Adopting a Well-Crafted Path to Automation

Since the dawn of the assembly line, manufacturers have ceaselessly sought methods to boost production efficiency — and the realm of customer communications is no different. With remarkable advancements in the quality, throughput and versatility of digital equipment, communications providers have unearthed new capabilities. Yet, hurdles remain when it comes to data processing, fast-tracking approvals and delivering print-ready files to the production floor.

Furthermore, customer communications management (CCM) providers must factor in compliance and process management at every phase, ensuring comprehensive audit trails from the moment a file is received to its final delivery. Though numerous systems purport to offer full automation from file receipt to print, their effectiveness and the required investments deserve meticulous evaluation. Can these systems adapt to an industry that demands bespoke solutions while maintaining stringent quality control? There’s a time-tested business adage that says you can have it right or you can have it fast. Here’s the uplifting news: With well-crafted process automation, you can indeed have both.

Exploring various resources

In the landscape of automation, the array of choices is extensive, ranging from proprietary programs bundled with a manufacturer’s printer to custom modular automation platforms, with pricing that varies widely. Implementation time, software adaptability and the overall process itself are typically pivotal factors in the decision-making process. Many systems packaged with printers appear to be low-investment options, as they are either included in the machine’s cost or provided as part of the purchase. However, these systems still require an upfront investment in time, resources and workflow modification. The downside is that custom workflows with manual intervention steps might need to be entirely re-engineered. Some legacy applications may not communicate seamlessly with proprietary software.

The alternative is a program-agnostic automation software platform. These systems offer extraordinary flexibility and customization, as they are engineered to handle various file types. Additionally, a consultative approach is taken in constructing the ideal system to meet your needs. Subscription models for such systems are beginning to emerge, ensuring the system remains current and enabling hands-free maintenance. As business processes evolve, modular approaches to the process facilitate easy and efficient updates. This option also addresses the demand for personalized solutions tailored to specific clients. Workflows can be designed to record and/or store reports from closed-loop systems that include data receipt, proof approval, printing and piece tracking, including remakes.

Investing time in the process

The challenges in attaining fully automated services often stem from the 80/20 rule. While 80% of processes can be automated, the remaining 20%—dependent on .Net programming, homegrown databases and customized programming — often do not fit neatly into the box with many automation packages. Decoding this conundrum can be time-consuming, but it is ultimately worthwhile for the gains in throughput and the eradication of inaccuracies that accompany manual intervention. Whenever manual intervention is involved, the entire process becomes susceptible to human error and a lack of accountability. These errors can result in significant fines and must be addressed. To resolve such issues, a clear understanding of why they occur and what can be done to prevent them in the future is essential. Too often, when errors occur in a process, rather than understanding the root cause, another process is added to check an overall inadequate procedure, leading to bottlenecks over time.

It is worth investing the necessary time to create a process that runs efficiently without requiring constant triage or human intervention for verification. Daily, we are asking teams to make potentially million-dollar gambles when using manual verification processes. It is crucial to evaluate processes and procedures, identify common issues, address them and determine ways to automate them for the future. Identifying processes and having a clear understanding of why they are in place is the first step toward moving your workflow in a positive direction. Implementing a system that instills confidence and is proven to be stable and reliable is key. Features such as early warning error systems targeting problematic files and the ability to prioritize file processing contribute to a faster, more efficient way of managing data bottlenecks, thereby improving the overall workflow in the production facility.

The ultimate value

Ultimately, what is the value to clients, to production and to your overall bottom line of having a dependable automated process? Having the assurance that all files are being processed, automatic notifications are being sent out and job prioritization can be executed at the click of a button gives your business a significant competitive edge. Keeping the production floor operational through a robust automated data front eliminates idle machine issues and fosters business growth and development. Investing in a well-designed automated system not only optimizes production efficiency, but it also bolsters client satisfaction, making it a critical component for any forward-thinking company.