Every business has bottlenecks. They may not be obvious at first, but they become clear when a contract takes too long to get signed, employees spend hours searching for the right file, or customer service slows down because someone is stuck manually entering data.
When work slows down, it doesn’t just affect employees, it impacts the entire business. Teams get stuck handling repetitive tasks instead of focusing on what matters, and clients notice when things take longer than expected.
For businesses, these inefficiencies are more than just minor inconveniences. They can be the difference between meeting a deadline and losing a customer. Fortunately, document automation can eliminate many of these roadblocks.
By streamlining how businesses handle documents—whether it’s capturing data, managing approvals, or ensuring compliance—automation helps teams work faster, smarter, and with fewer mistakes. Let’s look at some of the most common workflow bottlenecks and how automation solves them.
Understanding Workflow Bottlenecks
What Exactly Is a Bottleneck?
A bottleneck is any point in a process where things slow down because of inefficiencies. This could be a step that requires manual intervention, an approval process that drags on, or a system that isn’t integrated with others.
These bottlenecks are often the result of outdated processes, fragmented technology, or simply not having the right tools in place.
47 percent of employees say their company’s digital organization system is not easy or effective to navigate. – Adobe
Where Workflows Break Down
Here are some of the most common workflow challenges businesses face when dealing with documents:
- Manual data entry: Employees waste valuable time inputting information instead of focusing on higher-priority tasks.
- Slow approvals and signatures: Documents get stuck in inboxes, waiting for a decision or a signature.
- Disorganized document storage: Employees spend too much time searching for the right file.
- Version control issues: Teams accidentally work on outdated versions of documents, causing confusion.
- Compliance and security risks: Sensitive documents are handled in ways that expose the business to unnecessary risk.
These issues are more than just annoying, they directly impact business performance. The good news? Automation can significantly reduce these bottlenecks, making workflows smoother and more efficient.
How Document Automation Eliminates These Bottlenecks
1. Automating Data Capture and Input
The problem: Businesses rely on employees to manually enter data from invoices, contracts, and other forms into different systems. Not only is this tedious, but it also leads to errors.
How automation helps: Document automation tools extract information from scanned documents, emails, and PDFs using optical character recognition (OCR) and smart data capture. Instead of spending hours on data entry, employees can focus on meaningful work.
The impact:
- Reduces human error
- Speeds up document processing
- Ensures consistency across systems
2. Streamlining Approvals and E-Signatures
The problem: Documents that require approval—whether it’s a purchase request, a legal contract, or a customer form—often sit in inboxes waiting for someone to act. When approvals are handled manually, they get lost, delayed, or forgotten.
How automation helps: Automated workflows route documents to the right person and send reminders until action is taken. E-signatures eliminate the need for printing, signing, and scanning.
The impact:
- Faster decision-making
- No more lost approvals
- Smoother collaboration across teams
3. Centralized Document Storage with Smart Search
The problem: Employees spend far too much time looking for files. Some documents are saved in email threads, others on desktops, and some in physical filing cabinets.
How automation helps: A centralized document management system (DMS) keeps everything in one place. Advanced search tools allow employees to find documents instantly using keywords or metadata.
The impact:
- No more wasted time searching for files
- Secure access to documents from anywhere
- Organized, structured storage instead of scattered information
4. Version Control and Real-Time Collaboration
The problem: Employees often save different versions of the same document, leading to confusion over which one is the most up to date. This results in errors, duplicated work, and frustration.
How automation helps: Document automation tracks changes, ensures only the latest version is accessible, and logs edits in real-time.
The impact:
- Eliminates version confusion
- Enhances team collaboration
- Reduces mistakes and unnecessary rework
44% of businesses said that the ability to share, edit and access files remotely is the most important benefit of digital document processes. – Statista
5. Enhancing Security and Compliance
The problem: Sensitive documents are often shared via email, printed unnecessarily, or stored in places where access isn’t restricted. This creates security risks and compliance issues.
How automation helps: Automated systems control access permissions, track document usage, and enforce compliance policies (such as HIPAA, GDPR, or industry-specific regulations).
The impact:
- Protects sensitive business and customer data
- Helps businesses meet regulatory requirements
- Reduces the risk of lost or mishandled documents
Real-World Scenarios
Scenario 1: A Growing Marketing Agency
Problem: The agency’s team was spending hours manually transferring client information between systems, leading to duplicated efforts and occasional mistakes.
Solution: Document automation now ensures that client data is automatically captured and shared across platforms.
Result: Employees have freed up valuable time, allowing them to focus on creative work instead of admin tasks.
Scenario 2: A Medical Practice Handling Patient Forms
Problem: Staff was relying on paper-based patient intake forms, which sometimes got lost or took too long to process.
Solution: Digital forms were introduced and now automatically route patient data to the correct system.
Result: Patients are checked in more quickly, records are more accurate, and staff has fewer administrative burdens.
Scenario 3: A Legal Firm Managing Contracts
Problem: Client contracts were taking weeks to finalize due to slow approvals and manual back-and-forth emails.
Solution: Automated approval workflows and e-signatures have streamlined the process.
Result: Contracts are now signed and finalized in half the time, improving client satisfaction.
How to Get Started
Step 1: Identify Your Biggest Bottlenecks
- Where do processes slow down the most?
- Which tasks are the most repetitive?
- What inefficiencies frustrate employees the most?
Step 2: Choose the Right Automation Approach
- Identify which processes can be improved through automation.
- Consider workflows that require frequent approvals, data entry, or collaboration.
- Work with a technology provider to determine the best solution for your business.
Step 3: Implement in Phases and Train Employees
- Start small—automate one process at a time to ease transition.
- Provide proper training to ensure employees understand and embrace the new system.
Step 4: Measure Success and Optimize
- Track key metrics like time saved, error reduction, and process speed.
- Continuously refine workflows to maximize efficiency.
A Smarter Way to Work
Bottlenecks in document workflows aren’t just minor inconveniences; they hold businesses back. Manual data entry, slow approvals, and scattered files waste time and cause frustration.
Document automation removes these inefficiencies for good. By streamlining approvals, ensuring version control, and improving security, businesses can work faster and more effectively.
The best part? You don’t have to change everything at once. Start with the most time-consuming process and automate from there. Over time, your workflows will become smoother, your employees more productive, and your business more agile.
Check out our latest case study below where we explore how one of our clients revolutionized their workflow by implementing a Document Management system. Discover how they transitioned from cumbersome paper-based processes to a streamlined digital system, reducing errors, saving time, and boosting overall efficiency.
Atlantic is an award-winning office technology and IT solutions company providing Imaging Products, IT Support, Document Management, Cybersecurity and Managed Services to small and large companies in the New York City metropolitan area, and the Greater Philadelphia and Delaware Valley.
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