• • • • • Fortune 500 firms have realized two times the profit improvement and generated 25% increases in earnings per share when their resources are translated, reports Tridindia.
        • The size of the translation services market has increased by 40% since the COVID-19 pandemic.

The time between concept and delivery is compressing. A product like DocOrigin makes it possible to roll out new customer-facing documents quickly. With techniques like master document templating, companies can use pre-approved text to shorten the time to review, edit, and approve new customer communications.

Businesses must use proven technology throughout document generation processes and in every area of operations. Today, organizations have no excuse for not recognizing how digital technologies will impact their company and industry. Compliance, effective sales and marketing, customer service, logical supply chains, and streamlined manufacturing processes are all on the table.

Print Velocity

Rapidly rolling out new customer-facing documents is critical in highly regulated industries like insurance or healthcare. Customer documentation must reflect policy, coverage, or regulation changes. Failing to provide up-to-date and compliant information can lead to legal and regulatory issues. COVID communications are an example. Timely communication of changes helps maintain trust and confidence in the sending organization. Prompt action demonstrates the company proactively informs customers about any modifications that may affect them.

Risk mitigation is also a factor. Delayed or outdated customer documents create confusion and increase the likelihood of errors or misunderstandings. Delayed documents lead to customer complaints, disputes, or even legal actions. By distributing new information quickly, organizations reduce risk.

Competitive advantage is maintained. In fast-paced industries, staying ahead of the competition is crucial. By promptly updating customer-facing documents, companies position themselves as agile and responsive, enhancing their reputation in the marketplace.

Document Responsiveness

An organization’s ability to update document content in response to regulatory, environmental, or market changes is referred to as document responsiveness. The content change may be due to governmental policy changes or events like the COVID pandemic. The challenge is making the necessary changes and systematically distributing them to customers, suppliers, and other constituencies.

What is a Master Document Template?

A master document template is a pre-designed framework that is a starting point for creating documents within an organization or project. Templates feature standardized formats with predefined sections, headings, fonts, styles, and other formatting elements. Maintaining a “library” of Master Document Templates gives users a pool of templates based on function or application such as marketing, accounts receivable, or legal. Using a master document helps organizations avoid mistakes and minimizes prep time.

5 Reasons to Implement Master Document Templating

1. Branding: A master document template helps maintain consistency in formatting, layout, color, and design across all documents. The templates ensure that documents adhere to established marketing guidelines and project a unified professional image.
2. Time-savings: Users do not start from scratch when creating a new document. They open the template and customize it to their specific needs. A master document template workflow is considerably faster and less error-prone than creating communication from the ground up.
3. Efficiency: Using predefined sections and headings, a master document template lets managers structure their content intuitively. A template guides document creators when organizing information, making the document more readable and navigable.
4. Collaboration: When multiple individuals or teams collaborate on documents, a master document template is a common starting point. Everyone follows the same formatting guidelines, making it easier to integrate content from various contributors.
5. Compliance: In regulated industries, such as legal or healthcare, a master document template includes predefined sections and language that ensures compliance. Users adhere to the required guidelines and maintain regulatory consistency.

Document Template Applications in Action

The foundation of document generation software, like DocOrigin, is the template. This is where the document updating process originates. Create templates for invoices, contracts, legal briefs, policy documents, and other frequently used documents with DocOrigin. Forms include branding elements and boilerplate text, such as payment terms and legal disclosures. Document management software applies business rules (if this, then that) to define the correct template for a specific circumstance. For example, a late payment notice will have different remittance instructions than the original invoice.

Templates limit access to specific sections of business documents, such as delivery address or return policy. Departments have access to areas relevant to their functions. For example, the accounting team only changes the document real estate reserved for “late pay” messages. They cannot change a marketing offer or notice of privacy practices.

Why DocOrigin

DocOrigin is an intuitive application for designing and generating dynamic business documents, forms, and labels. Companies use the software for high-volume production of personalized business-critical papers or a single customer letter. With DocOrigin, organizations can leverage data from legacy systems and contemporary CRM applications. Your data, combined with the DocOrigin intelligent document composition application, improves communication, marketing effectiveness, and customer service with no added expense. DocOrigin is a disruptive technology that changes the transactional document paradigm.

Enhance productivity with document management software that onboards quickly — and is easy for employees to learn. 

