Digital transformation, a concept that has been on everyone’s lips for years despite the fact that few companies have addressed it in depth, has become an imperative for all organizations.
How we will work in the future, or to what degree we will continue to telework, is still unknown and 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 employment regulations. Nevertheless, everything indicates that hybrid models will be the new paradigm, from two perspectives. How: which model to implement, and where: which could be a “mix” between office, home and flexible spaces on demand (Space As A Service). Quite a challenge for organizations and especially for Facility Management areas.
Distribute physical documentation without knowing where the user is
Once fluidity in verbal and interpersonal communication is guaranteed where collaborative platforms, video calls, or those that integrate several utilities such as NOYSI are being imposed, companies need to face another challenge with guarantees: the efficient management of the flows of physical documentation that continue to arrive to offices, and the difficulty of distributing it without knowing where the user is located.
The processes need to be aligned with each employee in the organization. Large companies, more employees and hybrid models can lead to situations that are ungovernable.
The consequences of not delivering the documentation on time are not insignificant: loss of agility in processes and decision-making, loss of productivity or competitiveness and serious consequences if we are talking about official documentation with deadlines.
The Intelligent Mailroom includes the GIO Digital Mailroom module, which combines hardware and software resources with specialized personnel to capture information, transform it into a digital format and distribute it electronically to recipients in a fast and traceable way, allowing them to access it at any time and from any place.
A dual, personalized and multichannel model
It is a pipe dream to think that all the items received in an organization can be digitized. The solution that The Mail Company is implementing for our customers is a dual solution that harmonizes the physical and digital worlds of organizations and therefore is able to manage 100% of the documentation and small parcels that any organization receives (or sends).
In addition to traditional paper flows, most organizations are constantly receiving information through other channels and in electronic formats such as Mandatory Electronic Notifications from Public Administrations, so the omnichannel system is essential to be able to integrate all flows (physical and digital), order all this data and have a single communication channel.
The exclusive GIO technology platform developed by The Mail Company is the lever for the development of innovative management models that surpass the more traditional models based on manpower to maximize productivity, minimize errors, automate processes and provide users with essential features for “new” organizations with flexible offices, teleworking, hybrid models, etc.
Benefits of a communication hub
Information flows immediately, and it improves information security thanks to full traceability in access and certification with standard ISO 27001.
It encourages collaborative work, disconnecting productivity from the workplace or physical location and therefore consolidating the new trends in work environments and teleworking.
It optimizes the costs of managing documents in physical format: it frees up space dedicated to each file for reuse that is more productive, and it eliminates the use of the pouch service, internal mail, re-dispatches abroad, copies and re-prints. And all of this also contributes to a more sustainable relationship with the environment, as it reduces the carbon footprint and limits the use of paper as much as possible.
