Successfully Implementing Process Digitalisation: How Companies Digitalise Analogue Business Processes and Lead Their Organisation Digitally into the Future

The world of work is undergoing radical change. Mountains of paper files, unwieldy email distribution lists and manual data entry are slowing many companies down and putting their long-term competitiveness at risk. The answer to these challenges is process digitalisation. This is not simply a matter of scanning paper documents, but of fundamentally rethinking business processes, digitalising them and intelligently connecting them. Platforms such as SharePoint in particular play a key role here as the central hub for modern document management. This article examines what the digitalisation of processes actually means, what advantages companies can expect from process digitalisation, and how tools, Robotic Process Automation (RPA) and strategic partners such as metanoy can help to master the transformation and sustainably increase efficiency.

Process digitalisation describes far more than the mere conversion of analogue documents into digital formats. It is a strategic realignment in which analogue processes are transferred into end-to-end digital processes. A process that previously relied on paper forms, stamps and physical handover is now mapped using software solutions. The goal is to avoid media breaks and to make information centrally available. When companies digitalise processes, they create the foundation for a modern, data-driven way of working.

The digitalisation of business processes first requires an analysis of existing processes. Workflows have often grown historically and contain inefficient loops. If a poor analogue workflow were digitalised one-to-one, the result would simply be a poor digital process. Process digitalisation therefore always involves process management and optimisation as well. It is about giving company processes a new structure that is transparent and scalable. Only once the workflow has been cleaned up does the technical implementation using digital solutions follow.

In the digital world, the availability of data is crucial. Process digitalisation ensures that data is available in real time rather than gathering dust in filing cabinets. This enables managers and employees to make well-informed decisions. Digitalisation is therefore not a purely IT project, but an organisational project that changes the way value is created within a company.

The advantages of process digitalisation are manifold and have a direct impact on business success. A key aspect is the increase in efficiency. Digital processes run considerably faster than their analogue counterparts. Search times are dramatically reduced, as documents are digitally indexed and can be found using search functions. This saves time and resources that can be deployed elsewhere for value-adding activities.

Another point is the reduction of errors. People make mistakes, especially during monotonous, manual tasks such as data transfer. Through digitalisation and subsequent automation, these sources of error are minimised. A digitalised process follows fixed rules and ensures high data quality. This not only improves internal quality but also enhances competitiveness, as customer enquiries can be processed more precisely and quickly. A speed increase in individual work steps adds up to a considerable competitive advantage overall.

Process digitalisation also enables better compliance and security. Access rights can be assigned and monitored in granular detail within digital technologies. The traceability of changes is often built into software solutions as standard. This is particularly important for meeting legal requirements and protecting against data loss or unauthorised access. In a time when the threat of cyber attacks is growing, well-organised digital data management is safer than uncontrolled local storage.

In the SME sector, Microsoft SharePoint has established itself as the pivot point for modern document management and the digitalisation of business processes. Many companies struggle with data chaos in their day-to-day work: files are scattered across local drives, email attachments and various cloud storage services. SharePoint puts an end to this silo mentality by acting as a central platform on which companies can consolidate their documents and processes.

The strength of SharePoint lies in its deep integration with the Microsoft ecosystem. It serves not just as a storage location, but as a backend for collaboration. In combination with Microsoft Teams, SharePoint becomes the engine for digital processes. Employees access files via the familiar Teams interface, while in the background those files are stored securely in SharePoint. This promotes acceptance of digitalisation, as no complex new software needs to be learned – the application integrates seamlessly into everyday working life.

SharePoint makes it possible to manage, share and collaboratively edit documents digitally. Features such as version control ensure that it is always clear which version of a document is the current one. Accidentally overwriting files or working on outdated copies is a thing of the past. SharePoint thus forms the stable foundation on which further processes can be digitalised and automated.

A core problem with classic file servers is the rigid folder structure. A document often fits logically into several folders (e.g. “Client A”, “Year 2024”, “Invoices”). In a hierarchical structure, one must decide on a single storage location, which makes retrieval more difficult. SharePoint solves this problem through the use of metadata. Instead of pushing files into nested folders, they are tagged with properties such as “Document Type”, “Client Name” or “Date”.

This type of management makes the system extremely flexible and efficient. Employees can filter documents by various criteria and quickly find exactly what they are looking for. A digitalised incoming invoice process benefits massively from this: an invoice is simultaneously visible to sales, accounting and project management without needing to be copied three times.

Metadata is also the key to compliance and automation. Retention policies can be automatically applied on the basis of metadata. This makes it possible to ensure that outgoing invoices or contracts are archived in accordance with statutory deadlines and deleted once those deadlines have passed. This minimises compliance risks and relieves the burden on the IT department.

Once the foundation has been established through SharePoint and metadata, the next step follows: process automation. Processes can be digitalised by replacing manual work steps with automatic workflows. The Microsoft Power Platform (Power Automate) is frequently used here. A classic example is approval processes. Instead of sending a leave request or an investment approval by email around the organisation, a digital workflow is initiated.

The system automatically routes the request to the responsible manager. Once approved, the applicant is notified and the data is posted in the HR system. Such workflows ensure that processes do not stall and run smoothly. The automation of processes reduces turnaround times and creates transparency regarding the status of each individual case.

