Using Document Automation

In Government

Contents3 – The Government Industry

4 – Managing Internal Resources

5 – Staff Motivation

6 – Government Staff Statistics

7 – Improve The Management Of Your Resources

8 – Process Visualization

9 – Managing Your Infrastructure

10 – Automating Your Processes

11 – Staff Productivity

12 – Implementing Automation

13 – Motivate Your Staff

14 – TheFormTool – What Is It?

15 – Welcome to The Future - TheFormTool PRO & Doxserá

16 – Want More Information?

17 – Image Credits

Government

Governments at all levels produce enormous

quantities of repetitive documents that need

to be timely and free of errors. Limited

resources make this an ever more difficult

task, especially as demands for information

increase.

Data collection and reporting are part and

parcel of the normal workload for those

working in government. However, these can

create difficulties when managing internal

resources, including:

• Time allocation for the increase in

paperwork

• Needs to recruit and train new personnel

• Reduced productivity

• Decreasing job satisfaction

Managing Internal Resources

Staff Motivation

Government Staff Statistics

A survey conducted in 2014*, revealed the following statistics for those working

in Government:

• 35%* of respondents reported that they were moderately satisfied with their

role

• 41%* claimed that they felt their productivity was average

• Respondents stated that poor communication, red tape, dated technology

and a lack of organization are the main problems holding them back

• 6%* claimed that they spent more than five hours a day managing

paperwork

*Full Report

By reimagining your internal resources you can

improve the overall effectiveness of your

operations and ultimately improve staff

motivation:

Encourage Communication Beyond Email:

Email in itself creates additional admin, which can

increase staff work load. Although communal

areas and face-to-face communication is not

always possible and practical, using instant and

video messaging software can reduce time and

create a more efficient way of sharing information.

Improve Communication

Visualize Your Processes:

Restructuring can cause uncertainty and drain

financial resources. Sometimes the needs of the

staff isn’t communicated effectively.

Consider creating maps of your processes which

staff can refer to, and use these as a tool for

planning or soliciting comments on

improvements.

Process Visualization

Consider the following:

Dated Technology:

Although the costs of replacing hardware can be difficult

to justify in the short term, software updates and faster

processing can result in a more efficient and productive

work force. Ensure that software is compatible with all

hardware before purchasing.

Improve Your Project Management:

Incorporating software that allows you to view projects

from a holistic perspective will give staff a greater

understanding of what needs to be achieved. Document

automation can speed up administrative processes.

Managing Your Infrastructure

Ensuring you have the right hardware

and software for your organization plays

a huge in your team’s productivity. By

automating your processes, you free up

precious time — enabling you to:

Reduce Time Associated With

Document Creation:

Bring in relevant data and populate the

appropriate fields with the desired

information, all with the touch of a button.

Not only does this reduce the burden of

repeatedly searching through various

sources, it also maintains consistency.

Automating Your Processes

Enable Your Staff To Do More:

Improve your staff’s productivity by

freeing up their time, enabling them to

focus on more pressing issues, such as

responses to stakeholders and other

operations.

Motivate Your Staff: Reducing the

monotony of document creation

through automation will improve staff

moral by enabling them to take on

more responsibility for tasks relating to

the core organization objectives.

Staff Productivity

Implementing Automation

For those already using automation software, research has shown a

considerable difference in staff capabilities and performance:

• 41%* of respondents stated that software which automated document

creation noticeably improved their productivity

• 88%** of those using software from TheFormTool said that the time they

saved was their top benefit

• 72%** of customers praised TheFormTool for its ease of use

• Over 59%** of those working in government are missing out on these

benefits from automation software

*Full Report

** http://www.slideshare.net/BobChristensen

Motivate Your Staff

TheFormTool – What Is It?

TheFormTool is business

automation software which

enables staff to create even

complex reports and other

documentation 90% faster

compared to generating

them manually.

Welcome To The Future - TheFormTool PRO & Doxserá

Whether it’s a 50,000 word complex document, or a 300 word

executive summary, TheFormTool PRO and Doxserá enable

those working in government to produce consistent and

accurate documents while reducing pressure on staff and

internal infrastructure.

Want More Information?

www.theformtool.com | 866 311 6000 | info@theformtool.com

612 Woodland Square Loop SE, Suite 300, Lacey, WA 98503

If you would like to know more about TheFormTool PRO

or Doxserá and how they can help with automating your

financial processes: choose one, click one.

Image Credits

• http://www.bigstockphoto.com/image-44984668/stock-photo-law-books-and-symbols

• http://www.bigstockphoto.com/image-64194607/stock-vector-government-buildings-icons

• http://www.bigstockphoto.com/image-4220476/stock-photo-stack-of-papers• http://www.bigstockphoto.com/image-48056750/stock-photo-woman-is-sitting-on-a-

chair-in-the-studio-and-is-demotivated-or-frustrated%2C-even-clueless-or-bored• http://www.bigstockphoto.com/image-48056750/stock-photo-woman-is-sitting-on-a-

chair-in-the-studio-and-is-demotivated-or-frustrated%2C-even-clueless-or-bored• http://www.bigstockphoto.com/image-36413044/stock-photo-technology-in-the-

hands-of-businessmen• http://www.bigstockphoto.com/image-59586854/stock-photo-successful-motivated-

multiethnic-business-team• http://www.bigstockphoto.com/image-40193056/stock-photo-child-with-many-

question-marks