How Your Document Habits are Destroying Productivity

Sam ThorpeDirector, Product | Nitro

HOW YOUR DOCUMENT HABITSARE DESTROYING PRODUCTIVITY

WHAT WE’LL COVER

1. Insights into document habits that are hurting productivity

2. Impact of Nitro & PDF Association survey findings

3. Ideas for increasing your own organization’s productivity

JUST ANOTHER DAY AT THE OFFICE…

With so many document technology solutions available,

why don’t our organizations feel more productive?

92%

of knowledge workers still

conduct document reviews via

email

83%

of knowledge workers report experiencing

document collaboration

issues

2%

of contracts executed in

North America in 2013 were e-

signed

Source: Harris Interactive Knowledge Worker Survey 2013

Well, because we’re not.

THE TRUE COST OF DOCUMENT CHALLENGES PER EMPLOYEE

11.2Hours per

week

Source: IDC, September 2012

22.7%Time spent

per week

9.8%Organizational productivity

lost

COMMON PRODUCTIVITY KILLERS

• Don’t have the right tools

• Ineffective use of existing tools

• Path of least resistance

• Old habits (“What we’ve always done”)

• Lack of training & education

What are workers doing?

Why is this occurring?

How can we improve productivity?

“THE STATE OF DOCUMENT PRODUCTIVITY IN THE WORKPLACE”

THE SURVEY

DATA HIGHLIGHTS & INSIGHTS

How often do you perform the following actions when working with PDF?

password

e_signing

review_marking_up

converting

edit_text_image

filling forms

sharing

printing

reading

0 0.5 1 1.5 2 2.5 3 3.5 4 4.5 5

2.3

2.4

2.9

2.9

3.0

3.0

3.3

4.1

4.5

Average Frequency (1 = Never; 5 = Very Frequently)


Respondents said they perform the following 5 actions most frequently:


Respondents said they perform the following 5 actions most frequently:

Printing is second only to reading.

Approximately how many times per day do you use a printer, scanner or copier?

"0" "1-2" "3-5" "6-9" "10+"0%

5%

10%

15%

20%

25%

30%

35%

1%

25% 26%

17%

31%

Usage Per Day

Approximately how many times per day do you use a printer, scanner or copier?

Insight #1You’re likely not as

paperless as you could be, resulting in increased costs, slower revenue

recognition and delayed service delivery.

What are the three biggest PDF-related challenges you face?

Compliance/Standardization

PDF Education

Feature related

None

Sharing

Collaborating

Reviewing

Signing

Editing

0% 5% 10% 15% 20% 25% 30% 35%

0%

1%

3%

5%

14%

14%

15%

17%

30%


Respondents said the following represented their top 3 challenges:



In large organizations, only 43% had a PDF editor. In smaller

organizations, only 26% had a PDF editor.



Most forms of collaboration were

seen as equal challenges.

Insight #2Your employees may lack

the tools, systems and training they need to edit & collaborate effectively,

costing productivity.

On average, how many email attachments do you receive/send each day?

"0-2" "3-5" "6-10" "11+"0%

5%

10%

15%

20%

25%

30%

35%

16%

29%

25%

29%

Received

Number of Email Attachments

"0-2" "3-5" "6-10" "11+"0%

5%

10%

15%

20%

25%

30%

35%

25%

32%

21% 22%

Sent

Number of Email Attachments

On average, how many email attachments do you receive/send each day?

Workers receive documents as

email attachments, reported 1/3 of

respondents

11+ times

per day

6 times per day

Workers send documents as

email attachments, on average

Receive Send

Insight #3Email attachments

continue to be the way your employees transmit documents, which lacks

security and traceability.

Where are the majority of your work documents stored?

Computer/Network Folder Online Storage Filing Cabinet0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

78%

12% 11%

81%

7%12%

1-100 empl 100+ emplOrg Size

Where are the majority of your work documents stored?

Computer/Network Folder Online Storage Filing Cabinet0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

78%

12% 11%

81%

7%12%

1-100 empl 100+ emplOrg Size

Most documents remain stored on an employee’s

personal computer.

Insight #4Your employees are storing documents in email, their

personal computer or network shares.

Approximately how many times per day do you use PDF documents?

"0-2" "3-5" "6-9" "10+"0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

16%

25%

19%

40%

Usage Per Day

Approximately how many times per day do you use PDF documents?

THE TRUE COST OF DOCUMENT CHALLENGES PER EMPLOYEE

11.2Hours per

week

Source: IDC, September 2012

22.7%Time spent

per week

9.8%Organizational productivity

lost

Insight #5Optimizing document

productivity represents a serious ROI and

optimization opportunity for businesses.

KEY SURVEY HIGHLIGHTS1. Many businesses are still not paperless.

