10 Benefits to Automated Letter Generation
MHC Team 
August 13th, 2020
Are you still relying on paper-based documents to facilitate enterprise-wide communication? What about an internal network of files and folders?
Either way, your wastebaskets are likely filling up.Research shows that the average worker uses around 10,000 sheets of paper per year.
To facilitate this use, corporations are spending an annual average of more than $120 billion on paper forms, most of which will be rendered obsolete in only three months.
This is where automated letter generation can make a major difference.
Shifting your operations onto a document automation platform can help you lower costs, reduce waste, and improve employee productivity. Today, we’re sharing 10 key benefits that your company can recognize when you make the switch.
1. Improved Version Control
If your employees are printing letters from a saved file on the intranet, can they be certain that they’re working from the most recent version? Between paper, file shares, and email, it’s easy for wires to get crossed.
With automated letter generation, you can bypass manual versioning processes and leverage built-in version control instead. You’ll also be able to see the full history of any document in question. This way, you’ll always know that you’re working in the right file.
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2. Easier Collaboration
From personal letters to collections, there are myriad stakeholders that might need to edit or review a letter before it goes out.
Rather than emailing files back and forth, a centralized platform facilitates simple, effective collaboration.
3. Consistent Template Creation
Does your company have standard letters that go to customers, partners, or clients on a regular basis? If so, consistency is key.
Along with your document templates, you’ll also need quick access to company assets, including:
- Logos
- Graphics
- Fonts
- Color schemes
- Sub-documents
With an automated letter generation system, you can store all of these resources in one place. This way, you can ensure that all of these elements are consistently applied. With the ability to build and modify templates as required, you can also reduce the overall number of templates you need.
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4. Tailored Letter Delivery
Individual letter recipients will have their own preferred methods of delivery. Some might prefer theirs in a print version, while others will request theirs emailed.
Then, there’s the aspect of appropriately tailoring your communications to meet the unique language and tone that each customer requires. Rather than starting from scratch each time, you can simplify these efforts by using automated templates.
5. Quicker Package Compilation
Is your letter included as part of a larger client package that also contains other documents and assets? If so, automated document creation makes assembly a breeze.
From contracts and policies to new account kits, there are myriad different forms of packages you might need to assemble. Whether you’re printing everything out or consolidating the pages into a PDF, you can be confident that everything is included.
6. Switches from Batch to On-Demand Mode
Whether you need to generate one, quick letter for a client or create an entire batch of documents, you can easily scale production up or down.
With an automated letter generation system, you can easily integrate into your Customer Relationship Management (CRM) system or website to pull the key data you need for large volumes. At the same time, you’re always “on-go” and ready to create a letter following a last-minute customer request.
In addition to batch needs, the intuitive interface also makes personal correspondence easier than ever.
7. Digital Forms to Empower Users
Before automated and assembly systems, fillable forms and PDFs were cumbersome and time-consuming, requiring a long email trail susceptible to deletion.
Now, users can access these documents via an online portal. Then, they can complete and submit their portion in seconds.
You can also connect and interact with your customers at any time to retrieve new and updated information as required. Then, you can generate correspondence on an as-needed or on-demand basis, all while reducing your reliance on your call center support personnel.
For your part, you can also access the form-specific data you need directly from your business applications.
8. Improved Workflow
As it travels from initial design to final delivery, every letter, document, or report that your company generates requires an effective workflow process. This is especially the case if your customer communications are complex.
When you automate every step, from initial document composition and review to final document assembly, you can eliminate bottlenecks and ensure timely customer delivery. This way, everyone knows their role and when to participate, with instant access to the tools they need.
9. Maintain Regulatory Compliance
There are many different kinds of documents bound by industry requirements. These include:
- Collections letters
- Insurance form letters
- Loan approval letters
In these cases, there are often critical components that must be included, as well as some that should be omitted.
By establishing review and approval workflows, you can make sure your letters are compliant with such industry regulations, as well as corporate branding standards. In addition, you can also collaborate with internal and external stakeholders to make sure all data points are covered.
10. Reduced IT Reliance
With an automated letter generation system, anyone on your team can create and upload a letter template or make changes to an existing design. In years past, this was a task primarily isolated to your IT department.
By shifting this responsibility onto your business users, you can cut reduce or even eliminate the need for this aspect of IT development. Over time, this can help make your operations leaner and cut costs.
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The Automated Letter Generation Solution You Need
Today’s workforce is busier than ever before, fueled by the tech-savvy communication and collaboration teams that keep us digitally connected at all times.
Is your enterprise preparing to make the shift from legacy systems to more efficient and effective document production software? If so, an automated letter generation solution is a must-have addition to your new suite.
At MHC, we offer a range of solutions designed to make your workforce more successful and productive. From document automation to digital experience applications, you’ll find everything you need to facilitate easier workflows and improve your customer experience.
Contact us today to learn more and let’s connect.