In early June 2023, the jobs report from the US Bureau of Labor Statistics showed the unemployment rate continuing to hold close to its lowest level in 70 years. Yet, business owners across multiple sectors report still having difficulty filling job vacancies. What gives?

Indeed, so-called “prime-age” workers are employed, according to the news website Axios Markets. The labor force participation rate among those age 25-53 was above 83% in May—slightly higher than pre-pandemic levels in February 2020. However, overall labor force participation (the share of total population either working or looking for work) is still slightly lower than where it was then–partly due to an increase in older workers retiring.

But even the hot job market can’t solve America’s labor shortage, reported Axios. “For one, more and more Americans are getting too old to work,” wrote Emily Peck. “The percentage of Americans aged 55 and over has doubled over the last 20 years . . . and that population (the baby boomers) is expected to grow.” This demographic trend was accelerated by the COVID-19 virus: “Moody’s [Investors Service] estimates that 70% of the decline in labor force participation since the end of 2019 was because of aging workers—about 1.4 million additional Americans retired,” Peck reported.

Plus, declining fertility rates and increasing life expectancies are expected to lead to a drop in working-age populations across all G20 countries, projects Moody’s. “Korea, Germany and the U.S. are expected to see the sharpest declines over the next decade,” states the bond/financial research firm. So, who is going to do the work—and how?

Tech Can Foster Productive Document Workflows

The availability of talented workers ebbs and flows over time, but one thing is certain no matter the business marketplace: From finance and healthcare to legal and the manufacturing sector, employers no longer have the luxury of bringing on new people and giving them months to be trained. Automation is the key to expediting work today, and an intuitive user experience (UX) is what allows workers to learn and execute quickly.

Workflow automation technology is booming as the digital transformation continues from paper-based to electronic document management. The $5.18 billion (USD) document management software tech market is expected to reach $12.21 billion by 2030, according to Data Bridge Market Research. Some 45% of corporate teams create automated systems to improve business efficiency, reports Workato Inc. And it’s safe to say the percentage is rising with the expanded use of AI (artificial intelligence) and ChatGPT.

Powerful, user-friendly products, such as Eclipse’s DocOrigin solution, can help companies put document design and composition into the hands of business units. “DocOrigin enterprise document software is integrated tightly in our core software,” notes Richard Card, CEO of global software firm Advantage 360. “This provides our customer the ability to generate high-value personalized communication in every customer-facing document and form, including marketing and statistics that give subscribers a crystal-clear understanding of their bills, thereby reducing customer service calls and collection issues.”

DocOrigin generates professional, dynamic, high-fidelity business documents. Whether you need to produce large volumes of invoices or statements, or a single customer letter, it can handle requirements quickly, easily, and affordably. Leverage data stored in legacy, Enterprise Resource Planning (ERP), Customer Relationship Management (CRM) and other line‐of‐business applications to provide customers, suppliers, and employees with documents that contain accurate information, in the preferred output formats, delivered to the desired devices.

DocOrigin can provide a valuable “assist” with printed labels, too, a critical component for manufacturers such as Pella Windows & Doors, according to IT Director for Enterprise Applications Brad Postma. “We needed a company that … had the experience to offer a stable solution for the capacity of labels we generate every day,” he says. Postma reports that Pella experienced a glitch during roll-out for some of its older printers, “and Eclipse was right there and helped us get it up and running.”

Meanwhile, McKesson Corp.’s medical-surgical unit sought a next-generation solution to replace its print program. “We process large volumes of print, especially at peak times, and needed a more modern and efficient solution,” explains Don Fauth, application development VP. Fauth chose DocOrigin after a previous software platform caused slowdowns that had a negative impact on shipments to customers.

The Ottawa Food Bank is a fan of Eclipse, too. “Given DocOrigin’s flexible architecture, our current data streams could be used as is,” notes Gary McCarthy, operations manager. “Gathered data was readily saved in our desired processing formats, and support was provided every step of the way–from form creation to integration with current server processing,” McCarthy concludes. “Our member agency coordinators now have a much better sense of comfort and knowledge in using the system and feel more in control.”

Competition for highly skilled workers with knowledge and experience in forms design and document composition is expected to be fierce. The demographics and overall labor statistics virtually guarantee that hiring will be challenging. But businesses still need to maintain their company’s library of forms and documents. They need to create new applications as business needs or regulations change. A platform such as DocOrigin can shorten the learning curve and allow complex document design to be performed within business units rather than relying on forms specialists who may be difficult to find.