2. Employees often don’t have the tools, systems or knowledge to create & collaborate.

3. Employees are sending documents via email, instead of leveraging e-signing, sharing & collaboration tools.

4. Too many employees store documents on their personal computer or left in email.

5. Document productivity optimization is an area of untapped ROI potential.

IMPACT OF FINDINGSMost business are plagued by a few – or all – of the following document productivity conditions:

1. Slow, high-cost physical processes

2. Lack of visibility, traceability and search-ability

3. Security risks

4. Employee frustration & productivity loss

5. Lack of modern systems, adoption & training

3 PRACTICAL IDEAS FOR IMPROVING DOCUMENT

PRODUCTIVITY

#1 GET THE RIGHT TOOLSCreateGenerate industry-standard PDF and PDF/A files from300+ source file formats.

CombineMerge multiple documents into one PDF and convert entirecollections of files in a single step.

Scan & OCRCreate searchable and/or editable PDF files from image-based documents and scan direct to PDF.

EditMake changes to text, images, and pages directly in PDFdocuments with intuitive editing tools.

FormsDesign interactive PDF forms complete with check boxes,buttons, text fields, and JavaScript™ controls.

ConvertAccurately convert PDFs back to fully formatted Microsoft® Word Excel® files in seconds.

CompatibleCreate and view PDF files that are 100% compatible with other PDF solutions, including Adobe Acrobat.

DMS IntegrationIntegrate with document management systems such as Autonomy WorkSite and iManage, Microsoft® SharePoint®, and more.

AdministrationStreamline deployment with centralized license management and automated software rollout.

SecureRemove sensitive content permanently with redaction. Apply passwords, certificates, and 256-bit encryption to documents.

CollaborateAdd comments, sticky notes, and markups. Easily track and summarize document review cycles with multiple contributors.

SignCreate and manage digital IDs. Apply digital signatures faster with one-step profiles or QuickSign™ document in seconds.

…AND DEPLOY THEM PROPERLY

• Obtain affordable solutions with licensing options to support your entire company wall-to-wall.

• Look for simple deployment mechanisms for seamless companywide rollout.

• Accept nothing less than superior service and support to ensure your and your user’s adoption and success.

• Remember to model desired behaviors – don’t take training for granted.

#2 SPEED UP SIGNING

• E-signature solutions do more than capture signatures - they manage process workflows, line of business connectivity and governance

• 80% reduction in turnaround times

• $20 average per document savings

• Customers now want e-signatures

• Improved customer experience increases loyalty by 5x

Average time to collect a physical signature

Source: Ombud Open Research 2013

CASE STUDY:Before e-signatures…

2 DAYS

Average services provisioning time

After e-signatures…

Source: Ombud Open Research, Salesforce.com Interview May 2013

60% of servicesEnabled within 15 minutes

90% of servicesEnabled within 1 Day

$19.35Average Savings per

Document(as high as $50 per document in

some cases)

CASE STUDY:

KISSmetrics said they’re seeing approvals come back 10 times faster

than with their old process using traditional wet-ink signatures.

10x FASTER

#3 COLLABORATE SMARTER

Most documents still begin life on the desktop…

…but are increasingly signed, shared and

stored via cloud services.

Desktop Cloud

Document AuthoringTraditional document creation across a variety of file types

Old World FidelityLooks the same on any device and in print (requires PDF reader)

Content ProtectionPrevent editing, copy/extraction and printing (requires PDF reader)

Old and New World FidelityEven in browser and mobile worlds; requires web browser only

Digital Rights ManagementLock/unlock content and features, track shares, set and reset permissions remotelySophisticated CollaborationEnable markup and review, commenting and messaging, versioning

WorkflowEnable e-signing, approval flows, workflow logic, storage and archival connectivity

Ecosystem IntegrationConnect intelligently to all the places you author and store content

Track EverythingTrack views, shares, signatures, comments, versions, messages and everything else in one place

Simple CollaborationEnable desktop-based collaboration while protecting original content (requires installed software)

Storage

e-signatures

Collaborati

on

Cloud-based signing, storage and collaborating platforms will become must-have utilities for increasingly distributed internal & external business needs.

In summary…

1. Get The Right Tools

2. Speed Up Signing

3. Collaborate Smarter

4. Bonus: Remember, don’t take training for granted. Train and model the behaviors you expect.

THREE WAYS TO INCREASE DOCUMENT PRODUCTIVITY

Thank You!

WHAT WE DO AT NITRO

Twitter: @NitroHQ | #SmartDocuments

Nitro ProThe first and leading

alternative to Adobe® Acrobat®.

Nitro CloudThe easiest way to e-sign,

collaborate, and share documents.

How Your Document Habits are Destroying Productivity

Business

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