- Focus on when documents are due and expediting them, not waiting for them to be expedited.
- DocBoss tracks all “in process” documents, defines expected documents and sets delivery targets.
- Sends alerts and status reports to keep the project on track.
You know the drill: You have multiple projects submissions in the pipe, and Project A should be nearly ready for submission, but instead of keeping up with the expected delivery dates, the project submission falls behind while you work on another project. In order to get the final items ready, resources are pulled from Project B to help – people make mistakes when they’re stretched – and more project submissions fall behind.
It’s a domino effect and at the end there are holdbacks and missed opportunities – not to mention unhappy team members and maybe even an unhappy customer(s). If this sounds familiar, it’s time to take control of your documents and look to adopt a more proactive approach.
Generally speaking, proactive document management means thinking ahead, anticipating and planning for change or crisis. Reactive management means reacting to change or crisis after it happens.
So what exactly is proactive document management?
Simply put it’s the practice and use of tools that allow you to know when documents are due and expediting them right then, rather than waiting and risking missing these cues. Using the right software (goodbye Excel spreadsheets!) is the first step in the right direction to getting your submissions on track and even automated.
One of the biggest complaints we hear from document controllers is that their current processes don’t enable them to properly handle document revisions and don’t enable them to understand where a certain document is in the process at any given time.
DocBoss is document control software specifically for suppliers that can help you become the proactive document manager. Not only can DocBoss track all your “in process documents”, but it can define and set delivery targets, keeping you on track with alerts and reports so you can see at-a-glance where certain submissions are at any given time.
Do you want to pre-define the document index so you have something to expedite before you actually have the documents? Now that’s what we call pro-active! And you can do this with DocBoss.
No one likes surprises and managing a crisis at the last minute. Using software like DocBoss that thinks for you and gives you the information you need to get the job done proactively is the modern way to handle the document control function.