Without digital transformation there will be no telework

Revista Transformación Digital

30 June 2021

Interview with José Manuel Castellví, CEO of The Mail Company

Revista Transformación Digital The Mail Company

Created in 2000, The Mail Company is a Spanish company specialized in Consulting and Solutions for Digital Transformation and Document Logistics.

Its mission is to help its clients improve and streamline their business processes based on information and documentation management, harmonizing the physical and digital worlds. Its CEO and founder José Manuel Castellví, explains to us how they have helped thousands of employees in recent months to continue working efficiently and productively.

According to the latest Active Population Survey of the National Institute of Statistics, 2.14 million Spaniards teleworked more than half of the days from January to March 2021, 1.2 million more than they did before the pandemic, and 1.3% more than those who did it the previous quarter. Do you think these figures will remain after the pandemic is over?

The future outlook is still very uncertain, but what is clear is that the workplace is reinventing itself and perhaps when the final day to return to the office arrives, many employees will not do it, they will do it temporarily or in a different way, because the pandemic has shown that, if you have personal discipline, proper planning and the necessary technology, you can work well from home.

How will we work in the future? Will teleworking continue? Will there be a hybrid model?

How we will work in the future or in what percentage will telework be maintained will depend on different factors such as the degree of digitization and the business culture of the organizations, the role of employees and their type of activity or labor regulation, but everything indicates that the hybrid models will be the new paradigm, from two perspectives: the “how”, that is, which model to implement,
and the “where”, which could be a mix between office, home and flexible spaces on demand (Space As A Service). A challenge for organizations and especially for the Facility Management areas.

The pandemic has forced a change in the way most organizations work, forcing them to implement new technologies to facilitate teleworking.

Do you think this has been a great first step towards digital transformation?

For many organizations it definitely has been. Others had already started to implement digital transformation solutions, but even for these the leap that has taken place over the past year has been exponential.

What are the main challenges that organizations have faced when implementing teleworking?

We have observed two essential concerns. In the first place, the search for a platform for interaction with employees and third parties –suppliers, collaborators… – that would allow them to organize meetings through video calls, screen sharing or broadcast in a 100% reliable and secure way. On the other hand, the efficient management of the physical (and also digital) documentation flows that continue to arrive at the offices, and the difficulty of their distribution without knowing where the user is located.

What types of technology have been the most demanded by organizations in the wake of the pandemic?

In line with the challenges that we have just described, the most demanded solutions have been our digital documentation management solutions, since they allow organizations to continue managing their processes for receiving and sending information and documentation, regardless of where the employees are, and thus allow the hybrid model of work.

How has this new demand affected the activity of The Mail Company?

Our solutions for Digital Mail, Digital Internal Mail, Online Electronic Communications and NEOs (management of mandatory electronic notifications of public administrations), as well as the collaborative environment Noysi, have experienced an increase of more than 30% in billing.

In short, the current situation has come to accelerate something that was already taking place gradually, and that is why our strategic line of business solutions and digital transformation is solidly gaining weight in the total turnover of the company, which has been led by our logistics solutions.

The Mail Company was the pioneer in offering a digital Mailroom solution in our country as early as 2015, a model that has evolved to multi-channel and duality, also covering physical document flows. What are your main contributions?

Since it is a utopia to think that all the items received in an organization can be digitized, the solution that at The Mail Company we are implementing for our clients is a dual solution that harmonizes the physical and digital worlds of organizations and therefore with capabilities to manage 100% of the documentation and small packages that any organization receives (or sends).

On the other hand, in addition to the traditional paper flows, most organizations are constantly receiving information through other channels and in different electronic formats -such as Mandatory Electronic Notifications from public administrations- for which we have developed an omnichannel model that allows have a single access point where you can find integrated and organized all the documentation received, regardless of the channel or the arrival medium (physical/digital).

You have always defended that digital mail is the ideal lever from which to undertake the digital transformation of an organization. Why?

We understand that the point of arrival of documentation to the organization, that is the mailroom, is the most natural starting point to start the transformation of the processes of managing physical flows from documentation to digital.

As recipients of these documentation flows, the digital transformation of this area will necessarily impact all employees, and will initiate a change in corporate culture that will prepare the organization to implement successive digital transformation processes.

How does the mailroom have to evolve to align with the new post-pandemic needs of organizations? What will the mailroom of the future be like?

The mailroom of the future must include a digital mailroom module that combines hardware and software resources with specialized personnel to capture the information, transform it into digital format and distribute it electronically to the recipients in an agile and controlled way, allowing them to access it in any time and from anywhere.

What benefits can implementing this model bring to organizations?

The benefits are multiple: the information flows immediately and improves the security of the information, with full traceability in access to it, being certified with the ISO 27001 standard.

It encourages collaborative work, decoupling productivity from the workplace or physical location, so that it aligns with new trends in work environments and teleworking.

It optimizes the costs of managing documents in physical format: it frees space dedicated to the file for its reuse in a more productive way, it eliminates the use of  internal mail, as well as forwarding abroad, copies and reprints. All this also contributes to a more sustainable relationship with the environment since it reduces the carbon footprint and restricts the use of paper as much as possible.

Go to the website