How Does Document Automation Benefit IT Staff?

documentation automation

Documentation Automation has so many benefits for your IT team.

For many, when they have a technical problem, they call IT for help.  Now, who does IT call when they have a problem?

One of the challenges IT has to deal with is creating and managing documentation, ensuring it is kept up to date and that any new use cases are captured. Documentation automation is the best solution. Smart IT people are turning to document automation software to make their work easier.

Having to carry out extensive documentation during development procedures can be a thorn in the side of your IT team. However, it is necessary to keep records, particularly for repeatable processes that may require the involvement of other people. You do not want to burden a new contributor to a project with the task of trying to solve a process that you have already solved.

Defining repeated processes enables team members to dive into the core business of a project without wasting time doing something that had already been done. Documenting the processes, therefore, will save time and energy.

The process of creating documentation, however, is tiresome and slows down projects. This where automation software can help solve the problem. By using software to keep records of the different processes, everyone can work faster.

But even still, some IT teams may hit a dead end as they try to systemize processes. They may find the automation process a bit complex since it cannot be executed in a single step. There’s also the perception that, after all, documentation will become outdated anyway.

With document automation software for IT, however, the process is not complex and can reduce over 40% of document-related costs. It is designed to perform its role in whatever process it may be deployed. It is mainly about installing and integrating it so that the task of generating necessary documents is taken care of.

So how is document automation making the IT guys job easier? Here are some of the ways you need to know.

Documentation Automation Saves Time 

In every industry, saving time is a common benefit of automation. The IT industry is no different. As we have discussed above, through document automation, the IT department has one less important task to worry about. Instead of trying to develop software and, at the same time, take a break to document the entire process, IT teams can install software that will generate the necessary documents for the processes.

Tracing What Went Wrong is Easier 

documentation automation

When developer teams decide to carry out their work without documenting it because they find the process too troublesome, they can end up with even more work to do if something goes wrong. Trying to establish why an app is not working the way it should becomes a long process if there is no documentation to show what steps were taken or what may have been missed out.

Document automation ensures that IT teams follow the advice to document every step; in the end, finding out what may have gone wrong is simply a matter of going through the documents to see what is not right.

Documentation Automation Makes Replicating Processes Easier 

Automated documents are not just for correcting mistakes; they also serve as a reference when things go right. The success achieved in one process can be replicated for the next process as well. This means you do not have to involve the same team to develop a particular app or software since the process they followed is already recorded and can be followed by other teams to achieve the same results.

This makes collaboration much easier and saves the same IT guy from traveling to different places to help set up a process that they completed successfully.

Fewer Support Calls 

Ease IT burden with documentation automation

Within different organizations that depend on documents, there are usually so many support calls to the IT guy requesting assistance for so many problems, including the most basic things like changing the format of text or problem printing because of a paper jam or something like that. These distress calls take up a lot of time that could be spent attending to the core IT needs of an organization.

Document automation cuts down on the number of such calls because almost everything is set using templates, and the software will handle what happens to the document after it is generated. Most organizations that switch to automation also use less paper, which means faulty printers will rarely be an issue that requires the IT guy to run up and fix.

Generally, this software is intended to give non-IT users the ability to perform tasks that they would have needed to involve IT to perform. IT can be assured that they do not have to spend hours and even days writing code for repeated processes within an organization. The programming is done while the software is being designed, so when it is implemented, it is more about drag and drop as well as providing answers to a questionnaire.

Documentation Automation = Reduced Security Threats

security threats reduced

The IT guy within an organization does not have to worry about the security of the documents since the software provides cloud storage. In most cases, documents stored in the cloud are protected by the service provider. The IT department within an organization simply needs to worry about internal security, which is easier to secure by setting access levels. As long as users are not sharing passwords, there are fewer incidences of security breaches.

Document Automation Enables Remote Assistance 

Even when the IT guy needs to assist a distressed user, usually, they can do that remotely since the documents are accessible to multiple users with authorization. If, for example, a template needs to be adjusted, the IT guy can access it from their device, make the changes and then make the new template available to everyone without having to go to each user’s computer to update the template. This applies to all other updates.

How Document Automation Works?

how automation works for documentation
Images sourced from www.pixabay.com

Software designers may have unique features within their software; the principle of documentation automation software remains the same. The idea is to limit the amount of work a developer has to do to produce a related document.

Most document automation software depends on templates to produce forms used to complete a document. Creating this form is just the beginning of the document generation process. The software will also fill in necessary information like dates, headings as well as implement set formatting guidelines.

In case the document includes figures that need to be calculated, the software will quickly calculate values based on set formulas. This makes coming up with accurate data much simpler.

Document automation software is designed to handle just about any type of document – making the job a lot easier for your IT team.

Summary:

How Does Document Automation Benefit IT Staff?

Documentation Automation has so many benefits for your IT team. Having to carry out extensive documentation during development procedures can be a thorn in the side of your IT team. However, it is necessary to keep records, particularly for repeatable processes that may require the involvement of other people. Documentation Automation Saves Time. It Makes Tracking Problems Easier. It Makes Replicating Processes Easier. Document Automation Results in Fewer Support Calls. It Means Reduced Security Threats. It Enables Remote Assistance.

Share
Share on facebook
Facebook
Share on twitter
Twitter
Share on linkedin
LinkedIn
Share on email
Email
Genesis Abel

Genesis Abel

Genesis Abel has more than ten years of experience writing and marketing about SaaS technology, document automation, and currently works as a digital marketing strategist for Windward Studios. He is currently focused on Automation trends and Google Analytics.

Stay Up to Date

Join the 12,713 others that get technology news, reports, insights and research delivered right to their inbox.