Organizations are using collaborative document production to realize efficiency, effectiveness, and business value.

The traditional business setting has changed. As more and more organizations are expanding to multiple offices regionally, nationally, and globally, there still exists a need to have internal teams collaborate on outgoing customer communications (statements, letters, prospectuses, contracts, benefits explanation packets, etc.) in an integrated, seamless manner.

Through employing a central, automated system designed to easily allow employees from any team to access, create, and contribute to documents, businesses are saving money and time while avoiding the pitfalls of frustration, errors, lost productivity, and ineffective communication.

The Pit

Today’s documents are created and edited by marketing, finance, legal, and other teams, sometimes from different offices, and all must contribute, revise, and finalize each communication before it reaches customers. If businesses lack cohesive processes to manage these complex workflows, it may mean:

  • Communication issues - The average office worker checks his or her email 36 times an hour.1 Ineffective or over communication between teams can lead to frustration and redundancy in editing or contributing to document creation
  • Errors and version control - Lack of organization means no version control, contributing to errors or releasing a less than final piece of communication accidentally
  • Lost time, money, and productivity - Time and productivity can be lost as teams spend time determining the latest document version, which team has or should have the document at certain points, and revisiting and making already implemented changes. Lack of one central process to manage document creation also means users do not have the capability to make edits simultaneously, and even more time is spent finalizing documents.

The Peak

In order to avoid these pitfalls, many organizations are looking to comprehensive document automation solutions to help mitigate collaboration concerns. The most effective platforms not only provide important standard functionality, such as high-volume performance, feature-rich, multi-output capabilities, automated and on-the-fly production, distribution support, and more, but also offer centralized management capabilities for creating, editing, and managing document production and workflows. Implementing a cohesive system for document creation can:

  • Encourage effective communication - A system with permission-based review and approval workflows cuts down on unnecessary and redundant communication, reducing frustration and encouraging collaboration between teams.
  • Eliminate errors and contribute to version control - Digital systems with visual interfaces means technical and non-technical users alike can view, edit, and access the latest version of a document in searchable, scalable repositories, eliminating the need to monitor for accurate version control and errors due to miscommunication.
  • Increase productivity and resource management - Customer communications can be created and published faster as multiple teams in different locations can simultaneously work on documents using the same clear, cohesive management system. Teams can spend time previously used creating and editing documents on their specific specialties

Business’ expansion to multiple locations prompts even more scrutiny of departments’ collaboration processes. Forward thinking organizations are employing integrated document automation systems to reduce spend, save time, and cut down on ineffective communication while increasing productivity and interdepartmental collaboration.

The advantages of implementing automated document production systems to better collaborate are helping businesses enjoy the benefits of more productive employees and faster, more effective customer communications.

1 Why Collaboration Matters