How Your Document Habits are Destroying Productivity
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The document discusses how poor document habits hinder productivity in organizations, emphasizing that many knowledge workers still rely on email for document reviews and collaboration. Insights reveal significant productivity losses due to outdated tools, lack of training, and reliance on traditional document processes, costing employees an average of 11.2 hours per week. Recommendations for improvement include adopting better tools, utilizing e-signature solutions, and fostering smarter collaboration practices.
How Your Document Habits are Destroying Productivity
- 1. Sam Thorpe Director, Product | Nitro HOW YOUR DOCUMENT HABITS ARE DESTROYING PRODUCTIVITY
- 2. WHAT WE’LL COVER 1. Insights into document habits that are hurting productivity 2. Impact of Nitro & PDF Association survey findings 3. Ideas for increasing your own organization’s productivity
- 3. JUST ANOTHER DAY AT THE OFFICE…
- 4. With so many document technology solutions available, why don’t our organizations feel more productive?
- 5. 92% of knowledge workers still conduct document reviews via email 83% of knowledge workers report experiencing document collaboration issues 2% of contracts executed in North America in 2013 were e-signed Source: Harris Interactive Knowledge Worker Survey 2013 Well, because we’re not.
- 6. THE TRUE COST OF DOCUMENT CHALLENGES PER EMPLOYEE 11.2 Hours per week Source: IDC, September 2012 22.7% Time spent per week 9.8% Organizational productivity lost
- 7. COMMON PRODUCTIVITY KILLERS • Don’t have the right tools • Ineffective use of existing tools • Path of least resistance • Old habits (“What we’ve always done”) • Lack of training & education
- 8. What are workers doing? Why is this occurring? How can we improve productivity?
- 9. “THE STATE OF DOCUMENT PRODUCTIVITY IN THE WORKPLACE” THE SURVEY
- 11. DATA HIGHLIGHTS & INSIGHTS
- 12. How often do you perform the following actions when working with PDF? 2.3 2.4 2.9 2.9 3.0 3.0 3.3 4.1 4.5 0 0.5 1 1.5 2 2.5 3 3.5 4 4.5 5 password e_signing review_marking_up converting edit_text_image filling forms sharing printing reading Average Frequency (1 = Never; 5 = Very Frequently)
- 13. How often do you perform the following actions when working with PDF? Respondents said they perform the following 5 actions most frequently:
- 14. How often do you perform the following actions when working with PDF? Respondents said they perform the following 5 actions most frequently: Printing is second only to reading.
- 15. Approximately how many times per day do you use a printer, scanner or copier? 1% 25% 26% 17% 31% 0% 5% 10% 15% 20% 25% 30% 35% "0" "1-2" "3-5" "6-9" "10+" Usage Per Day
- 16. Approximately how many times per day do you use a printer, scanner or copier?
- 17. Approximately how many times per day do you use a printer, scanner or copier?
- 18. Insight #1 You’re likely not as paperless as you could be, resulting in increased costs, slower revenue recognition and delayed service delivery.
- 19. What are the three biggest PDF- related challenges you face? 0% 1% 3% 5% 14% 14% 15% 17% 30% 0% 5% 10% 15% 20% 25% 30% 35% Compliance/Standardization PDF Education Feature related None Sharing Collaborating Reviewing Signing Editing
- 20. What are the three biggest PDF- related challenges you face? Respondents said the following represented their top 3 challenges:
- 21. What are the three biggest PDF- related challenges you face? Respondents said the following represented their top 3 challenges: In large organizations, only 43% had a PDF editor. In smaller organizations, only 26% had a PDF editor.
- 22. What are the three biggest PDF- related challenges you face? Respondents said the following represented their top 3 challenges: Most forms of collaboration were seen as equal challenges.
- 23. Insight #2 Your employees may lack the tools, systems and training they need to edit & collaborate effectively, costing productivity.
- 24. On average, how many email attachments do you receive/send each day? 16% 29% 25% 29% 0% 5% 10% 15% 20% 25% 30% 35% "0-2" "3-5" "6-10" "11+" Number of Email Attachments Received 25% 32% 21% 22% 0% 5% 10% 15% 20% 25% 30% 35% "0-2" "3-5" "6-10" "11+" Number of Email Attachments Sent
- 25. On average, how many email attachments do you receive/send each day? Workers receive documents as email attachments, reported 1/3 of respondents 11+ times per day 6 times per day Workers send documents as email attachments, on average Receive Send
- 26. Insight #3 Email attachments continue to be the way your employees transmit documents, which lacks security and traceability.
- 27. Where are the majority of your work documents stored? 78% 12% 11% 81% 7% 12% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% Computer/Network Folder Online Storage Filing Cabinet 1-100 empl 100+ emplOrg Size
- 28. Where are the majority of your work documents stored? 78% 12% 11% 81% 7% 12% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% Computer/Network Folder Online Storage Filing Cabinet 1-100 empl 100+ emplOrg Size Most documents remain stored on an employee’s personal computer.
- 29. Insight #4 Your employees are storing documents in email, their personal computer or network shares.
