According to a study from Deloitte, around 80% of small businesses don't take full advantage of technology. While midsize and larger organizations — which often have in-house technical resources — tend to adopt solutions at a faster rate, there's plenty of room for improvement in those businesses too. And ease of use plays an enormous role in determining whether businesses can successfully integrate a document management solution (DMS) and other technology.
Choosing user-friendly software for your organization helps ensure increased buy-in and adoption. Tools that don't frustrate your staff — or make them think their job is being made harder — are much easier to implement. Learn more about what makes software meet these criteria below.
What does user-friendliness mean for software?
What are the qualities you should seek out?
1. Easy and simple installation and updates
2. A clean user interface that’s visually appealing
- Has a streamlined user interface that displays individual tasks or one task type at a time. (If a user can pick every option the software offers from one screen, that's too much.)
- Lets you declutter with role- and user-based customization
- Offers an interface that is visually appealing to a wide range of users
3. Intuitive operation that's familiar to the user, including straightforward navigation
4. Operation that's efficient
- Opportunity for office automation. Tedious, repetitive and simple tasks can be automated to remove the burden from staff and let them focus on more high-value tasks.
- Flexible integration capability. Look for both integration capability that doesn’t depend on internal IT support and the availability of more sophisticated tools like a REST application program interface (API).
- Smart workflows. Review the software’s capabilities to ensure it can accommodate the workflows you want to automate. If one task requires a piece of information and you have to close that task to get to the data in another area of the software, that's not efficient.
5. Doesn't require additional software resources (but also doesn't rule them out)
6. Has security that meets or exceeds industry standards
7. Comes with extensive support options
- A blog or a newsletter, educational videos and a searchable knowledge base. When you can read articles about specific features and benefits in a blog or newsletter — or watch videos on how to use them — you can ensure your teams are optimizing productivity and efficiency with the solution. A searchable knowledge base will provide answers to commonly asked questions.
- Customer forums. These online discussion boards enable you to become part of a user community and collaborate with your peers at other companies.
- Automatic updates. If you opt for cloud-based software, automatic updates ensure the version that you’re working with is always the one that's supported and most secure.
- Support contact options that work for you. Vendors may provide support via phone, chat, email or in person. Look for software solutions backed by the type of support that works best for you and your teams.
What makes DMS software user-friendly?
- Scalable cloud-based storage and software that supports remote teams
- Highly usable tools and seamless integration.
- Ability to integrate e-signatures to eliminate the need for hard copies, scanning and waiting for signed documents to be mailed or emailed
- Easier compliance because of the correct handling of audit-related documents, protection of confidential employee information, easily accessible proof that compliance standards have been met and automated retention schedules
- Intelligent and automatic indexing, classification capabilities that increase findability and version control
Frequently Asked Questions
Why is it so important for software to be user-friendly?
What are some examples of user-friendly software?
How can user-friendly software impact your business?
- Higher adoption rates. Users are more likely to be willing to use new software if it's not hard to learn and work with.
- More productivity. Efficient software lets staff get more done in the same amount of time.
- Happier staff. Teams that use digital tools to help them get more done and meet their goals tend to have higher morale. They’re also freed up to use their talents, expertise and customer service skills which contributes to job satisfaction.
- Ability to keep up with the pace of modern business. Streamlined processes made up of simple, meaningful steps maximize your company’s ability to react to changing economic conditions and stay competitive.
- Cost savings. Software that works alongside teams to supports better processes that saves time and money in the long term.
Learn more about document management.