Speed up document review with these best practices

Document review has become a critical bottleneck for enterprise teams managing exponential growth in digital content and communications. Organizations now process thousands of contracts, compliance documents, and internal reports monthly, with each review cycle consuming hours of valuable time from subject matter experts and stakeholders.

The traditional approach of manually reading through documents, tracking feedback via email threads, and managing multiple versions across shared drives creates inefficiencies that compound as businesses scale. Legal teams report spending up to two-thirds of their time on document review tasks, while HR departments struggle with policy updates that require input from multiple reviewers across different time zones.

Modern enterprises need structured approaches that transform document review from a time-consuming necessity into a streamlined process that enhances decision-making speed and accuracy. The shift toward intelligent review systems represents not just an operational improvement but a competitive advantage in markets where rapid response times and precise compliance management determine success.

Why speed up document review?

In today's enterprise environment, the volume of documents requiring review has reached unprecedented levels. Legal departments handle thousands of contracts annually, each demanding careful scrutiny for compliance, risk assessment, and business alignment. HR teams manage continuous policy updates, employee handbooks, and regulatory documentation that require multiple stakeholder approvals. Engineering teams review technical specifications, architectural documents, and change requests that directly impact product development timelines.

The cost of inefficient document review extends far beyond lost productivity hours. Knowledge workers spend approximately 2.5 hours per day (nearly 30% of their workday) searching for information. Document-related inefficiencies cost businesses approximately $19,732 per information worker annually. Delayed contract approvals can result in missed business opportunities worth millions in revenue. Compliance oversights due to rushed reviews expose organizations to regulatory penalties and reputational damage. When document bottlenecks slow down decision-making, entire projects stall, affecting cross-functional teams and customer deliverables.

The hidden costs of manual review

Organizations that modernize their document review processes report significant improvements across key metrics. Financial services firms reduce contract turnaround times from weeks to days by implementing structured review workflows. Technology companies accelerate product launches by streamlining technical documentation approval cycles. Healthcare organizations maintain stricter compliance standards while processing patient care documentation more efficiently. For example, one financial services organization saved $2.9 million annually after adopting intelligent document processing by reducing its manual document extraction team by half, and an insurance firm successfully redeployed 80 employees who previously interpreted documents manually thanks to IDP automation capabilities.

Business impact of streamlined review

Organizations that modernize their document review processes report significant improvements across key metrics. Financial services firms reduce contract turnaround times from weeks to days by implementing structured review workflows. Technology companies accelerate product launches by streamlining technical documentation approval cycles. Healthcare organizations maintain stricter compliance standards while processing patient care documentation more efficiently.

The shift from reactive to proactive document management enables teams to anticipate review needs, allocate resources effectively, and maintain consistent quality standards. By treating document review as a strategic capability rather than an administrative burden, enterprises position themselves to respond rapidly to market opportunities and regulatory changes while maintaining operational excellence.

How to review documents faster

Adopting innovative strategies can significantly enhance the document review process, boosting team efficiency and output. With the advent of cutting-edge technologies, organizations can streamline their workflows and focus on strategic tasks rather than administrative burdens.

1. Establish clear objectives

A successful document review process begins with well-defined objectives. By setting specific goals for each review session, teams can concentrate on key priorities. This precision eliminates uncertainty, ensuring that everyone comprehends the evaluation standards and desired results.

Enhance team coordination

Clear objectives enhance team coordination by providing a shared direction. With a unified understanding of the goals, teams can allocate resources efficiently and address high-impact areas promptly.

Minimize miscommunication

Establishing clear objectives reduces the risk of miscommunication. This transparency fosters a collaborative environment where all stakeholders remain informed and aligned.

By concentrating on these elements, organizations can build a framework that supports precise and effective document reviews.

2. Implement efficient tools

Modern document management platforms offer seamless organization and rapid file access. These systems are designed to align with specific organizational needs, ensuring that vital documents are always within reach. However, IDC research shows that 86% of employees experience problems searching for office files, 83% recreate documents they cannot locate, and document challenges account for 21.3% of productivity loss across organizations.

Enhanced retrieval systems

Modern document management platforms offer seamless organization and rapid file access. These systems are designed to align with specific organizational needs, ensuring that vital documents are always within reach.

