Introduction
Information technology (IT) teams play a critical role in business productivity, innovation, and growth by ensuring that an organization’s systems, network, and infrastructure are in proper working order. While many people only see them as a helpline for assistance with technical issues, the primary responsibilities of IT teams extend far beyond front-line technical support.
IT is responsible not only for specific assets but enterprise-wide systems, which, if non-functional, can bring down the entire organization - or worse, all of its customers. When issues arise, IT teams must identify the issues, conduct analysis, resolve the issue, and then report findings so that the root cause can be fixed and repeat issues can be addressed later, if necessary. Because IT is generally considered overhead, there is constant pressure on controlling IT spend. This creates tension between the need to control spending and the risk of not maintaining adequate IT resources.
In this blog, we discuss how automated document generation (DocGen) tools can reduce reliance on IT teams, saving them time and effort by automating formerly code-heavy processes for non-technical users and streamlining resource-sharing processes for employees.
What Do Organization IT Teams Do?
A corporate IT team has a vast array of responsibilities that are essential for the ongoing functioning of any modern organization. This applies to private enterprises, government entities, non-profit organizations, universities, and military organizations.
Information technology (IT) in businesses includes the use of computer systems, software, networks, applications, and other technology used to process information (i.e., data). IT is crucial in nearly every aspect of modern business operations, enabling companies to streamline processes, improve efficiency, enhance communication, and make data-driven decisions.
Here are some typical responsibilities of IT teams:
Network Management includes configuring and maintaining network hardware (routers, switches, etc.), monitoring network performance, and troubleshooting connectivity issues.
System Administration requires configuring, updating, and securing servers, user account management, file system maintenance, and software installation and updates.
Cybersecurity involves implementing security measures such as firewalls, antivirus software, intrusion detection systems, and encryption, conducting regular security audits, and responding to security incidents.
Technical Support is provided for employees who encounter issues with their computers, software, or other IT resources. The support team may provide guidance to the employee, troubleshoot independently, or escalate more complex issues to specialized teams or vendors.
Backup and Disaster Recovery require the creation and storage of physical and digital files, as well as the execution of disaster recovery plans to minimize downtime in the event of a major IT incident.
Software Development and Maintenance is required when IT teams must develop and maintain custom software for the specific organization’s needs.
Vendor Management involves evaluating vendor offerings and contracts and managing vendor relationships.
Training and Documentation help educate employees on how to use IT systems via the development of user manuals, system configuration guides, and troubleshooting instructions.
Manual Document Generation Can Be IT Resource Intensive
Manual document generation requires a significant amount of staff time and, because it is often complex, is often impacted by human error. In addition, it can be yet another project that taxes organizational IT resources. Among the ways that manual document generation can requite IT staff time are:
- Template creation: IT teams need to create and maintain document templates, which often also require expertise in design and formatting.
- Data integration: IT staff must ensure that data from various sources is properly integrated into documents.
- Version control: IT teams need to manage multiple versions of templates and ensure that the most up-to-date version is being used.
- Security: IT staff must ensure that sensitive information is protected and that only authorized users have access to the documents.
- Training and support: IT departments must provide training and support to users.
To make matters more complex, manual document generation is often undertaken on time-constrained schedules, such as monthly statements or other communications that must be submitted in a timely manner. When tightly-scheduled projects do not run smoothly, the squeeze on IT can be even greater.