Batch Documents and Communications
Know Your Documents Series – Part 1
How to Streamline Document Production with Batch Communications
Batch communications continue to be extremely relevant today whenever a large number of personalized documents must be produced in a limited time frame. Many businesses try to migrate to on-demand communications, but batch document production is a great fit for insurance, telecom, and financial companies that must produce a large number of communications — sometimes in the millions — as part of their monthly billing cycle. Most of these documents are transactional in nature and are a critical component of running any business.
What Are the Main Batch Communication Challenges?
Companies continue to struggle with the complexity of producing transactional documents such as statements or invoices in a limited time frame. In many cases, the solution is simply to “dumb-down” the documents in order to meet the time constraint. That includes removing layout elements (colors, fonts) or even content (transactions, conditional logic, etc.).
Overall, the customer experience is diminished. This has prompted many organizations to use MHC EngageCX, our Customer Communications Management software to deliver on customer expectations.
What Are the Features of Batch Communications Software?
Personalized Communications at Scale
Customers now expect a fully personalized experience. Template management within batch communication software enables organizations to treat each customer as an individual, not a number. While some customers still prefer to receive communications in the mail, the tide has turned to digital. Many customers would rather receive their documents through email, text messaging/SMS, or a combination of these channels. Batch document creation software leverages omnichannel communication capabilities that enable customers to access transactional documents however they choose.
Streamline Production Process
Batch communication software streamlines the production process by enabling companies to produce millions of documents at a time and send them out to customers, all within a trackable workflow. It seamlessly integrates with business applications such as CRM platforms, billing systems, or proprietary databases to ensure fully automated, worry-free batch document creation. Organizations can produce document runs on a set schedule or on-demand. With this software, customers will receive consistent, high-quality, and timely communications.
Consistent Brand Tone
Discover the Key Benefits of Using MHC’s Batch Communications
By leveraging batch communications systems, organizations can streamline operations and optimize document development, all while reducing production costs and increasing company revenue. Here are some of the advantages:
REDUCE STRAIN ON EMPLOYEES
Each month, companies generate millions upon millions of documents – monthly statements, customer letters, invoices, etc. When dealing with high volume document production, leveraging batch communications software takes away the strain of dealing with enormous document loads from employees. It frees them from dealing with repetitive tasks and it enables them to focus on more sensitive responsibilities.
Engagement doesn’t happen in mass-produced form letters, but rather, it happens when communications become a personalized, time-sensitive dialog. Top-of-the-line batch communication systems do much more than simply produce millions of documents in a matter of clicks. They produce large volumes of documents that convert because they are individually engaging for customers. In turn, this increases company revenue because customers chose brands that offer them a superior customer experience.
By streamlining the production of large volumes of documents, batch communications systems also reduce company costs. They significantly reduce execution time and eliminate tracking issues as well as human error from the process, which leads to an overall cost reduction for communication development. Moreover, they ensure standard compliance for communications, which helps organizations steer clear of fines and/or legal expenses.
CCM Buyer’s Guide
Find out how MHC solutions build compelling and engaging experiences, and put customers front-and-center in your communication strategy.