#Japan #AI Solutions #Tokyo #Workflow System #Approval Process

Realities of the Approval Process: Insights from a Recent Survey

Introduction

In an era where efficiency and productivity are critical, the process of creating and approving internal documents remains a significant challenge for many organizations. A recent survey conducted by Eightred, a leading company in workflow systems, highlights the stress experienced by employees involved in drafting approval documents. The survey targeted 107 employees from companies with over 100 staff, all of whom had drafted approval documents multiple times in the last three months. The results reveal that 86.9% of respondents feel substantial stress while drafting these documents. Let's explore the findings in detail.

Key Findings

1. Stress Levels in Document Drafting

The survey indicated that nearly 90% of approval drafters experience stress in creating these documents, with 36.4% stating they feel "very stressed". The primary stressors identified include the time-consuming process of getting approvals from various departments and the difficulties in articulating requirements clearly.

2. Experience with Document Resubmission

A staggering 97.2% of respondents reported having their documents returned for revisions, with about 39.3% indicating that it happens frequently. This high rate of revisions not only consumes additional time but also adds to the frustration of employees who must navigate the approval process repeatedly.

3. Interest in AI-Assisted Solutions

Despite the challenges, there is a silver lining: a notable 93.4% of respondents expressed interest in using AI tools to assist with document drafting. They believe that AI could significantly reduce the stressful elements of the process. Specific features that employees desire include:

• - Automated drafting from verbal instructions
• - Guidance on necessary content
• - Integration of data from existing documents

4. Frequency and Time Investment

Most respondents reported creating approval documents 2-3 times a month, with 33.6% experiencing a drafting time of 1-2 hours per document. The significant amount of time required for each document prompts employees to seek solutions to streamline their efforts.

5. Training Deficiencies

Another concerning discovery is that over 30% of employees have not received adequate training on how to draft approval documents. This lack of formal education appears to exacerbate the stress experienced during the drafting process.

6. Sources of Stress

The survey pinpointed specific stress factors within the document generation process:

• - Time-consuming pre-approval interactions with other departments (58.1%)
• - Difficulty in obtaining managerial approval and guidance (49.5%)
• - Uncertainty about how to properly write the documents (39.8%)

Conclusion

The survey findings underscore the pressing need for companies to streamline their approval processes. The combination of high stress and frequent document resubmissions indicates a critical area for improvement. With a significant majority of employees enthusiastic about AI solutions, companies could leverage technology to alleviate some of these burdens. By incorporating AI support for approval document creation, firms could enhance the efficiency of their workflows, allowing employees to focus more on strategic tasks rather than routine paperwork. Eightred’s innovative workflow systems are tailored to meet these needs, potentially transforming how companies manage their internal processes and enhancing overall productivity.

About Eightred

Eightred, headquartered in Shibuya, Tokyo, is a renowned provider of workflow systems that facilitate electronic processing and approval of internal documents. Their solutions, including "AgileWorks" and "X-point Cloud," have been adopted by over 5,000 organizations, contributing to significant advancements in efficiency and productivity across various sectors. For more information, visit Eightred's website.