From Paper Champion to Digital Advocate: One Employee's Journey Through Digital Transformation

Digital transformation often faces its biggest challenge not in technology, but in people. When organisations implement new systems, the teams who've spent decades perfecting their workflows can understandably feel hesitant about change. This is the story of Kim, an accounts payable officer at Macarthur Anglican School who proved that with proper support and thoughtful implementation, even the most paper-devoted employees can thrive in a digital environment.

The Paper Champion

Nearing retirement, Kim had built her career on paper-based processes. She handled accounts payable and credit cards with meticulous attention to detail, using methods she'd perfected over decades at Macarthur Anglican School.

The Old Way

Kim's daily routine involved physical documents at every step:

1. Receive paper invoice in the mail or via internal delivery

2. Review and code the invoice by hand

3. Place in physical folder for the relevant approver (such as the head of sport)

4. Wait for signed approval to return

5. Take to Elizabeth Harris, Head of Finance, for final sign-off

6. Manually enter into TASS (the school's management system)

7. File in the appropriate filing cabinet drawer

"It was messy," Elizabeth recalls. "You'd try to find something and it might be filed under a different name, depending on how she interpreted it."

But Kim had a system. "She loved to cross things off on paper," Elizabeth says with a smile.

The Hesitation

When digital transformation was announced, Kim was naturally apprehensive. After decades of paper-based work, she worried about making the transition. Would she be able to learn the new system? Would she miss important documents? Would it slow her down?

"She was hesitant at first, worried she'd miss something," Elizabeth remembers.

It's a familiar story across organisations implementing change. The employees who know the existing system inside and out often feel the most uncertainty about moving to something new.

The Transformation

Something remarkable happened. With proper training and support from Ellby and her colleagues, Kim not only adapted. She excelled.

"She's adapted incredibly well," Elizabeth says proudly. "She has great attention to detail. She thinks she learns slower than she actually does. But she's very precise and reliable."

The New Way

Now, Kim's workflow is streamlined and efficient:

1. Invoices arrive automatically at invoices@macarthur email

2. FileBound captures them digitally

3. Typically the system automatically codes the invoice

4. If needed, Kim reviews and codes them in the system

5. System routes automatically to appropriate approvers

6. Digital approvals route back automatically

7. Kim reviews and processes

8. System syncs directly to TASS

9. Everything is searchable and accessible instantly

"Now, it's so much better," Elizabeth notes. "She just codes and processes them from there."

The transformation wasn't just about technology. Kim's expertise in attention to detail and reliability transferred perfectly to the digital environment. The skills that made her excellent at paper-based processes made her equally excellent at digital processes.

What Made the Difference

Kim's success wasn't automatic. It resulted from several crucial factors that organisations should consider when implementing digital transformation:

Proper Training and Support

Ellby took time to answer Kim's detailed questions during the implementation phase. Rather than rushing through a standard training program, they listened to her concerns and addressed them specifically. This personalised approach helped Kim feel confident about the transition.

Respect for Existing Expertise

Kim's attention to detail and reliability weren't limitations in a digital environment. They were assets. The implementation team recognised this and helped Kim understand how her existing skills would make her successful with the new system.

Gradual Implementation

The school didn't flip a switch and go entirely digital overnight. The team implemented the system gradually, allowing Kim and others to become comfortable with each aspect before moving to the next.

Ongoing Encouragement

Elizabeth and the team supported Kim throughout the process. They celebrated her progress and helped her see how well she was adapting, even when Kim herself felt uncertain about her learning pace.

The Results

The impact on Kim's work life has been significant:

More efficient processing - What used to take multiple trips across the 38-hectare campus now happens digitally. Kim can process more invoices in less time.

No more lost documents - One of the most frustrating aspects of the paper system was when invoices got misplaced during the approval process. That's now impossible.

Better work-life balance - Kim now works three days instead of four. The improved efficiency means she can maintain the same level of service while working fewer hours.

Reduced stress - No more worrying about whether an invoice got filed correctly or if an approver lost something. The digital system tracks everything automatically.

"She's done exceptionally well transitioning," Elizabeth concludes.

The Lesson for Digital Transformation

Kim's journey from paper champion to digital advocate offers valuable insights for any organisation facing similar changes:

Age and technical background don't determine success - What matters is support, training, and respect for people's existing skills.

The best technology implementations honour people's concerns - Rather than dismissing hesitation as resistance to change, organisations should address concerns directly and thoughtfully.

Expertise transfers - The qualities that made employees excellent in manual processes often transfer directly to digital processes.

Gradual change works better than sudden shifts - Giving people time to adapt at their own pace leads to better outcomes than forcing rapid adoption.

Support systems matter - Having colleagues and implementation partners who believe in you and celebrate your progress makes a significant difference.

Moving Forward

Digital transformation doesn't have to leave anyone behind. When organisations implement technology thoughtfully, with proper support and respect for people's concerns, even the most hesitant team members can thrive.

Kim's story proves that the human element of digital transformation is just as important as the technical element. Get both right, and the results speak for themselves.

"Everything's digital now," Elizabeth reflects. "It's so much better."