Digital mailbox? – So that you DON’T miss any mail while working from home!
Digitize, distribute & archive
Digital mailbox: Due to the COVID-19 pandemic, home office suddenly became the order of the day in order to prevent further infections and the spread of the virus. COVID-19 has accelerated what was already in transition. Employees want to work more mobile. This requires digital Data access from anywhere at any time of the day or night.
DBut the reality is different – physical documents are still very present in companies. Due to COVID-19 and the evolving demands of employees internal contact points Develop solutions to ensure digital sharing of documents. A central problem arises with the physical inbox of companies:
How do important documents reach employees via digital mailboxes in their home office?
At the beginning of the pandemic, a quick solution was needed; the physical letter documents were scanned and sent by email to the responsible person. While this ensured that correspondence was maintained, we all know that email is not a digital filing cabinet and should not be used as one.
Is COVID-19 really the decisive, driving factor for digital transformation?
Although many companies had already developed a strategy for digital transformation, operational implementation was still in its infancy for most. – This was also evident in various topics. The implementation of home office caused difficulties for many companies because suddenly things had to happen quickly. And since there was no preparation, we didn't even know where to start. Solutions were implemented “quick and dirty” with the result that the approach is now digital, but certainly not more efficient.
Digital mailbox as a solution:
redIT's intelligent workflow solutions can help your company significantly increase productivity. Where there is a business process involving documents and people, there is also an opportunity for automation. The physical inbox or mailbox of a company offers a good entry point into digital transformation. If documents are recorded digitally as soon as they enter the company, media disruptions in further processing can be easily identified and gradually remedied.
When you enter the company, the physical incoming mail is opened, scanned and delivered to the recipient via email in accordance with company guidelines. The classification and distribution is carried out using additional software that can recognize not only addresses but also keywords, thus ensuring a high level of automation.
The key advantages of digitalen transformation to digital Inbox:
- Time savings by eliminating the need to manage paper documents
- Increased access to all documents with controlled access, anytime, anywhere
- Reducing turnaround times for processing documents
- Improve security and reduce lost and misfiled documents due to employee errors
- Simplifying processes and improving end-user experience
- An inbox redesign project is a quick win that has visible and tangible value to your business. One of the keys to getting started with automation is a quick win that you can build on with additional projects across the company. You can build a better business using the same workflow platform.
What are the disadvantages of working from home without a digital mailbox?
Distributing and allocating mail is a complicated and time-consuming process without a digital inbox. The employees initially receive an unsorted stack of documents. Then they begin to work through the stack piece by piece. The first thing to pay attention to is the sender and the relevant topic. In many cases it is necessary to briefly skim through the documents in order to be able to classify the facts.
When working from home, the job is not easier. Digitalization does not bring any advantages simply by scanning mail and sending various emails. Employees continue to have to look through the flood of emails and sort them manually.
Depending on the size of the mail, the process may take an hour or longer. In most cases, day-to-day business does not allow an employee to take so much time sorting their mail. He is therefore dependent on completing the work between longer customer meetings and other tasks that cannot be postponed.
Often you have to start over, which takes extra time. As with physical mail, emails that are intended for another employee also arrive.
Overall, this “type of digitalization” costs more time and brings hardly any benefits. The effort required for organizing remains the same. There is also the time for scanning the mail and sending the emails.
How did redIT solve it?
redIT has implemented the “Digital Inbox” solution and thus postulates an example of a digital management tool that can automatically incorporate the recording of content from various inboxes into a workflow. We have had a lot of success with this tool as the front end of a fully integrated business workflow system and can now concentrate on our core business, not just in terms of incoming mail.
With our intelligent workflow solutions, we ensure that all applications are flexible, so that in the event of rapid changes in the environment, the workflows are intact and prepared for the future and thus offer great investment protection.
If you are interested in learning more about how we can help you, contact us for a quick conversation or a demo of our solution:
How exactly does redIT’s digital inbox make work easier?
In order to eliminate the chaos, redIT uses digital inbox on the automatic sorting of mail. This makes the usual work steps of classification and distribution obsolete. At its core, the software used focuses on two simple guidelines for organizing mail. These are the sender addresses and various predefined keywords.
Using the addresses, the software intuitively recognizes who the mail comes from. The keywords, in turn, help determine what the relevant documents are about. This allows the system to automatically divide mail into specific categories.
Thanks to the efficient pre-sorting, recipients can immediately see which tasks lie ahead of them. The time for organizing is almost completely eliminated. Related documents are already in clear categories and the recipient always has an overview. He knows exactly what is missing and is able to organize his working time much better, more efficiently and plan ahead.
redIT – the key to your success
Digitalization is a huge task and presents challenges for many companies big challenges. redIT accompanies you on this path and ensures perfectly coordinated IT. In this way, we make a major contribution to ensuring that digitalization offers you real added value.
From individual advice to the procurement and installation or implementation of the individual systems, we are available to you at any time. Our diverse services cover the entire area of digitalization in the company. This means you get everything from a single source and benefit from a first-class service Service.
The following offers are part of redIT's wide product range:
- Business solutions: Document management, workflow solutions, self-service BI, customer relationship management (CRM), digital maturity analysis
- Cloud and infrastructure: Digital workplace, cloud services, IT infrastructure, printing solutions, IT outsourcing, IT vulnerability management, IT security
- Products: redCLOUD Services, Microsoft Cloud Services, document management, printing solutions
Contact us now and lead your company into the digital future. For example, use our clear Contact form and let us know how we can help you. Our friendly and competent employees look forward to supporting you with digitalization.
«It takes a successful digital inbox a partner who handles IT and business management Understands and can combine requirements. Have it with redIT we found this competent and experienced partner.”
Global Operations Director, Arval (Switzerland) AG