Create effective document distribution processes in just 5 steps

Many businesses manage their document distribution in house. Managing the creation, print and postage of all their documents. This can be time-consuming, costly and can take up internal resources and space. With an effective document distribution process, these barriers can be overcome to create streamline and efficient processes.

Discover the steps your business can take to transform your document distribution processes. From outsourcing elements of your distribution process to understanding how moving away from physical to digital distribution can be more efficient and cost effective. Read on for five simple steps.

1. Outsourcing your transactional print & post

Managing your document distribution in-house may seem like a cost-effective method, but outsourcing can actually save your business money. Think about the time and cost spent on printing your own documents, sourcing materials and equipment, and the space to house a post room. All of this can be outsourced.

When outsourcing to a transactional print and post provider, you are taking advantage of the provider’s economies of scale. Your provider will print and distribute documents for many businesses at once. Meaning that the costs of materials, maintenance, upkeep and machine training are split evenly. No longer will your business have to source print materials, manage the maintenance of franking machines or invest in the best print and post technology. Your provider will do all of this for.

Outsourcing also means that your team will no longer have to carry out manual print and post tasks. This time can be repurposed within your business and delivering your business’ goals.

2. Building your bespoke scripts

Building your bespoke scripts may sound complicated but it is in fact very simple. Especially for Unifiedpost Group.

If you distribute a large volume of documents it can be difficult to manage all of the data and document formats. Plus, with the acceleration of digital uptake it is no longer enough to provide your customers with just one distribution channel.  Customers expect to choose from both digital and physical documents. This is where bespoke scripts come into play.

For example, you may wish to start digitally distributing documents, but you know that a certain demographic of your audience prefers physical copies. Detail this within your data sheet and we will build the bespoke script. The script can also be built with pre-defined rules. So that if a digital document user has a bounced email address they will automatically be sent a physical document.

Your business has the confidence knowing every user will receive their document, no matter their distribution channel. Plus, with automated reporting you can see when a document has been sent, received and opened.

3. Further cost savings and increased data security with mail consolidation

Once we have built a bespoke script we will securely receive your data and audit it for accuracy, completeness and integrity. Your data is then applied to your document template and is sent to your distribution channel of choice. When distributing physical print and post you take advantage of our advanced mail consolidator.

A mail consolidator maximises discounts and minimise costs. Mail consolidation combines multiple documents for one customer. Meaning less manual work, less time spent and more of a cost-saving for you.

Mail consolidation also increases data security. Communications include security marks and optical mark recognition, making each communication unique. The mark is scanned and recorded so that you have visibility of knowing the exact time of each document’s distribution.

4. Hybrid mail solutions

Hybrid mail is a document distribution solution by electronic or physical methods. Hybrid mail isn’t a big change for how businesses currently create and print documents and communications. However, instead of printing and posting the document yourself, a hybrid mail solution will do that for you.

Hybrid mail is set up on your employees’ systems. They simply click print, choose their hybrid mail provider’s printer and the document is printed and distributed without them having to leave their desks. Hybrid mail makes working from home, the office, or a third workplace that much easier. Less time is spent printing and posting ad-hoc communications, and money is saved too as the average hybrid mail distributed document costs less than a second class stamp.

Hybrid mail can also digitally distribute your document. Learn more about the hybrid mail process and benefits via our blog.

5. Quicker invoice to cash time

Moving from physical document distribution to digital distribution can help reduce your invoice to cash time. When using the likes of physical invoices your business doesn’t have visibility of knowing when your invoice lands with your customer. By changing the invoice distribution to a digital process, you can benefit from a clear invoice audit trail.

With Unifiedpost Group’s multichannel distribution solutions, you will be notified of when an invoice has been sent, received, opened and even paid. Your business will have full visibility of invoices in play and even have the control to send automatic invoice nudges if an invoice hasn’t been paid by a certain date.

Plus, as you are distributing your invoice digitally, in a manner of seconds, your invoice lands with your customer instantly meaning that your invoice start date begins sooner.

Effective document distribution processes with Unifiedpost Group

Whether you are looking to distribute invoices, employee communications, customer letters, your business can utilise more effective document distribution processes with Unifiedpost Group. We partner with your business to understand your and your customers’ requirements. Your document distribution solution is then tailored around your needs. From multichannel distribution options to hybrid mail solutions that create seamless and cost effective processes.

Get in touch with the Unifiedpost Group team today for an initial conversation and to discuss how you can create effective document distribution processes.