Digital inbox: So that you too DON’T miss any mail in the home office!

 

Digitise, distribute & archive

The COVID-19 pandemic abruptly made home office the order of the day to prevent further contagions and the spread of the virus. COVID-19 has accelerated what was already in flux. Employees want to work more mobile. This requires digital access to data from anywhere at any time of the day or night.

But the reality is different – physical documents are still very present in companies. Through COVID-19 and the evolving demands of employees, internal focal points need to develop solutions to ensure digital sharing of documents. A key problem arises with the physical inbox of companies:

 

How do important documents get to the employees in the 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 person in charge. 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, the operational implementation was still in its infancy for most. – This also became apparent 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 did not 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:

The intelligent workflow solutions from redIT can help your company to 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 already recorded digitally when they enter the company, media discontinuities in further processing can be identified in a simple way and eliminated step by step.

The physical incoming mail is opened upon entry into the company according to the company’s guidelines, scanned and delivered to the recipient via email. Classification and distribution is carried out by additional software that can recognise not only addresses but also keywords, thus ensuring a high degree of automation.

 

The most important advantages of the 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
• Reduce turnaround times for processing documents
• Improve security and reduce lost and misfiled documents due to employee error
• Simplifying processes and improving end-user experience
• An inbox transformation project is a quick win that has visible and tangible value to your organisation. One of the keys to getting started with automation is a quick win that you can build on with more projects across your organisation. You can build a better business using the same workflow platform.

 

 

How did redIT solve it?

redIT has the solution “Digital Inbox” and thus postulates an example of a digital management tool that can automate the intake of content from different 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 incoming mail.

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 quick chat or demo of our solution: