Digital inbox: So that you too DON’T miss any mail in the home office!
Digitize, distribute & archive
Digital inbox: The COVID-19 pandemic abruptly made home office the order of the day to prevent further contagion and the spread of the virus. COVID-19 accelerated what was already in flux. Employees want to work more mobile. This requires digital access to data from anywhere at any time of day or night.
But the reality is different – physical documents are still very present in organizations. Through COVID-19 and the evolving demands of employees, internal points of contact need to develop solutions to ensure documents are shared digitally. A key problem arises with the physical inbox of companies:
How do important documents get to employees in the home office?
At the beginning of the pandemic, a quick solution was needed; the physical letter documents were scanned and emailed to the appropriate 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 such
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 then 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 a lack of preparation, they didn’t even know where to start. So solutions were implemented “quick and dirty” with the result that one is now digital in approach, but certainly not more efficient.
Digital inbox as a solution approach:
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. In this context, the physical inbox or mailbox of a company offers a good entry point into digital transformation. If documents are already captured digitally when they enter the company, media discontinuities in further processing can be identified in a simple way and eliminated step by step.
Physical incoming mail is opened upon entry into the company in accordance with company guidelines, scanned and delivered to the recipient via mail. Classification and distribution are performed by additional software that can recognize not only addresses but also keywords, thus ensuring a high level of automation.
The key benefits of digital transformation to digital inbox:
- Save time by eliminating the need to manage paper documents
- Increased access to all documents with controlled access, anytime, anywhere
- Reduction of turnaround times for the processing of documents
- Improve security and reduce lost and misfiled documents due to employee error
- Simplifying processes and improving the end-user experience
- An inbox transformation project is a quick win that has visible and tangible value to your organization. One of the keys to getting started with automation is a quick win that you can build on with additional projects throughout your organization. You can build a better business using the same workflow platform.
What are the disadvantages of working from home without a digital inbox?
Without a digital inbox, distributing and assigning mail is a complicated and time-consuming process. Employees first receive an unsorted stack of documents. They then begin to work through the stack piece by piece. The first thing they do is look at the sender and the relevant subject. In many cases, it is necessary to briefly skim the documents in order to be able to classify the facts.
When working in a home office, the job is no easier. Simply scanning the mail and sending various e-mails does not bring any advantages to digitization. Employees are further dependent on sorting through the flood of emails and sorting them manually.
Depending on the volume of mail, the process can take an hour or more. In most cases, day-to-day business does not allow an employee to take that much time to sort his or her mail. As a result, he or she must rely on completing the activity between lengthy customer meetings and other tasks that cannot be postponed.
Often, they have to start from scratch, which takes up additional time. In addition, as with physical mail, emails arrive that are intended for another employee.
Overall, this “way of digitizing” therefore costs more time and hardly brings any benefits. The effort required for sorting remains the same. In addition, there is the time for scanning the mail and sending the e-mails.
How did redIT solve it?
redIT has implemented the “Digital Inbox” solution, postulating an example of a digital management tool that can automate the intake 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 focus on our core business, not only with regard to the inbox.
With our intelligent workflow solutions, we ensure that all applications are flexible, so that if there are rapid changes in the environment, the workflows are intact and ready for the future, providing great investment protection.
If you are interested in learning more about how we can help you, contact us for a brief conversation or demo of our solution:
How exactly does redIT’s digital inbox make work easier?
To eliminate the chaos, redIT relies on the automatic sorting of mail in the digital inbox. This makes the usual steps of classification and distribution obsolete. In essence, the software used focuses on two simple clues for sorting the mail. These are the addresses of the senders and various predefined keywords.
With the help of the addresses, the software intuitively recognizes who the mail comes from. The keywords, in turn, help determine what the corresponding documents are about. As a result, the system is able to automatically classify the mail into specific categories.
Because of the efficient presorting, recipients immediately see which tasks are in front of them. Time spent on sorting is almost completely eliminated. Documents that belong together are already in clear categories, and the recipient always has an overview. He knows exactly what is missing and is able to allocate his working time much better and more efficiently and to plan ahead.
redIT – the key to your success
Digitization is a huge task and poses great challenges for many companies. redIT accompanies you on this path and ensures perfectly coordinated IT. In this way, we contribute to a large extent to ensuring that digitization offers you real added value.
From individual consulting to procurement and installation or implementation of the individual systems, we are available to you at any time. Our wide range of services covers the entire field of digitization in the company. As a result, you receive everything from a single source and benefit from first-class service.
The following offers are part of redIT’s broad product range:
– Business soluions: 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 conveniently how we can help you. Our friendly and competent employees look forward to accompanying you in your digitization.