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Saving Time With Document Automation Software Blog Feature
Mike Lui

By: Mike Lui on May 2nd, 2022

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Saving Time With Document Automation Software

Automation | Document Automation

They say consistency is key to many things in life. From exercise and diet, to meditation, to the mastery of any practice, really. This same principle is reflected in what’s known as the 10,000 hours rule. The 10,000 hours rule essentially states that the mastery of any difficult task, like playing an instrument, requires 10,000 hours of intense and intentional practice. The path to logging those 10,000 hours is paved by consistency. The more consistent one is with their practice habits, the more swiftly they can reach hour 10,000. This isn’t the only application of consistency though. Consistency also has a major role in building and operating a business. Specifically, when it comes to customer communications, consistency is absolutely vital. There are many reasons why consistency across business communications is important, especially the larger the business grows, which is where document automation software truly shines. 

Saving Time with Document Automation Software

One reason consistency across brand messaging and consumer communication is so vital is because of how it impacts expectations. If inconsistencies begin appearing between communications, consumers could end up with expectations that aren’t met. This not only reflects badly on the brand reputation and perception, but in most cases, will cause a loss of that customer. In today’s fast paced and hyper competitive market, customers are highly likely to take their business elsewhere after a single negative experience with any given brand. As a business scales, the importance of consistency across channels of communication scales with it. For one thing, as a business scales, brand expansion takes place, which often creates new channels of customer communication. While communications over these channels can be optimized individually, the core messaging needs to remain consistent with the rest of the brand. 

Once again, this is vital to creating a realistic expectation amongst the customer base, and additionally acts as a quality assurance factor. In other words, it ensures the organization’s ability to follow through on the content of the messaging. Automated technology is certainly nothing new as it’s been around for centuries already. However, in the early ages of automation’s integration into commercial business operations, things were much less elegant than they are today. Especially when it comes to automated communications.

A Brief History on Document Automation Software

As with all technologies, automation has evolved time and time again since its earliest iterations. Today, businesses use sophisticated suites of technology to craft and deliver automated messaging without being a nuisance or inconvenience to the customer. At least that’s the goal. Learning from the days of endless automatic telemarketers, and spam email that never even reaches an inbox, organizations have found new and better ways to ease their large-scale communication efforts, while still communicating with constituents effectively. 

By combining automated messaging technology with various other technologies, automation and automated communications have vastly improved over the years to the point that document automation software is capable of saving any organization a significant amount of time. With a sophisticated CCM system in place, document automation software is integrated into the core of the programming, allowing your staff to unleash the true potential of automated messaging that doesn’t feel automated.  

The Tech Behind Modern Document Automation Software

Sophisticated CCM programs use a suite of technologies to assist and bolster organizations in communication efforts. The CCM offered by Topdown Systems, for example, makes use of A.I., business logic, and automation tech, all to create efficient, consistent, and seamless customer communications. One of the flagship features of this CCM system is the recyclable content library. 

This is a library of manually made template documents with variable placeholders scattered throughout its entirety. Once the framework for these template documents are created, the CCM then uses A.I. to auto-populate documents with the appropriate content information for any individual customer from the customer database. From here, business logic is used to determine which communication channel should be employed, any language variance or substitution that would be easier for the end user to comprehend, and even to double check that the appropriate communication is being sent for where the individual is along the customer journey. Finally, automation is employed to schedule and deliver the communication to the end user. 

Integrating a sophisticated CCM system into your organization's operations will result in bolstered efficiency, saved time, and stronger communication efforts overall. 

Looking Ahead

While understanding the present is important, looking toward the future can be just as vital. Technology is going to continue evolving over and over again, and likely even beyond the survival of the human species. As such, it’s helpful for businesses and organizations to strive for innovation. If there’s a better way to do something, let’s find it. That typically tends to be the mindset of most organizational leaders. 

The same innovative mindset should be taken toward the future of communication, and how it can still be even better. The past two years accelerated the economy into the beginning of a truly digital era. This means that businesses and organizations need to be prepared to operate digitally, and serve a digital-first customer base. Implementing document automation software that saves time and builds channels of efficiency is a surefire way to strengthen your organization’s digital communication strategy. 

In Summary

Communication is one of the foundational building blocks for humanity. From interpersonal relationships to business associates, and even family members - communication is the sole element that allows for relationships. This same truth prevails in business. Business-to-consumer relationships are developed through layers of communication. The more consistent, empathetic, and clear that a brand's messaging is, the stronger it will be received. 

CCM systems that use document automation software to assist and bolster communication teams help to ensure that messaging remains consistent, clear, and personalized for each and every customer. No matter where they are along the customer journey. 

Start fortifying your communication strategies with a powerful CCM that saves time and builds efficiency throughout your brand. For more information on consumer communication best practices, keep browsing the Topdown Systems content library.

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