Customers expect a lot from companies with whom they do business. They enjoy interactions with companies that concentrate heavily on customer experiences, such as Amazon, Google, and Netflix. Those companies have become the standards for other organizations like telecommunication companies, healthcare services, retail, and hospitality to emulate. Today, we will explore ways company documents can enhance the customer experience (CX), not merely check the box for regulatory compliance or functional requirements.

The Reward of CX Improvements

Every organization is working to personalize customer interactions. There is little choice. Corporate customer experience initiatives guide not just marketing decisions but operations as well. The reward for these efforts is increased customer lifetime value, lower service cost, and differentiation from competitors. Documents, mainly correspondence and transactional communications, are full of personal details, making them a perfect venue for CX improvements. People like to see their names in print, but not when surrounded by paragraphs of bureaucracy. A positive customer experience ensures loyalty and helps you retain customers while boosting brand advocacy. Take your documents a step past customer communications management (CCM) and use those regular customer interactions to improve customer relationships via customer experience management (CXM) strategies.

The Customer’s First Interaction

The easier the onboarding process, the more likely prospects will become loyal customers. In service-related businesses like insurance, loans, and banking, considerable paperwork is involved while onboarding a new customer. With intelligent document processing, organizations can ensure these documents enter business workflows seamlessly, making the onboarding process fast and efficient. DocOrigin Design facilitates creating clean and clear forms and documents generated as part of the business workflow. The customer’s first interaction with the brand goes a long way in solidifying a positive customer experience.

Personalization

Most company documents, such as invoices and receipts, are already personalized to include the customer’s name and other details. Basic personalization is necessary to communicate, but what makes the documents contribute to a positive customer experience is relevance. Sure, you know my name, address, and phone number, a customer may think, but what can you say that is important to me? How can you make me feel valued and appreciated by reading or interacting with this document? Are you communicating with me as an individual?

Generic statement messages or inserts produce low conversion rates because the offers are not specifically suited for each customer. Matching the messages to individual customer circumstances is what changes a generic transactional document into a personal communication.

An example is sending policy renewal notices to individuals who live in apartments. Tell them how to save on renter’s insurance by contracting with a local alarm company. Point out the benefit of calling out high-value items like jewelry or coin collections that may need specific policies besides standard renter’s insurance. Messages to homeowners would be completely different, such as highlighting coverage for outbuildings or suggesting additional coverage for flood damage.

The Eclipse DocOrigin™ platform “pulls” the relevant personalization details from CRM and other data sources, including the transaction details themselves. You may be sending a bill or a policy update, neither of which is much fun. Still, if the added information is relevant and valuable, that document has provided a positive customer experience.

Transparency

Documents such as terms of service, privacy policies, and return policies help build trust with customers by being transparent about the company’s practices. When customers feel confident their rights are protected and the company is being honest with them, they are more likely to have a positive experience. Being transparent with customers significantly affects their attitude toward your brand and develops trust and loyalty. Organizations must balance transparency and the need for data protection to deliver the level of personalization customers demand, without compromising their data. Prioritizing client transparency contributes to long-term relationships. It enables brands to offer a superior encounter, build solid relationships, and improve the customer experience.

Clarity

Documents such as applications, registrations, and acknowledgments are formal and possibly regulated. Information presented in language anyone can understand in a form that is quick and easy to comprehend creates a positive experience. Customers anticipate that paperwork will be a pain. If yours isn’t, that is a positive CX.

Think about the government or IRS documents you fear and avoid and build your documents using an opposite approach. Send your new document to peers outside your organization for review and ask them to provide feedback. Make suggested changes and test again. Soon you will have a form that customers are comfortable receiving and accomplishes its business or regulatory mission. DocOrigin Design is an essential tool for designing easy-to-read and easy-to-understand documents.

Improving CX via Customer-Facing Documents

DocOrigin is an intuitive application for designing and generating dynamic business documents, forms, and labels. It is designed for high-volume production of personalized business-critical papers or a single customer letter. With DocOrigin, organizations can leverage data from legacy systems and contemporary CRM applications. Your data, combined with the DocOrigin intelligent document composition application, improves communication, marketing effectiveness, and customer service with no added expense. DocOrigin is the disruptive technology that changes transactional documents from merely functional to CX assets.