Client communications for better asset use
Added on Friday January 27, 2012
The need to deliver documentation to a growing number of stakeholders is widely recognized as the primary driver behind the adoption of a client communications platform.
The ability to populate files with information drawn from existing sources, or to guide the end user through the production process are powerful tools that can make a big difference in any business.
However, it can be difficult to gain support for these kinds of investments when there is misunderstanding on how they work, the kinds of correspondence supported and how they can actively improve asset utilization.
These issues could arise because the common means for document distribution in some organizations remains centered on email as a commonly accessible customer communications platform.
Concerns over regulatory and legislative compliance can cause some departments to clamp down on the information they distribute - sending messages directly to the interested parties only on request.
While this system certainly enables managers to have a greater level of control over how their documents are shared, it is ultimately inefficient when you take into account the need to have somebody physically behind a desk before a request can be processed.
The other main issue with this system is that if changes are required to the document - say the information included is no longer up to date - then it needs to be manually altered every time there is fresh data.
Further, the file needs to be checked against the latest standards every time it is sent to make sure the client is receiving accurate information.
When compared with modern automated production solutions, these methods are not only inefficient in terms of resources, they do not offer any additional benefit to the end users.
Savvy managers will recognize the value in a client communications system that make the best possible use of an organizations existing framework to deliver quality content on a reduced turnaround.
With automatic protocols set to guide the user experience, these context-aware programs can draw together all of the information they need, collate it to fit a prescribed template and deliver it in a fraction of the time taken by manual processes.
In addition, by drawing content straight from the source material - based of course on departmental guidelines - the veracity of the information can be guaranteed to be accurate and up to date.
By focusing on these elements, it is easy to see how a document production system actively delivers better usage of employee time, technology infrastructure and proprietary data.