In the interview with Nicholas Hommers, CIO of Behrens & Schuleit GmbH

Digitalizing processes is at the top of the to-do list for German SMEs. However, many companies quickly realize that handling internal documents requires forward-looking planning. For over 90 years, Behrens & Schuleit has been focusing on document management for businesses. After all, optimal structuring and management of company documents form the basis and are crucial for business success.

The renowned Düsseldorf-based solution provider has successfully implemented numerous best practice approaches from various industries for its customers, ranging from automating the incoming invoice process to digital personnel files, digital fleet management, and electronic warehouse management. This is more than enough reason for us to talk to its CIO, Nicholas Hommers, about the most common and unnoticed pain points of analog documents and the underlying (work) processes, and how digitization can create diverse sustainability.

DIGITAL FUTUREmag: Mr. Hommers, do you and your colleagues still use paper documents anywhere?

Nicholas Hommers: Only in very few areas and only where little paper is used anyway. Like in other family businesses, many of our processes have grown historically over the decades, so it took us some time to map our own workflows digitally.

DIGITAL FUTUREmag: The question that many companies are grappling with is: Where and how should digitization even begin? Behrens & Schuleit operates across industries. Can there even be a blanket answer to this? And if so, what would it be?

Nicholas Hommers: Every company has smaller processes that involve a high level of manual effort. Often, these are processes that can be digitized and optimized with relatively little effort. We refer to these as “quick wins.” This is where we always start with our customers. In addition, there are often processes that should be digitized due to legal requirements. These naturally have high priority.

DIGITAL FUTUREmag: Process digitization is a term that should not be missing in management. Isn’t it better to first optimize existing processes before starting with digitization? After all, inadequately implemented manual activities or paper-based processes do not necessarily become better through digitization...

Nicholas Hommers: Absolutely! Here, the principle of "garbage in, garbage out" applies. And in reality, this is precisely the point that poses the greatest challenge for our customers. For many, the shift from analog to digital is already a major step, fraught with concerns and fears. If, in addition, the process itself is to be changed, these uncertainties are further amplified. Especially in these phases, good change management is all the more important to properly engage employees and involve them in the project.

DIGITAL FUTUREmag: Many companies still have tons of paper-based information and data stored in old archives in their basements, much of which often needs to find its way into digital counterparts. How do you best approach such a large-scale project?

Nicholas Hommers: First and foremost, the decision-makers responsible should be aware of what they actually want to achieve through document digitization. There are various reasons for digitizing files. We generally distinguish between old files that are only to be digitized for archiving purposes and documents that will still be actively and regularly worked on afterward. The project is then structured accordingly. Active files are always processed with higher priority and in greater detail. This means that, for example, with personnel files, we process and classify each document individually. Old files are often processed over a longer period and temporarily stored with us in the meantime. The processing itself is also less detailed, which is why we don’t process each document individually but instead usually create one file from an entire folder, which is always fully searchable by full text.

DIGITAL FUTUREmag: Scanning documents is obviously not enough. Let’s talk about RPA (robotic process automation). To what extent do you use corresponding RPA software to accelerate or establish internal automation?

Nicholas Hommers: RPA is a broad term that encompasses many technologies. There are, of course, many process steps that can now be automated, especially through software, particularly in the scanning and extraction process of documents.

DIGITAL FUTUREmag: As a partner for document management, you work very closely with DocuWare. What makes this collaboration special, and what are the benefits for your current customer base as well as new clients?

Nicholas Hommers: Our partnership with DocuWare has now lasted for over 25 years, and I think that says a lot about our collective offerings. DocuWare is a great product, has a high level of recognition, and we are pleased to have been part of the network for so long. Users who use our tools benefit in particular from the fact that they can draw on many years of experience with us. We know the system inside out, down to the deepest technical levels, and this also enables us to offer users complete support from a single source. There are only a few partners like this across Germany.

DIGITAL FUTUREmag: Many managing directors still struggle to start their own digitalization. What “quick wins” for digital transformation can you offer to encourage those who are hesitant to take the first step?

Nicholas Hommers: The most important aspect is probably that the quick wins finally free up resources within the company. For many companies, it is difficult to find good specialist staff, and the existing colleagues cannot get to their actual tasks due to many routine activities. Digitalization helps enormously here, as we can accelerate processes and automate many regular tasks. This way, we manage to relieve the workforce. In addition, the management gains much greater transparency in the company, which positively influences strategic decisions.

DIGITAL FUTUREmag: Let’s take a look at the coming years. In your opinion, what is the next logical step after process optimization within one’s own company?

Nicholas Hommers: Process optimization and digitalization generate digital data and information within the system. The next step is to work with this data and information to generate real added value for the company. Such data and information can also form a basis that can be used for AI-based systems in the further course. After all, these require a good and extensive data basis to function sustainably.

DIGITAL FUTUREmag: In any case, this sounds encouraging and inspiring. Thank you for your enlightening insights.