Are you up to your eyeballs in piles of files?
Research shows that businesses in the United States spend a collective $8 billion a year on paper management. On average, it costs each organization $20 to file one document, $120 to find a lost document and $220 to replace it.
While some industries aren’t as reliant on records and documentation, others depend on it. From insurance agents to telecommunications providers, if you deal with the public in any official context, chances are you’re overwhelmed with paperwork.
In these instances, high volume document generation is key. Instead of relying on a filing cabinet (physical or virtual) to fulfill your needs, it’s time to embrace robust software that can do the hard work for you.
Today, we’re sharing how to relieve the pain points associated with high-volume output. Embracing this solution can save you both money and sanity, so let’s take a look.
The Importance of Scalability
Even if your business generates thousands of pages per month, it’s likely that demand fluctuates.
For instance, an electric utility company has needs that ramp up at the end of the month, when customer invoices go out. In a similar vein, banking institutions send out monthly account statements.
Then, there are industries in which business leaders have to be ready to send mission-critical paperwork at any time. Airline managers must send flight plans as required. Government agencies must submit volumes of rule-based documents. Corporate agencies require onboarding materials with every new employee.
When your production amplifies, it helps to leverage top-of-the-line resources that follow each document from concept to delivery, including the following steps:
- Template Design
To help control your budget, look for a document automation system that scales along with your business needs. This way, you only pay for what you use rather than maintaining it throughout the year.
The eleventh hour is not the time to realize that your automation software isn’t up to speed. Do you have a large number of customers who depend on your company for timely and reliable correspondence? If so, you need a document production platform that can keep up.
The best document generation tools feature built-in reliability that serves as a failsafe in the event that the unexpected happens. This way, you can deliver both the quantity and the quality that your clients expect. Over time, this boosts customer loyalty and long-term engagement.1
Whether you’re sending one line of text to your customers or preparing packages that contain thousands of pages, you’ll never have to wonder if your system can keep up with the demand. Built for performance, it’s able to handle both large-scale production requirements as well as lengthy and detailed documents.
In a nutshell, there’s no job that can break it.
If you process a high volume of documents on a regular basis, you might not send every customer the same communication via the same format.
Some might prefer a paper copy of their records, while others would rather access everything online. Some may even request a hybrid format.
This is where consistency is key. With all of your templates and assets in one place, you’re able to maintain a uniform brand appearance across channels. Your invoices match your emails, which look like your PDFs and SMS messages.
This not only reduces the number of unique templates your company has to manage. It also cuts down on the time it takes to manage and organize them.
Autonomy and Ownership
The best part? Business users are free to make their own edits. They can build and modify documents as needed, all working from within the same central repository.
Imagine the strain on your IT department if technical personnel were the only ones capable of fine-tuning a high-volume batch of documents. An intuitive designer frees this department for more pressing tasks and helps managers meet customer deadlines.
Then, when it’s time to deliver the documents to your customers, you can do so according to their individual preferences. Send them to print queries, create online HTML presentation layers, or distribute PDFs via email.
Package Assembly Capabilities
Does your organization create kits or packages of important documents on a routine basis? From real estate agents to law offices, there are many organizations that spend hours each month assembling these various forms by hand. It’s time-consuming and tedious but for many, it’s the only way.
In the world of document automation, the assembly step is often overlooked, though it’s one of the most important pieces of the puzzle.
Not only does your organization need to create an enormous quantity of documents, but you also need to organize and assemble them into the correct format.
You can achieve this through document automation. This software can render documents based on a single data source or multiple sources. From there, it combines these documents with others to create complete packages.
Whether you’re creating policies, contracts, welcome kits or any stack of paperwork in between, automation allows you to do so in a fraction of the time you’d spend putting everything together by hand.
Optimize High Volume Document Generation Today
In today’s digital age, there is no reason why your company should still be struggling to keep up with documentation demands.
Your longevity depends on your ability to keep pace with customer expectations. If you’re lagging on your delivery times and asking employees to stay late to hand-assemble packages during your busy season, it’s time for a system overhaul.
High volume document generation tools relieve these pain points and give you back your peace of mind. Leverage them to take the legwork out of batch printing jobs, packet assembly, email blasts and more. You’ll be surprised at how much time and efficiency you gain when you don’t have to reinvent the wheel every time.