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How Your Organization Can Benefit From Modernizing Correspondence Management?

by | Feb 9, 2018 | Correspondence Management | 0 comments

Modernizing correspondence management solutions provide complete facilitation and automation for all outgoing and incoming correspondence movement. Such solutions can provide your organization with a central repository that stores data and that can provide a flexible method of moving data within an organization and across departments.

A study points out that almost 80 percent of consumers have ended their business relationships because of poor communication and customer service. Good customer communication is quite challenging when thousands of emails, reports, letters, policies, contracts, and welcome-packets go out every month.

Modernizing correspondence management is of huge importance for all government agencies, business people, and other parties who need the greatest level of productivity. This is especially pertinent for those agencies or individuals that have to deal with deadlines, and that requires an effective control system over correspondence channels.

Correspondence Management Addresses Your Organization Needs

correspondence management addresses your organization needs

Modernizing a correspondence management solution will organize and automate outgoing and incoming correspondences. This type of solution provides the central repository that stores correspondence with data and it provides a flexible method of moving the correspondences within and across departments.

  • It Connects outgoing and incoming correspondences linked to a particular subject, in addition to connecting with referenced correspondences from within the communications. This gives your organization the ability to quickly and easily navigate through the connected correspondences from a single interface using drag-and-drop functionality.
  • It Saves Effort and Time (read money) by giving the ability to track the correspondences “location.” This helps identify their location in the organization, who is the staff member responsible for taking actions regarding it, communicating bottlenecks, delays, and so on.
  • It Decreases the Number of Processes the correspondences go through on its processing path until it reaches its endpoint.
  • It Strengthens Security and concealment where only the responsible department can view the correspondences.
  • It Integrates with Other Systems in the organization’s departments.

Why is Correspondence Management Crucial for Businesses

Correspondence management is a crucial business function for companies across industries

Correspondence management is a crucial business function for companies across industries. From government, insurance, and banking to retail, healthcare, and travel – whatever your business, efficient communication with customers or citizens through correspondence management solutions is a “must.”

Even so, plenty of businesses have not taken full advantage of modern solution capabilities to improve their correspondence processes. These improvements include adding flexibility to reuse content (and improve personalization), as well as saving expenses for document assembly and delivery.

In addition to saving real money through expense reduction, today’s modern correspondence solutions present more options to the user. These options can be capable of improving sales in that they align a receiver’s location, intents, and interests.

In today’s economy, squeezing out cents from processes and eliminating system duplication can instantly impact the bottom line.

Compliance with Laws and Regulations

Agencies like government, insurance, and financial services benefit the most from modernizing correspondence management through improved control of client communications to meet the regulatory needs. This is especially related to the ability to promptly address new needs and provide an audit trail.

A good correspondence management system provides workflow management for multilevel approvals. It eases conformance around required formats, and it can include BPM (business process management) capabilities for added business compliance to address regulation.

Expense Savings

correspondence management reduces costs

Costs savings from correspondence management starts with targets which are easily achievable and do not require a ton of effort. As an example, reducing paper usage and expenses linked to printing and distribution can save quite a bit quickly.

Through integration with employee or customer databases, correspondence management helps minimize the mailings required by better coordinating statement delivery with timely and relevant materials. Good correspondence management also aids in increasing electronic delivery. Replacement of legacy mainframe systems and data centers also leads to large ongoing expense reductions.

Improved Content Efficiency

Organizations who adopt modern correspondence management get a huge reduction in time spent editing correspondence templates.

Modernizing correspondence management empowers business users to manage creation and changes of templates. Consistency in correspondence design across departments and the ability to update templates also streamlines the content management processes.

Enhanced Customer Service

Due to improved content efficiency, customer service enhances too. With the adoption of a modern solution, customer service areas can see a reduction of customer communication bottlenecks, better quality documents, real-time access to customer documents, and improved efficiency of marketing content.

Better, Faster, Cheaper

Organizations who are interested in adopting correspondence management can expect many benefits that relate to increased automation, improved management of content, and data center technology consolidation.

To Wrap It Up

Modernizing correspondence management will digitally automate and facilitate outgoing and incoming correspondence movement. Adopting modern correspondence management solution will provide a flexible method of moving the digital correspondences within and across your organization’s departments.

Armedia fully integrates with Alfresco to centrally archive all correspondences. Furthermore, it integrates with the dynamic workflow of ArkCase which will help in enhancing the data-sharing and collaboration/communication between departments and customers. The flexible workflow helps to decrease the number of processes that individual correspondences go through on their trail until they reach their final endpoint.

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