually managing a system.
Insufficient Storage Space :
Paperwork can take up a humongous amount of space, and the need for space will increase as the number of documents increases with an increase in the growth of the business. The business increases, paperwork also increases, data will increase, records also increase leading to insufficient space.
Lack of Security :
The paper document is less secure and stable compared to an electronic system. Misplaced documents can easily get into the wrong hands. Nonencrypted servers can be a source of hack ware for hackers to crawl in. If you lost them somewhere, there is probably no chance of getting them back. The leak of confidential documents can cost you a large amount or worse your job. Clients expect their information to be in secure hands. If you can’t hold this safe discreet and stabilized, then you are at the potential risk of losing them.
Modification of data :
When you are working with paper documents, it is much harder to make changes, alterations whenever and wherever necessary. If you want to make any change you may have to make a copy, so you don’t destroy the original with any edits or comments you might add to it, allowing you to keep track of changes and letting you modify with no hassle. On The Other hand, this means the editing process is more time-consuming and costly than if you were working with hard copies that were meant to be original and burdensome to sort around.
Data accuracy in a computer data entry activity is of ultimate importance. So is the accuracy that comes in all aspects without being mentioned. Manual data entry is capable of being more accurate than automated data entry because of the level of care that goes into handling a specific task. The human data entry operator can recognize and fix errors when spotted which may lead to fewer errors than in an automated system. However, the extent of manual data entry is more accurate when the method of operation in place lays more emphasis on data accuracy.
Lacks the culture of innovation:
Manual processes that have never been challenged enough create the long-term for mediocre performance, whereas the exercises of exploring solutions to problems create the right sparks in helping people on the team grow and inevitably serve stakeholders in a more impactful and effective way to grow and grow in business. Staying rooted to manuals only means staying rooted to an ancient method of running the business and that means you go linear in expansion whereas people tend to leap the exponential growth which is business all about.
Conclusively speaking there is a definite amount of Clarity around the process:
Automated processes often result from highly systemized and documented processes, or they are created as an ingredient to automation. The difference between two organizations where one runs on a manual process and another with automated processes is the above-mentioned exponential rather than linear, the company with an automated process can indefinitely reinvest savings from resources and time, towards high impact projects, rather than spending their quality time duplicating files, moving files, counting staffs and processing manual payrolls or manual data entry.