More complex scenarios can also be mapped. When a new document is stored in SharePoint and has certain metadata, a notification can automatically be posted in a Teams channel or a task created in Planner. This digitalisation and automation links isolated work steps into a flowing value chain.

In principle, processes can be digitalised in almost every area of a company. However, administrative and recurring tasks offer particularly high potential. In finance, these include, for example, incoming invoice processing or expense management. Manual data entry is replaced here by digital capture and workflows. Outgoing invoices can also be generated and sent automatically (e-invoicing).

In sales and customer relationship management (CRM), digitalisation helps to map the customer journey without gaps. From the initial contact through to the offer and contract conclusion, all information is centrally available. A business process such as onboarding new customers can take place in a standardised and automated manner, which strengthens the professional impression made on the customer.

In human resources (HR), companies benefit from onboarding processes, time recording and the management of personnel files. Even in the public sector – for example, in communications with authorities – digital processes are becoming increasingly important in order to meet legal requirements for electronic communication. The digitalisation of processes is therefore a cross-sector lever for unlocking optimisation potential. To ensure that companies truly get the most out of this, metanoy offers a targeted analysis of specialist departments to uncover hidden efficiency reserves and implement tailor-made digital solutions.

For tasks that cannot be solved via simple interfaces, Robotic Process Automation (RPA) comes into play. RPA uses software robots to mimic human interactions with user interfaces. This is ideal for handling large volumes of repetitive tasks, such as transferring data from a legacy application into a modern web system. Robotic Process Automation serves as a bridge between old and new worlds without requiring far-reaching changes to the existing IT infrastructure.

This is increasingly complemented by artificial intelligence and machine learning. Whereas RPA rigidly follows rules, AI can understand unstructured data. One example is the extraction of information from emails or scanned PDFs (machine reading). The AI recognises invoice numbers, amounts and senders, and passes these in a structured form to the subsequent process.

The use of this technology makes it possible to automate processes that previously required human cognitive abilities. This relieves employees of monotonous work and gives them space for value-adding activities. The combination of process digitalisation, RPA and AI takes automation to a new level.

The world of work has changed permanently. Hybrid teams and remote work are no longer the exception but the rule. In this context, metanoy acts not only as an implementation partner but also as a role model. As a company that consistently embraces New Work and remote working, we know the requirements from practical experience. Analogue workflows are a massive obstacle in this environment. If someone has to come into the office to sign a document, they cannot work remotely efficiently. Process digitalisation is therefore a fundamental prerequisite for flexible working models.

Through cloud-based tools such as SharePoint and Teams, employees have access to relevant information at any time and from anywhere. Improving collaboration in this context means removing barriers. Whether working from home, in the office or on the move – the process continues to run. Digital processes ensure that all parties involved have the same level of information.

This is also crucial for attractiveness as an employer. Professionals today expect modern workflows and the ability to work flexibly. A company that still relies heavily on manual processes and paper appears old-fashioned and inflexible. Digitalisation therefore directly contributes to employer branding and secures the organisation’s future viability.

The introduction of digital processes does not happen by itself. One of the greatest challenges is resistance within the organisation. Employees often have concerns about being replaced by technology or feeling overwhelmed by new tools. Change management is therefore an integral component of every digitalisation strategy. The workforce must be brought along, trained and clearly informed about the benefits of optimisation.

Another pitfall is the inadequate analysis of existing processes. If inefficient processes are digitalised, the result is merely “digitised waste”. Good process management critically questions the status quo: do we really need this approval step? Can we simplify the workflow? Optimise first, then digitalise and automate.

On the technical side, the integration of software solutions must be carefully planned. Isolated solutions lead to data silos and inefficiency. A platform strategy, such as is possible with Microsoft 365 (SharePoint, Teams, Power Platform), prevents this. In addition, IT security and data protection must be considered from the outset, in order to protect systems from cyber attacks and comply with regulatory requirements. It is precisely at this point – in dealing with technical complexity and cultural hurdles – that a professional partner such as metanoy can support the company with all of these challenges and pave the way to a successful transformation.

The complexity of digitalising processes is beyond the internal capacity of many companies. This is where metanoy offers professional support for process digitalisation. The approach is holistic: it begins with an in-depth analysis of company processes and existing storage structures. Optimisation potential is identified together with the client and a roadmap for digitalisation is created.

A key focus is on the implementation of SharePoint as a central platform. Metanoy takes care not only of the technical setup, but also of governance – i.e. the framework of rules governing how the platform is used. This prevents sprawl and data chaos. In addition, individual solutions are developed to digitalise specific processes, whether through workflows in Power Automate or bespoke apps.

Empowering the organisation is an important part of this. Through training sessions and workshops, employees are prepared for working with the new digital solutions. This ensures that the technology is accepted and used productively. Metanoy acts as a partner that accompanies the digital transformation not only technically but also organisationally.

Process digitalisation is the decisive lever for positioning companies to be efficient, fast and future-proof. The journey from analogue filing folders to automated workflows in the cloud makes it possible to reduce costs, minimise errors and secure competitiveness. SharePoint serves as a powerful foundation for modern document management, while technologies such as RPA and automation help to increase efficiency. It is important to approach this transformation strategically and to have experienced partners on board who understand both the technology and the people involved.