How to Simplify High-Volume Document Generation and Complex Output Management 

Gina Armada and Ira Brooker     January 05, 2023

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Your organization produces a lot of documents, but your needs don’t always stay the same from week to week. Mission-critical systems and processes across all industries require reliable document generation software that instantly scales as business needs dictate. Distributing those documents in multiple formats over a variety of channels requires close attention to output management to avoid mistakes and confusion. Those variable needs call for a document generation system that keeps your output compliant and error-free, whatever your industry.

Insurance providers must generate policy and claim forms 24×7 upon policyholder request. Utilities and telecommunications providers require rapid rendering of bulk monthly invoices along with on-demand account management forms. Customers demand banks and wealth management firms generate large volumes of monthly and annual statements—on-time and error-free. Airlines require immediate and 100% dependable production of flight plan documents. Businesses of all kinds require transactional documents to be delivered on time and with accurate information, via the channels customers prefer.

Effective manufacturing document generation can mean the difference between meeting or missing key production deadlines. These and many other highly competitive industries demand reliable, automated document production processes.
Let’s take a closer look at the inner workings of high volume document generation and output management, including some specific document generation challenges and how a software solution can help your organization solve them.

How Does High Volume Document Generation Impact Complex Output Management?

Any business that deals with high-volume document generation (HVDG) also needs to have a plan for complex output management (COM), because the two concepts go hand-in-hand. Basically, the higher the volume of documents an organization is producing, the more challenges it will face in managing how those documents are produced, stored, and distributed. Keeping your document delivery processes accurate and efficient requires tools for complex output management. A reliable COM solution helps to build a more scalable, compliant, and secure system for producing large volumes of documents.

Why High-Volume Transactional Document Generation is Important

Mid-market businesses with large customer bases need systems that can handle high volumes of transactional documents — any documents involved in a business transaction. A reliable HVDG solution is essential for areas such as:

  • Branding: Keep logos and brand assets consistent across multiple kinds of documents.
  • Regulatory compliance: Ensure that all required information is included and all data is stored safely.
  • Speed: Produce as many documents as needed, when they’re needed, regardless of the large number.
  • Personalization: Tailor documents to specific audiences without losing formatting or branding elements

Why High-Performance Output Management Is Important

Getting the most out of your communications requires a complex output management system that can integrate seamlessly with your document generation system. Instituting a reliable COM system can drastically improve document delivery with features such as:

  • Omnichannel delivery: Deliver documents via email, SMS, fax, standard mail, and other channels.
  • Personalized delivery: Accommodate specific customer needs and deliver documents using the methods the customer prefers.
  • Data privacy: Protect sensitive company and customer information while eliminating delivery errors.
  • Easier tracking: See where each document is in your system and when it will reach its destination.

What Are Some Examples of Transactional Documents?

We’ve mentioned that complex output management solutions can be a huge benefit for businesses that produce a high volume of transactional documents, but what constitutes a transactional document? This is a blanket term describing any document involved in a business transaction. That can vary depending on the requirements of your specific business, but some common transactional documents for mid-market businesses include:

  • Non-disclosure agreements (NDA)
  • Accounts payable (AP) forms

High Volume Document Production Challenges and How to Solve Them with the Right Software

Companies across all industries depend on efficient document production. In sectors like insurance, banking, or telecommunications, the challenges associated with high-volume document generation can be overwhelming. Keeping invoices, purchase orders, and other important transactional documents moving smoothly through your system can mean the difference between an uneventful transaction and a costly delay or mistake. Having a robust solution in place enables businesses to relieve these pain points, but also to save time and money in the process. Let’s look at some of the challenges mentioned above and how they are overcome with document production software from MHC:

1. Scalability

Businesses in all sectors experience spikes in document demand. For instance, electric utility companies produce a high volume of documents at the end of the month, when customer invoices go out. In a similar vein, banking institutions send out monthly account statements. In other industries, business leaders have to be ready to send mission-critical paperwork at any time.

SOLUTION

To comply with spikes in document demand, companies need solutions that deliver efficient high-volume document production. MHC’s software leverages top-of-the-line resources that follow each document from concept to delivery, including the following steps: Template Design, Production, Assembly, and Distribution. This process assures scalable production that keeps up with the organization’s changing needs. Built for performance, it handles large-scale production requirements as well as lengthy and detailed documents.

2. Robust Reliability

When working with a large number of customers who depend on timely and reliable communications, having a high-volume document production system in place is paramount. Realizing that document operations are not up to speed during high demand periods is simply not an option because it greatly damages customer loyalty and long-term engagement.

SOLUTION

Leverage MHC’s document production software to meet the unexpected, and consistently deliver high-quality, high-volume correspondences day after day. Consult with MHC experts to exceed internal expectations and engage customers with personalized, accurate, and context-appropriate communications in real-time. Build reliable customer experience with a next-gen document production solution.

3. High-Volume Assembly

Enterprise operations routinely involve high-volume document kits or packages, such as policies, contracts, welcome kits, procedure kits. Manual assembly, processing, and storage is not only tedious but also extremely time and cost consuming. This also opens companies to various issues generated by human error, which is almost inevitable when handling a large volume of documents.

SOLUTION

With MHC’s high-volume document production system, all of these steps are performed on the fly and entirely free of human error. The system renders documents based on a single data source or multiple sources. From there, it combines these documents with other assets to create complete packages. Lastly, the packages may be printed, stored as PDFs, and/or distributed via email or SMS. Whether sending one line of text to customers or preparing packages that contain thousands of pages, MHC’s system always keeps up with the demand.