- 30. Approximately how many times per day do you use PDF documents? 16% 25% 19% 40% 0% 5% 10% 15% 20% 25% 30% 35% 40% 45% "0-2" "3-5" "6-9" "10+" Usage Per Day
- 31. Approximately how many times per day do you use PDF documents?
- 32. THE TRUE COST OF DOCUMENT CHALLENGES PER EMPLOYEE 11.2 Hours per week Source: IDC, September 2012 22.7% Time spent per week 9.8% Organizational productivity lost
- 33. Insight #5 Optimizing document productivity represents a serious ROI and optimization opportunity for businesses.
- 34. KEY SURVEY HIGHLIGHTS 1. Many businesses are still not paperless. 2. Employees often don’t have the tools, systems or knowledge to create & collaborate. 3. Employees are sending documents via email, instead of leveraging e- signing, sharing & collaboration tools. 4. Too many employees store documents on their personal computer or left in email. 5. Document productivity optimization is an area of untapped ROI potential.
- 35. IMPACT OF FINDINGS Most business are plagued by a few – or all – of the following document productivity conditions: 1. Slow, high-cost physical processes 2. Lack of visibility, traceability and search-ability 3. Security risks 4. Employee frustration & productivity loss 5. Lack of modern systems, adoption & training
- 36. 3 PRACTICAL IDEAS FOR IMPROVING DOCUMENT PRODUCTIVITY
- 37. #1 GET THE RIGHT TOOLS Create Generate industry-standard PDF and PDF/A files from 300+ source file formats. Combine Merge multiple documents into one PDF and convert entire collections of files in a single step. Scan & OCR Create searchable and/or editable PDF files from image- based documents and scan direct to PDF. Edit Make changes to text, images, and pages directly in PDF documents with intuitive editing tools. Forms Design interactive PDF forms complete with check boxes, buttons, text fields, and JavaScript™ controls. Convert Accurately convert PDFs back to fully formatted Microsoft® Word Excel® files in seconds. Compatible Create and view PDF files that are 100% compatible with other PDF solutions, including Adobe Acrobat. DMS Integration Integrate with document management systems such as Autonomy WorkSite and iManage, Microsoft® SharePoint®, and more. Administration Streamline deployment with centralized license management and automated software rollout. Secure Remove sensitive content permanently with redaction. Apply passwords, certificates, and 256-bit encryption to documents. Collaborate Add comments, sticky notes, and markups. Easily track and summarize document review cycles with multiple contributors. Sign Create and manage digital IDs. Apply digital signatures faster with one-step profiles or QuickSign™ document in seconds.
- 38. …AND DEPLOY THEM PROPERLY • Obtain affordable solutions with licensing options to support your entire company wall-to-wall. • Look for simple deployment mechanisms for seamless companywide rollout. • Accept nothing less than superior service and support to ensure your and your user’s adoption and success. • Remember to model desired behaviors – don’t take training for granted.
- 39. #2 SPEED UP SIGNING • E-signature solutions do more than capture signatures - they manage process workflows, line of business connectivity and governance • 80% reduction in turnaround times • $20 average per document savings • Customers now want e-signatures • Improved customer experience increases loyalty by 5x Average time to collect a physical signature Source: Ombud Open Research 2013
- 40. CASE STUDY: Before e-signatures… 2DAYS Average services provisioning time After e-signatures… Source: Ombud Open Research, Salesforce.com Interview May 2013 60% of services Enabled within 15 minutes 90% of services Enabled within 1 Day $19.35 Average Savings per Document (as high as $50 per document in some cases)
- 41. CASE STUDY: KISSmetrics said they’re seeing approvals come back 10 times faster than with their old process using traditional wet-ink signatures. 10x FASTER
- 42. #3 COLLABORATE SMARTER Most documents still begin life on the desktop… …but are increasingly signed, shared and stored via cloud services.
- 43. Desktop Cloud Document Authoring Traditional document creation across a variety of file types Old World Fidelity Looks the same on any device and in print (requires PDF reader) Content Protection Prevent editing, copy/extraction and printing (requires PDF reader) Old and New World Fidelity Even in browser and mobile worlds; requires web browser only Digital Rights Management Lock/unlock content and features, track shares, set and reset permissions remotely Sophisticated Collaboration Enable markup and review, commenting and messaging, versioning Workflow Enable e-signing, approval flows, workflow logic, storage and archival connectivity Ecosystem Integration Connect intelligently to all the places you author and store content Track Everything Track views, shares, signatures, comments, versions, messages and everything else in one place Simple Collaboration Enable desktop-based collaboration while protecting original content (requires installed software)
- 44. Cloud-based signing, storage and collaborating platforms will become must-have utilities for increasingly distributed internal & external business needs.
- 45. In summary…
- 46. 1. Get The Right Tools 2. Speed Up Signing 3. Collaborate Smarter 4. Bonus: Remember, don’t take training for granted. Train and model the behaviors you expect. THREE WAYS TO INCREASE DOCUMENT PRODUCTIVITY
- 47. Thank You!
- 49. WHAT WE DO AT NITRO Twitter: @NitroHQ | #SmartDocuments Nitro Pro The first and leading alternative to Adobe® Acrobat®. Nitro Cloud The easiest way to e-sign, collaborate, and share documents.