While fictional ghouls, witches and zombies have terrified people on movie screens this Halloween season, we know it’s the very real fears about creating documents that keep you up at night.
One of them? Errors.
When you inadvertently send a mistake-riddled document to a customer, prospect or colleague, it’s enough to make you scream as only a scary movie hero or heroine can.
We want to help you avoid experiencing one of those cringe-worthy moments that makes you want to jump into the computer and physically grab a document out of cyberspace. In honor of haunting season, below are five of your biggest fears about creating documents.
A misspelled word in a document? Embarrassing. Misspellings and typos can make colleagues, customers and companies question your credibility. Running a spellcheck on a proposal but forgetting to replace the name of the last company or prospect with the current one? Confusing “their” with “there”? Cringeworthy.
It’s amazing how often people catch typos in a document. A small grammar or spelling mistake might divert their attention from the important information you’re trying to convey. Don’t let typos and other errors distract from the real substance of your documents.
2. Skipping Legal Review and Approval
If one mistake can come back to haunt you, it’s skipping legal review.
Your organization’s attorney can protect your business by identifying potential problems with your documents early on.
Often, the pain is not so much in the review itself, but in the time it takes. While it’s not always easy to find that time with fast-moving projects, build in time for legal review when you’re creating documents. It’s a crucial step of the document creation process and skipping it is just not worth the risk. This legal review process takes much less time and causes significantly fewer headaches when it’s automated.
3. Losing Control of Your Brand
Adding the personal touch to a document is good marketing. But we’ve all seen examples of instances where it goes wrong. Brand standards are not about handcuffing creativity, but about ensuring that a company presents a consistent brand across all channels, including documents.
This is important because consistent branding makes it easier for prospective customers to recognize the unique attributes of your products and services, and builds the loyalty of existing customers.
“Don’t create an unprofessional image for your company by using inconsistent fonts and styles,” according to The Belford Group’s post Why Consistency is Important in Branding. “Random fonts and styles on materials for your business can mute the voice of your brand and conveys a lack of structure.”
Collaboration is key when working across internal teams to create a consistent look and feel in all of your company’s collateral.
4. Lost Data
OK, maybe the data is not literally “lost.” It’s in a document. You’re just not sure which document and where you can find that document. ”Somewhere on my desktop” can mean a lengthy search depending on what your desktop looks like.
Lost data is both a security risk and a productivity problem. The resolution to this fear of creating documents needs to address both of those concerns. Important company data should sit in Salesforce or your CRM system rather than just on an employee’s desktop. And in order to do that, you need to define your document creation process, which can be a challenge of its own.
Apple Co-founder Steve Jobs famously said: “The most precious resource we have is time.” You have numerous things on your plate. The last thing you want to do is waste too much of that time building documents from scratch each time.
Time spent creating documents is without a doubt most people’s biggest document creation fear. The hours spent maintaining version control, formatting and editing, and content management can quickly add up and mean fewer hours spent on business-critical responsibilities.
Top Fear-Buster – Document Generation
This exploration of document creation issues may have reminded you of all of your manual process fears. But we’ll leave you with the satisfaction of knowing that Nintex Drawloop® Document Generation is all about solving these fears.
Document generation helps alleviate your worst headaches and provides you an incredible productivity boost for your organization. It does this in a few ways:
- Instead of working in original documents, you work with templates that are already typo-free.
- Templates must be merged with Salesforce or another database so the data in documents will also be the most up-to-date possible.
- It takes legal much less time to review documents created via document generation in Salesforce. With pre-approved templates, that step may even be unnecessary.
- End users can’t change the original template so branding stays consistent.
What Works For You When Creating Documents?
And the time it takes to generate these documents? Just minutes, versus the hours it takes with traditional document creation.