Integrating automation and AI

Automation tools streamline review processes by efficiently handling routine tasks. AI technologies further refine these processes by offering predictive analytics and identifying potential issues before they escalate.

By utilizing these sophisticated tools, organizations can transform their document review operations, enhancing both speed and precision.

3. Optimize collaboration

Enhancing collaboration in document review processes fortifies team synergy and boosts productivity. By leveraging advanced collaboration platforms, teams can maintain fluid communication and ensure all members stay updated. These tools facilitate synchronized updates and responses, allowing for swift adjustments and minimizing potential errors.

Unified communication

Robust communication is central to effective collaboration. Advanced platforms enable seamless sharing of insights and updates, streamlining the review process.

Defined roles and responsibilities

Clearly assigned roles eliminate overlap and ensure thorough task coverage. Assigning specific duties enables team members to leverage their expertise, enhancing overall effectiveness.

By fostering a collaborative environment through unified communication and defined responsibilities, organizations can transform document review processes into efficient and cohesive operations.

4. Leverage AI and automation

Incorporating AI and automation revolutionizes document review by streamlining the handling of large datasets. AI technology swiftly identifies key information within documents, significantly cutting down manual workload. This advancement not only speeds up the review process but also enhances precision, enabling teams to concentrate on strategic objectives. For example, AI can complete contract review in approximately 26 seconds compared to 92 minutes required for human review, representing a speed improvement of more than 200 times while maintaining superior accuracy compared to manual review processes.

Incorporating AI and automation revolutionizes document review by streamlining the handling of large datasets. AI technology swiftly identifies key information within documents, significantly cutting down manual workload. A prominent Am Law 100 firm reduced document review time by 50–67% while using only one quarter of the personnel typically required when implementing generative AI for reviewing nearly 130,000 documents. The AI system achieved accuracy rates of 90% or higher and successfully applied codes across 126,000+ documents in under 24 hours. This advancement not only speeds up the review process but also enhances precision, enabling teams to concentrate on strategic objectives.

Streamlining routine tasks

Automation effectively manages mundane and repetitive tasks that can hinder the review process. By automating these elements, organizations ensure consistency and minimize the risk of human error.

Enhancing decision-making with AI

AI offers transformative insights that elevate decision-making processes. By examining data trends, AI provides valuable foresight that guides strategic direction.

By harnessing the power of AI and automation, organizations enhance their document review capabilities, achieving greater efficiency and accuracy.

5. Standardize the process

Implementing a standardized document review process enhances consistency and quality across an organization. By establishing clear procedures, teams can ensure each document is reviewed uniformly, reducing errors and streamlining workflow. A structured approach provides the necessary framework to guide review activities efficiently.

Developing comprehensive guidelines

Crafting thorough guidelines is essential for maintaining uniformity. These should cover key aspects of the review process, ensuring clarity and precision.

Training and implementation

Consistent training ensures that all team members adhere to standardized methods. Regular sessions keep the team updated and committed to quality.

By standardizing the document review process, organizations can achieve a cohesive, high-quality output that aligns with strategic objectives.

Tips on improving review efficiency

Enhancing document review efficiency requires a forward-thinking approach to technology and team development. Organizations should focus on integrating cutting-edge tools and fostering a culture of continuous improvement. By doing so, they can streamline processes and maximize productivity.

Regularly update tools

Keeping your technology stack refreshed is essential for maintaining optimal workflow efficiency. Outdated systems can create bottlenecks and affect overall performance. Regular updates ensure access to innovative features and improved security, allowing teams to operate more effectively.

Provide training

Investing in ongoing training equips team members with the necessary skills to leverage new technologies. Continuous learning ensures teams remain agile and responsive to evolving workflows.

Focusing on these areas establishes a solid foundation for efficient document review, empowering organizations to excel in a dynamic environment.

The future of document review lies in combining intelligent automation with human expertise to create workflows that adapt to your organization's unique needs. By implementing these best practices, you can transform document review from a bottleneck into a competitive advantage that drives faster decision-making and better business outcomes. Ready to see how AI-powered solutions can revolutionize your document workflows? Request a demo to explore how Glean and AI can transform your workplace.