Feb 23 2026
Tired of wasting hours each week searching through messy documents and broken workflows?
Between invoices, contracts, employee files, customer information, most SMBs are drowning in documents on a daily basis. Without proper organisation and automated workflows those documents will fall through the cracks.
The issue?
Most small businesses still manage documents manually. They're sticking files wherever it's convenient and they don't use any workflow automation whatsoever.
Businesses cannot improve document management without streamlining their workflows
Luckily for you, improving your document management doesn't have to be painful. Below, we outline some of the best ways small businesses can streamline document management and effortlessly implement automation into their workflows.
Ready?
Managing your documents doesn't just mean making sure every file is nicely organised. Having good document management practices will benefit every department of your business.
Consider this…
Sales teams need access to proposals. HR departments need contracts. Accounting teams need invoices. If any of those departments have to wait on someone's inbox or dig through a filing cabinet to get the document they need, their process breaks down.
And that's where document management comes into play.
Streamlining document creation, storage, and distribution with workflow automation helps your teams work more efficiently. If your business uses SharePoint take the time to find SharePoint consulting services that can evaluate your document workflow and implement automation tailored to your needs.
Once you have everything running smoothly, your employees will thank you.
Document management allows you to save time that your employees can spend growing your business.
Did you know that…
According to a Xerox report, 46% of employees at small to midsize businesses reported spending time on inefficient paper-driven processes each day. Those are valuable hours that could be spent on more important work!
And the list doesn't end there. Losing important documents can cause:
Lack of attention to your document workflow can cost your business dearly. Make streamlining document management a priority and your business will thank you down the road.
Alright, it's time to clean up the clutter. Follow these steps to streamline your document management process using workflow automation.
Step number one is simple. Gather all of your documents in one place.
Too many small businesses allow documents to live in their team members' email inboxes, on desktop computers, on shared drives, and even in filing cabinets. When files aren't organised in one spot, they'll never be organised at all.
Enter Document Management Systems.
Cloud-based platforms like SharePoint, Google Workspace, and Dropbox Business give teams a central hub to store, share, and collaborate on documents. No more losing those receipts because everyone knows where to find them.
Sweet automation. Anyone who has experienced how much things change by simply automating manual tasks knows the value it brings.
Every small business has those tedious, repeatable tasks that could be done by machine. Requesting an approval from your boss. Filing an invoice for payment. Routing a contract to the right department for signature.
These are prime examples of document-based workflows that can be automated. Zapier's research found that 94% of employees at small and midsize companies are responsible for completing repetitive tasks each day. Imagine how much more your team could accomplish by taking that time back?
With workflow automation, you can set up triggers to send documents through your predefined workflow. Someone requests a document be signed? Next thing you know it's being routed to the appropriate person's inbox. Easy as.
This tip will help you streamline your document management.
If you've ever had to dig through 200+ files to find the right one, you know how important file naming conventions and file folders are.
Humans aren't perfect, and asking your employees to come up with their own unique way of sorting through documents will overwhelm everyone.
The solution? Come up with a standard file naming protocol that everyone follows. Even if it's as simple as:
After you've named your files, create a logical folder structure to further organise your files. Boom! Easy retrieval.
Speaking of saving documents… Have you ever opened up a file only to realise it's outdated?
Thankfully, version control exists. Most document management software offer version control as a feature. What this means is your software will save every change made to a document and you can always revert back to previous versions if need be.
This eliminates any confusion when working on group projects. Everyone can work on the latest version without having to constantly check with teammates.
You don't want everyone able to view every document in your repository. Utilise your software's permissions and access controls to keep sensitive documents secure and your business compliant.
Access controls allow you to:
If you work with client data, financial records, or store sensitive employee files this step is critical to your business.
Alright, you're ready to streamline your document management but what platform should you choose?
Here's the kicker, there's no right answer. The right document management platform for your business hinges on your budget, size of your business, and specific workflow needs. However, there are a few aspects every small business should look for in a platform.
When searching for the right software take note if it includes:
Don't overthink it. Choose a platform that'll service your team's needs and allows you to scale as your business grows. Just start somewhere.
Need a reason to streamline your document management? Here are just a few.
Streamlining your document management:
Implementing better document management doesn't need to be hard or expensive. Apply one process above and build on it. Before you know it, your team will wonder how they ever lived without it.
Tell me what you need and I'll get back to you right away.