Document Generation Reimagined: How to Increase Agility, Flexibility, and Affordability
By Smart Communications
If your organization is struggling to keep pace with the need for agile, flexible, and cost-effective business processes, this article is for you. Using outdated, legacy solutions for document generation and output management processes will slow down customer communication, drive up maintenance costs, and require heavy IT involvement to manage and upgrade.
There’s good news, though. Modern, cloud-based CCM solutions can offer a way forward, providing you with a streamlined and efficient document generation process. Let's explore how upgrading your document generation processes can unlock new levels of efficiency and savings that future-forward companies take advantage of.
Overcoming Legacy Document Generation Hang Ups
Let’s look at the main challenges posed by legacy processes and channel-based systems.
Slow Implementation Times and Roadblocks to Fast Communication
Legacy processes often involve complex, slow-to-implement processes that create roadblocks to fast communication. Outdated customer communications systems may struggle to integrate with other platforms or scale as quickly as your business needs, resulting in missed opportunities and delayed responses to customers.
High Maintenance Costs and Increasing Fees
The cost of maintaining legacy systems can be astronomical. From frequent system updates to rising vendor fees, businesses often find themselves spending more time and money just to keep things running—resources that could be better allocated elsewhere.
Complex Upgrade Processes Requiring IT Involvement
When it’s time to upgrade, legacy systems often demand significant IT resources. These systems are inflexible and require manual intervention to ensure compatibility, meaning your IT team is bogged down with work that could be spent on more strategic projects.
Lack of Flexibility in Deployment Options
Legacy systems are typically rigid in their deployment, often tied to on-premise infrastructures. This lack of flexibility makes it difficult for businesses to scale or adapt to changing needs.
How Document Generation Solutions Have Evolved
Shift from On-Premise to Cloud-Based Systems
The move to cloud-based document generation solutions has drastically transformed the industry. No longer confined to on-premise infrastructure, businesses can now access powerful document creation tools from anywhere, at any time. Cloud solutions offer a level of scalability, security, and cost-efficiency that legacy systems simply can't match.
The Shift from Print to Digital, Improving Time to Market
As businesses shift from print-based communication to digital formats, document generation systems have evolved to deliver faster, more efficient solutions. This transition reduces the time to market, allowing businesses to reach customers faster, more personalized communications on their preferred channels.
Benefits of Modern CCM Systems for Document Generation
Improved Time to Market
Modern customer communications management solutions empower business users to make changes quickly, eliminating the need to wait for IT support. By providing intuitive, user-friendly interfaces and self-service tools, these systems enable you to update templates, create new documents, and respond to customer needs in real-time.
Cost Savings
One of the most compelling reasons to adopt modern document generation solutions is the potential for significant cost savings. By eliminating the high maintenance fees associated with legacy systems and reducing the need for extensive IT resources, cloud-based systems allow businesses to allocate resources more effectively.
- Eliminating Maintenance Fees. Say goodbye to escalating costs associated with outdated systems and complex upgrades.
- Reducing IT Infrastructure Costs. Cloud migration cuts down on hardware and infrastructure needs, reducing your overall IT spend.
- Cutting Labor Costs. With efficient template management, your team can work faster, reducing manual effort and the need for additional resources.
Reduced Complexity in Deployment
Cloud-based solutions significantly reduce deployment complexity. You no longer have to worry about maintaining physical hardware or managing multiple systems. Plus, with the flexibility of cloud deployment and multi-tenant SaaS environments, businesses can scale operations with ease and at a lower cost.
- Lower Costs. Moving away from on-premise systems reduce the need for expensive hardware, software, and environmental infrastructure.
- Flexibility in Deployment. You gain the ability to deploy systems in a way that best meets your business needs, whether through a public cloud or a private, hybrid environment.
Empowering Business Users with Modern Document Generation Systems
User-Friendly Interfaces
With modern document generation systems, you don’t need a tech expert to create or edit documents. Zero-footprint deployment ensures that you can manage everything directly from your browser with intuitive tools. These systems are designed with business users in mind, making document creation a seamless, efficient process.
Interactive Communications
Empower your team to create customized documents for any channel—whether print, email, or web. Real-time previews help ensure that your communications are mobile and digital-ready, enhancing customer experience across every touchpoint.
Forms Support and Business Control
Modern systems streamline the process of importing and mapping PDF forms, providing a user-friendly interface that minimizes IT dependency. With easy-to-use solutions, business users can take control of their document generation needs, freeing up IT resources for higher-value work.
Document Generation for IT Teams
Modern Cloud Architecture
Purpose-built cloud architecture makes implementation easier than ever. Modern systems are designed for cloud-native operations, enabling smoother, faster deployment without the headaches associated with legacy technology.
Open Integration
Gone are the days of custom coding and complex integrations. Modern document generation solutions are designed with open standards in mind, supporting seamless integration with other tools via RESTful APIs. Whether you're using Salesforce, Microsoft Dynamics, or other CRM platforms, pre-integrated solutions streamline the process and reduce the need for extensive custom work.
Pre-Integrated Solutions
By integrating with popular CRM tools like Salesforce and Microsoft Dynamics, cloud-based systems reduce the need for time-consuming custom coding, accelerating deployment and reducing costs. IT teams can spend less time configuring systems and more time adding strategic value to the organization.
Transitioning from Legacy to Modern Doc-Gen Systems
Challenges of Migration
Migrating from legacy systems to modern document generation solutions isn’t without challenges. Enterprises may face data migration hurdles, integration issues, and resistance to change from within the organization. However, these challenges are far outweighed by the long-term benefits of cloud-based solutions.
Best Practices for Successful Transition
To ensure a smooth transition, it’s important to:
- Invest in training and empower your business users to take full advantage of new systems.
- Plan for incremental migration, ensuring that each phase is fully tested and integrated before moving on to the next.
- Provide ample support to both IT and business users, ensuring they feel confident with the new system and its capabilities.
Next Steps: A Path to Efficiency and Growth
Modern document generation systems offer a wealth of benefits for both business users and IT teams. With cloud-based solutions, you can improve time to market, reduce costs, and simplify deployment—all while empowering your business users to take control of document creation. By transitioning away from outdated legacy systems, you can unlock new levels of efficiency and drive greater value for your business.
Is your business ready to modernize its document generation processes? Evaluate your current infrastructure today and consider making the shift to a modern, cloud-based CCM solution.
It’s time to increase agility, flexibility, and affordability—invest in a solution that works for your business now and in the future. To get started, visit us online to learn more about how our solutions can transform your document generation efforts.