4. High Volume Document Output

No modern mid-market business sends all of its documents out via a single channel. In an omnichannel business environment, customers expect to be able to receive communications and transactional documents via the channels they prefer. That requires a system that can provide consistent, accurate document distribution via email, SMS messaging, physical mail, and a variety of other channels, even for high-volume transactions.

SOLUTION

MHC solutions integrate seamlessly with multiple delivery channels as well as your existing software systems. That allows your team — including non-IT users — to create, manage, and make adjustments to complex workflows that support omnichannel delivery. That ensures that your communications are reaching your customers via the channels they prefer.

5. Personalizing High Volumes of Documents

Studies show that 76% of customers find it frustrating when business communications are not personalized to reflect their specific needs. Trying to create error-free, personalized communications that maintain consistent branding and messaging is a major challenge without the assistance of an automated solution, especially for businesses that generate high volumes of documents.

SOLUTION

Customer communication management software from MHC makes it simple for business users to make changes and personalizations to large volumes of documents while integrating those alterations across multiple channels. Our software solutions make segmenting messages to different audiences and different delivery schedules easy even for less technically inclined users.

6. Cross-Communication Consistency

When processing high-volume documents manually, it is extremely difficult to be consistent across operations and to respect customer preferences. Some clients require documents in paper format exclusively, some focus on digital document production, while other customers may even request a hybrid format.

SOLUTION

To meet customer demands and provide them with a first-class personalized experience, all while maintaining a uniform brand appearance across all channels, companies need a high-volume document production system. MHC’s software automates each step of the document development process, allowing businesses to work with templates, which are managed and organized in consistent processes.

7. Autonomy and Flexibility

There is an immense strain on IT departments where technical personnel are the only ones capable of fine-tuning a high-volume batch of documents. Having these processes dependent on certain members of the team exposes companies to instances where they are not properly staffed or equipped to comply with demands.

SOLUTION

An intuitive high-volume document production software frees the company’s IT specialists for more pressing tasks and helps managers meet customer deadlines. Business users are free to make their own edits. They build and modify their own documents as needed, all working from within the same central asset repository. Then, the finalized documents are delivered to customers according to their individual preferences.

Streamline Output Management for High Volume Document Generation with Automated CCM

Your document output decisions can have a major impact on your customers’ experience. For instance, some customers may prefer to receive documents as PDF attachments for easier recordkeeping, but for others, a large PDF file that takes a long time to load on their mobile device may be a real headache. For mid-market and enterprise businesses dealing with a high volume of transactional documents, the ability to meet the communication needs of both of those audiences at the same time can factor heavily into your bottom line.

MHC provides flexible, easy-to-use output management solutions designed specifically for the needs of mid-market businesses. Take control of all of your channels to give each of your customers the personalized, robust communication they need with a system that integrates fully with our high-volume document generation tools. Scale communications to match ebbs and flows in volume, get deep insights into customer journeys and behaviors, and eliminate major safety and privacy concerns. Our complex output management solutions allow your business to:

In an era where customers have more options than ever before, it’s vital for businesses to communicate with them via the channels they prefer. Automated omnichannel communication allows you to distribute personalized messages and transactional documents across any channel while maintaining consistent branding and accurate information.

The personalization and flexibility that comes with a reliable output management system allows you to optimize your customer experience in ways that benefit both of you. Create unique interactions that move customers through your system in the way that best fits their needs. Along the way, interactive touch points provide you with valuable data that helps you fine-tune and streamline customer journeys. 

More than 70% of customers say they prefer when businesses personalize their communications. Output management makes it all the easier to provide personalized experiences for a variety of audiences, from document creation to delivery. With a library of templates and reusable content fragments, it’s easy to make changes to your communications without sacrificing compliance or brand consistency. Deliver your messages via whichever method or methods your customers most prefer.

Read Our Ultimate Guide to Document Automation >

Bring Document Generation and Output Management Together with MHC

Managing the output of documents for a high-volume business is a major job. As technologies evolve and customers have more options to choose from, that task only becomes more of a challenge. Automating your output management processes and integrating them with a high-volume document generation system is the surest way to keep your personalized customer communications and transactional documents accurate, in compliance, and moving through your system smoothly. Ready to see what automation can do for your communications? Contact MHC today to schedule a free demonstration of our industry-leading solutions for high-volume document generation and output management.

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Gina Armada

Gina Armada is the Chief Executive Officer for MHC, offering over 24 years of experience leveraging technology to deliver business solutions and generate value for customers. Gina leads MHC in consistently delivering intelligent workflow and content automation solutions that organizations can rely upon to streamline their operations, optimize productivity, and increase engagement with customers. Gina worked at Accenture until she joined MHC in 2008, serving in multiple roles until she was named CEO in 2019. When Gina isn’t piloting the growth of MHC’s solutions and services, she is active in coaching youth sports and loves spending free time with family and friends.

Ira Brooker

Ira Brooker is a freelance writer and editor based in Saint Paul, Minnesota. He has been writing blogs and copy about software-as-a-service solutions for most of the past decade. Before exploring accounts payable and workflow solutions with MHC, he wrote about fields including cybersecurity, workforce management, online accessibility, audiology, retail sales, and much more. When he’s not doing business writing, he also indulges in writing fiction, journalism, arts criticism, and bar trivia.

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