As businesses increasingly move towards digital processes, the option to transmit business documents via email can seem like a no-brainer. Email can be fast, efficient, and convenient, allowing for near-instantaneous transmission of important information between colleagues, clients, and partners. However, before a business makes the decision to start sending documents via email, there are several important questions that need to be asked.
In this blog post, we will explore nine key questions that businesses should ask themselves to ensure they are ready to begin transmitting business documents via email. From security concerns to legal compliance, these questions will help your business assess whether email transmission is the right choice for your organisation, and if so, how to do it in the most effective and secure way possible. So, let’s dive in and find out if your business is ready to take the next step towards digital efficiency.
1. Which documents do you want to send to clients, and which make sense to? For example, customer invoices and statements?
Understanding which documents are suitable for transmission via email is an essential first step in the decision-making process for businesses. While it may be tempting to simply send all documents via email for the sake of convenience, it’s important to consider the nature and sensitivity of the information being shared. Certain types of documents, such as customer invoices and statements, may be more appropriate for email transmission. This is because they typically contain less sensitive information and are less likely to require a physical signature.
2. How many documents do you send manually and how many resources manage this? Can they be better utilised doing something else?
It’s important for businesses to understand their current document management processes and the resources involved in order to determine if email transmission is a viable and efficient option. If a large number of documents are currently being sent manually, the time and resources required to manage this process can be significant. By transitioning to email transmission, businesses may be able to streamline their document management processes, free up staff time, and reduce the likelihood of errors or delays.
3. Can you manage recipient email addresses within your system? Are they maintained? Have you ever done a cleansing exercise?
Email addresses are critical to the successful transmission of business documents via email. It’s important for businesses to have a system in place to manage recipient email addresses. Businesses also need to ensure that the email addresses are accurate and up-to-date. This includes maintaining a record of email addresses for clients, partners, and other stakeholders. As well as regularly checking and updating this information to ensure its accuracy.
4. Do your clients need documents emailed to multiple locations or people at the same time?
It’s important for businesses to understand their clients’ needs when it comes to document transmission. Some clients may require that documents be sent to multiple locations or individuals simultaneously. For example, a client with multiple locations or a team that needs access to the same information. Understanding these requirements can help businesses ensure that they are meeting their clients’ needs and providing a high level of service.
If clients do require documents to be sent to multiple locations or people at the same time, businesses should consider whether their current document management processes are able to accommodate this requirement. Email transmission may be a suitable option in this case. Particularly, as it allows for the simultaneous transmission of documents to multiple recipients.
5. Can you batch documents per email if clients wish to receive multiple documents per email?
Some clients may prefer to receive multiple documents in a single email rather than separate emails for each document. This can help to streamline communication and reduce email clutter. If clients have this requirement, businesses should consider whether their current document management processes are able to batch documents per email.
6. Would having a multiple modal document distribution approach make your organisation more responsive to your clients?
While email transmission can be a quick and efficient way to send documents, it may not be the best option for all clients or situations. Some clients may prefer to receive documents through other modalities, such as postal mail or online portals. In addition, certain types of documents are often better suited to other modalities. For example, legal documents that require a physical signature.
By having a multiple modal document distribution approach, businesses can be more responsive to their clients’ needs and preferences. This can help to build stronger relationships with clients and improve overall communication.
7. Do you want to be able to transition from email to electronic distribution (EDI) easily?
While email transmission can be a convenient option for document distribution, some businesses may eventually want to transition to electronic distribution methods, such as EDI. EDI allows for the automated exchange of electronic documents between businesses and can help to streamline document management processes.
If businesses anticipate that they may want to transition to EDI in the future, they should consider whether their current document management processes and systems are able to support this transition. This may include investing in new software or infrastructure, as well as training staff on new processes.
8. Do you have end point visibility of all your transactions irrespective of the distribution methodology?
Regardless of the distribution methodology used, businesses should have end point visibility of all their transactions. This means being able to track the delivery and receipt of documents and verify that they have been received by the intended recipient. If businesses do not have end point visibility of their transactions, they may experience delays or errors in document management processes, which can impact client relationships and overall efficiency.
9. Do you often get requests to re-send documents via email? Are you currently able to offer a self-service approach?
Businesses may receive requests to re-send documents for a variety of reasons. This can include lost or deleted emails or issues with downloading attachments. If businesses receive frequent requests to re-send documents via email, they may want to consider offering a self-service approach. This will allow clients to access and download documents on their own.
By offering a self-service approach, businesses can reduce the burden on staff and improve overall efficiency in document management processes. This may involve setting up an online portal where clients can access their documents or implementing document management software that allows for easy retrieval and access to documents.
You can download these questions for free to share with your business here or contact us to discuss how you can implement an accounts payable solution.
About B2BE
B2BE delivers electronic supply chain solutions globally, helping organisations to better manage their supply chain processes, providing greater levels of visibility, auditability and control. We’re driven by a passion for what we do, inspired by innovation, and underpinned by a wealth of knowledge. With over 20+ years of experience, the B2BE teams operate worldwide.
For more information, visit www.b2be.com.