The Management and Automation of Communication helped this client save 40% of the time taken for a communication transaction, reduce paper consumption by 30% and reduce the manual effort by 50%.
This client is a renowned organization that works closely with the National Olympics of one of the Emirates in the UAE. The national body is responsible for all the associated activities with the preparation, training and participation in the Olympic Games.
Intensive internal and external communications, manually or through emails were integral to the process. The movement of documents and approvals wherever applicable were done manually and on physical papers. Since manual processes are cumbersome and prone to errors, and the client was certainly not happy with this.
The solution oversees the documents (office memo) that are to be sent to external entities along with the attachment of relevant documents, management of mails received from external entities and the response to these mails, integration of incoming mails in the system (inward memo) with all the information, management of internal communications within the office and the automation of the document approval process during the movement of the document through different stages. The solution also has a provision for inter-department confidentiality by creating separate archives for the departments, and only the Director would have access to all archives together. In a case where a document isn't confidential, the user can save it in the general folder, providing open access.
The ease of use of the system saves at least 40% of the time taken for completing an inward or outward communication transaction, usage of physical papers is reduced by at least 30% with outward memos created online, and the automated workflow saves no less than 50% of client effort in the manual workflow