The mailroom is one of the biggest entry points of information into any business. In many cases, the amount of delivered documentation (both of the useful kind and the junk variety), incoming faxes, and more seems to grow daily.
“If you don’t have a good enough mechanism to automatically classify and index the information that’s coming in, what sometimes happens is you just stick it in a filesystem, or even put it in a box in a warehouse,” Tom McCann of Instabase, said. “And you keep it, but you don’t have the resources to go in and check what happens. And over time … you end up with a warehouse full of documents and you’ve got no idea what’s in them.”
How can an organization learn what it has in its mailroom, what it can dispose of and what it needs to keep, as well as how to easily handle future documents, all in a way that requires little in the way of personnel resources? The answer lies in mailroom automation. Intelligent automation solutions can help organizations prioritize the important information coming into their mailrooms.
Document Understanding Helps Pinpoint Important Information Faster
With so many documents coming into a corporate mailroom or inbox, getting the important information to the right place in the company can be a challenge. Such high-volume work is also repetitive and labor-intensive, which makes it an excellent candidate for automation.
Using intelligent automation technology powered by AI, documentation coming into a company mailroom can be instantly recognized and prioritized according to customized rules the organization specifies.
In the case of one large U.S. insurance company, Instabase was able to eliminate the company’s severe document bottleneck so the insurer was able to more quickly locate its most important incoming files: medical claims. That put the insurer in a better position to meet its Service Level Agreements and keep its customers happy.
Intelligent Automation Takes Human Error Out of the Process
Before engaging with Instabase, this insurer was seeing 500 errors daily in its mailroom, owing to manual indexing of documents into the wrong workstream. Thanks to automation, the company’s mailroom is now able to correctly and automatically classify 96% of documents. Document errors are certainly not unique to this client. In fact, one study found that nearly 90% of spreadsheets with manually entered data contained mistakes.
“A majority of errors reported were caused by human error — meaning they could have been completely avoidable mistakes,” a Forbes.com piece on the spreadsheet study reads, in part.
A good automation platform greatly reduces the chance for human error, slashing the number of mistakes and freeing up your human capital resources for more value-added tasks.
Intelligent Automation Ensures Better Servicing
Clients are the lifeblood of any business, and keeping them means keeping revenue flowing. Using mailroom automation can go a long way toward reducing customer wait times and the instance of incorrectly filled out or filed documentation (both of which annoy clients and make them less likely to give a company business referrals).
Automation helps companies respond to customers more quickly, which customers across industries have come to expect from the organizations with which they do business.
It doesn’t take much for a company to lose a customer’s loyalty.
“In the U.S., even when people love a company or product, 59% will walk away after several bad experiences, 17% after just one bad experience,” according to PricewaterhouseCoopers. “32% of all customers would stop doing business with a brand they loved after one bad experience.”
On the other hand, the organization that uses automation to reduce errors, speed workflows, and better respond to queries and comments is one that keeps its clients.
If you are ready to reap the benefits of intelligent automation to streamline your workflows, reduce human error, and ensure better customer service, it’s time to see what Instabase can do for your company. Schedule a demo today.
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