Many things that have gone wrong in the past year can be attributed to the COVID-19 pandemic. The COVID-19 pandemic besides decimating populations the world over necessitated the use of safety precautionary measures and lockdowns to reduce the scourge. Businesses were also terribly affected by the pandemic as business owners have had to devise means of keeping afloat in these difficult times. One of such devices adopted is the Digital mailroom.
We do not by any means intend to presuppose that the digital mailroom is a new invention. It isn’t as it’s been in use way before the pandemic. However, no one can dispute the fact that the increasing prominence of the digital mailroom in these trying times is testament to the resilience and endeavor of business owners that continue to look for ways to enhance their businesses by cutting down the cost of orthodox paper-based mailrooms and replacing them with the more fashionable electronic variant. What exactly is a digital mailroom and how can it boost business recovery during and post-Covid?
What is a Digital Mailroom?
A digital mailroom is a more efficient and faster method of processing documents coming into an organization. It is a way of content transformation that is achieved by digitalizing files through capture and scanning techniques that are used to process paper mails. A digital mailroom also monitors and extracts attachments and other files that are then formatted for automation.
While the staff of a small company could carry out this task, where the company is a big one, it can be quite cumbersome to keep track of incoming mails. Besides, in this time of the pandemic where working from home is the new normal, and to prevent the spread of the Coronavirus, a digital mailroom is the way to go.How can
Digital Mailroom boost business recovery during and post-Covid?
1. It is time-efficient
What is it that people say about there being a virtue in simplicity? A digital mailroom promotes this ethos as its function is uncomplicated- the organization and distribution of information while simultaneously allowing instantaneous access to the said documents. Studies have continued to show that a digital mailroom trumps its orthodox predecessor as in the United Kingdom alone, it is estimated that the digital mailroom is used to manage over 5,000 mails per month. A number that a human workforce would find very hard to replicate in that timeframe.
2. It is cost-effective
The popular saying that “time is money” continues to ring true in business circles. With the orthodox method of handling mails with the help of mailroom teams, needless time and considerable effort that would have been better utilized elsewhere is wasted in mailrooms. But with a digital mailroom, besides saving up on the salaries that would have been spent on the human workforce, it cuts the cost of photocopying that utilizes paper, ink and requires regular maintenance.
3. It encourages transparency and compliance
A digital mailroom engenders transparency as data can be easily downloaded and traced. This transparency makes it easy for people to comply with requests for sensitive information as they are assured that such confidential information would not get into the wrong hands.
4. It promotes better customer service
Let’s face it, without customers, there would be no business. It is for this reason that any tool that allows for better customer service delivery ought to be rightly applauded. And if you ask any customer what they would appreciate most in enterprises rendering services, most would probably mention quick response time to questions. A digital mailroom makes it possible to contact customers easily as their contact information scanned off their mails can be easily utilized to effect swift contact.
5. It promotes Working from home
In these trying times of the COVID-19 virus, with the new to adopt new methods of carrying out business to stem the scourge of the virus, a digital mailroom helps you do just that. It dispenses with the need to hand-deliver mails and invoices to the desk of employees. In truth, hand to desk delivery isn’t even an option with the advent of remote offices with employees working from home. A digital mailroom ensures that even with people working from home the job of receiving, scanning, and converting into the requisite electronic format is not jettisoned. What is more, the process document can be simultaneously sent to the relevant employee working from home or where it has to be worked on by a team, to a document management system.
As we have seen, a digital mailroom is a medium of content transformation that has grown to even more prominence given our present circumstances. It is an efficient tool that serious-minded business folks cannot afford to sleep on. Enhance your business process with a digital mailroom today and reap all of the benefits we have just outlined.