Automation is a helpful way to optimise business mail management, and one of the most effective ways to introduce automation is via a multi-channel approach to communications. By implementing a solution that allows your business to manage communications centrally, regardless of format and channel, a whole host of cost and time savings can be achieved. What’s more, other positive business impacts relating to customer engagement and security can also be made. Here, we look at the top five ‘must-knows’ of how mail optimisation will better your business: 

1. Control physical and digital document delivery in a single flow 
It sounds obvious but handling physical and digital communications separately can lead to many issues. For example, customers could be sent conflicting information via both email and in the post or sent duplicates of the same information via email and post at the same time, leaving them feeling confused or overwhelmed. Managing communications centrally gives businesses a platform for consistent and carefully planned interactions with customers, employees and suppliers. 

2. Save time locating and sending customer documents 
By taking a centralised, automated approach, businesses can do away with ad hoc and piecemeal processes that involve having to gather together documents that could potentially be out of date or in multiple different formats. Businesses can ensure that, if all out-bound documents are curated at a single location, any communications involving them will be rapid, consistent and accurate.     

3. Bring extra security to documents sent digitally 
Ensuring that customer information is not compromised has become one of the most important priorities for businesses today. Data breaches and cyber-attacks will target the weakest link, meaning that any disparate systems and processes for sending communications could be a security risk. Keeping everything together and managed via a web portal means that efforts can be concentrated on securing a single environment. Additionally, document traceability can further limit concerns around sending, sharing and receiving of documents. 

4. Fully personalise customer communications 
With software that automates document creation and sending, businesses can also perform document enrichment and personalisation. This is enabling highly targeted and tailored corporate communications and marketing campaigns that are more impactful, helping to improve customer satisfaction and engagement.  

5. Removing over-reliance on physical mail delivery 
Some things will always be better sent and received as physical media but, where possible, using digital channels can support faster interactions and helps reduce both paper use and mail costs. Managing communications centrally provides the option to switch between the chosen channel, and a policy to send via digital channels by default could even be adopted.

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