The transformative impact of improving documentation productivity

Organizations, from business enterprises and law groups to financial services and police departments, are all challenged with documentation requirements. And if not completed correctly or efficiently, this can hamper report quality and employee productivity, increase costs and compliance risks – and in the case of law enforcement, impact criminal proceedings and officer omnipresence and safety.

Accurate, timely and detailed documentation is extremely important – and in some cases, even critical. Yet many organizations are challenged with documentation inefficiencies that, if not addressed effectively, can have a ripple effect across workgroups and teams.  For example, police officers can spend an hour or more typing up a single incident report, and for police sergeants, paperwork can consume up to 45 percent of their workday.

The opportunity to recover lost time and reduce costs associated with documentation extends across many other industries, such as the legal sector. With shifts in client pricing models that place greater pressure on firms to accurately forecast profitability, the demands for fast, efficient and accurate legal documentation is not only a high priority but one that can impact client service. In fact, as published in the International Legal Technology Association’s (ILTA) 2016 technology purchasing survey, many legal professionals recognize that technology solutions can better help them manage documentation and are considering onboarding some to improve efficiencies across their firms and departments. In fact, twenty five percent of ITLA survey respondents expressed interest in cloud storage technology, while artificial intelligence (AI) and machine learning, including voice automation, were among the top technologies they are interested in exploring in the coming year.

We can already see this shift with the adoption of mobile, cloud-based productivity apps, with many organizations embracing these tools to support a changing workforce that demand “anytime, anywhere” access to their enterprise systems – and content. And in this decentralized world of employees armed with smart devices, the benefits of integrating mobile documentation have never been greater.

It’s clear that managing documentation workflows oftentimes has a material impact to an organization’s operational efficiency, as witnessed with one of our own customers, the Chatham-Kent Police Service in Ontario, Canada.

Impacted by inefficiencies in their incident reporting process, the department’s officers initially dictated reports that were later transcribed – word for word – by a Civilian Data Entry (CDE) member. Some reports took over 12 hours to file, resulting not only in significant backlogs, but also report quality as officers were asked to recall details from cases initially opened several weeks prior.  Needing to address these documentation pitfalls, they incorporated Dragon speech recognition into their incident reporting workflow. What was once a manual process turned into an automated one with officers completing reports – all by voice – in real-time while out in the field.  The result: an 80% reduction in report turnaround times.

Recent enhancements to Nuance Dragon enterprise solutions, including Dragon Law Enforcement, Dragon Professional Group and Dragon Legal Group solutions, continue to address documentation productivity improvement. These highly customized, speech recognition solutions are being deployed by countless industries to speed and simplify document creation, streamline repetitive processes, voice-enable common tasks, as well as reduce time and costs.

The key take-away for many organizations today?  The way they manage documentation can have a material impact to their business – and bottom line.

Drive documentation productivity by voice

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Mark Geremia

About Mark Geremia

Mark Geremia is Vice President and General Manager for Dragon Professional and Consumer, and oversees the product and marketing strategy for Nuance's Dragon NaturallySpeaking portfolio, the world's leading speech recognition and documentation solution for PC and Mac. Mark has held various leadership roles within the Dragon business over the last decade, and with his team continues to expand Dragon's reach across enterprise, legal and law enforcement markets, transforming productivity and documentation accuracy for professional individuals and large organizations. Prior to joining Nuance in 2005, Mark held key marketing management positions at both large and small technology companies. He holds a Bachelor of Science Degree in Business Management from Bentley College.