Document automation for business is a necessity to keep up with B2B and B2C demands. Here are the many reasons why you, too, should embrace document automation.
It’s 2019. What do your documents say about you?
If they’re screaming that your brand is behind the times, it’s time for an overhaul.
Sending disparate, mismatched documents via fax, email or old-school snail mail isn’t only outdated. It’s also costing you business.
In fact, out-of-touch and inconsistent sales tactics are two of the top five reasons 1 most companies lose customers.
Today, document automation for business is more than a smart move. It’s the resource you need to usher in a new era for your enterprise.
In this article, we’re sharing a few reasons why this is one investment you can’t afford to skip.
Ready to learn more? Let’s jump in.
What Is Document Automation for Business?
Think about the forms that your company fills in on a repeat basis. These might be your invoices, onboarding documents, sales receipts, pricing sheets and more.
If you’re asking employees to fill these in every time by hand the need arises, consider how much productivity that wastes. Document automation serves to eliminate this hassle.
In short, it’s the process of creating templated versions of your branded documents, transforming them from their paper format to a digital one. When an employee requires access, he’ll download the form he needs, enter the specific data and send it electronically to a recipient.
Why is this needed now?
Thanks to the Internet of Things (IoT), our business has more touchpoints than ever before.
As a business leader, you may store your client data in a Customer Relationship Management (CRM) system. Your pricing information may come from your financial management software. Trying to track all of this data down and transcribe it on a routine basis can lead to a final product that’s riddled with human errors.
Document automation makes standards-based documents easier to customize, quicker to retrieve and simpler to edit. Let’s review a few reasons to make the switch.
1. Improved Accuracy
Especially in the legal, insurance and healthcare fields, standards are changing all of the time. To stay up-to-date and ensure compliance, it’s important that your document content is accurate.
When you use templates and automate your document creation process, you retain this type of hands-on control. For instance, if you know a compliance change is forthcoming, you can go ahead and make edits to your documents, pushing the changes to publish at a later date so you don’t lose track of time.
Make the change one time, in one place, and it automatically updates your entire system.
2. Create a Consistent Brand Image
Want to foster brand loyalty and create a long-term client list? You won’t get there with a rag-tag identity.
Instead, you need a consistent brand image that’s cohesive across all of your documentation and outreach efforts. If your HR team is mailing out hiring letters with your old logo while you’re posting on social media with your new one, what message does that send viewers?
With document automation software, you can set approved logos, corporate terms and even language for all staff to use. Once you make the decision, the edits update across the board, so everyone is working from the same version.
In a sense, the installation and implementation of this software force you to standardize. If you’ve been putting it off for a while, now’s the time to invest the time.
3. Boost Employee Productivity
One study shows that workers are losing an average of eight hours of productivity 2 per week due to the time it takes to complete manual tasks. That’s one full day!
Think about it. How many of your team members are filling out a contract by hand right now? What about court documents or financial statements? What percentage of their time goes toward proofreading?
If you automate the documents and the workflow alike, you save them this time and productivity. Your business also saves money when it isn’t spending it on expensive paper handling.
4. Quicken Response Times
Three-quarters of online shoppers 3 want “now” responses to their customer service inquiries.
If your associates don’t provide them with an answer that meets their needs in less than five minutes, they’re heading for your competitor. When your support representative is still scrambling to find the exact help guide, it can signify that your entire company is still figuring itself out.
On the other hand, documentation automation makes quick work out of this process.
Your reps can pull up or record client interview data in a matter of seconds. Then, they can use that information to adjust the template for support documentation and deliver it via the medium of choice.
The same concept holds true in legal environments, where automation makes it a cinch to prepare, settle and file a case.
5. Bolster Cross-Team Communication
How does your sales team analyze the effectiveness of its campaign and share those results across every department?
Help them do in a few clicks, sending real-time updates to key stakeholders inside and outside of your organization.
You can share this data across time zones and geographical barriers, accessing it 24/7 for quick retrieval. You can even print or share certain documents or operate in batch mode when production levels spike.
We’ll Help You Automate Your Documents Today
You know the value that your brand brings to the table.
Make sure you aren’t muddling the message or hurting your chances of a sale by distributing documents that don’t do service to the level of quality you provide. Document automation for business is the next step in your ongoing digital transformation and it’s time to bring it on board.
Want to learn more about how this technology can improve your workflows from the inside out? Contact us today.
We’ll show you the ropes and get you started in no time. You won’t even remember what your old paper trail used to look like.