In today's fast-paced business environment, the future of efficiency and productivity is automation.
As we move toward more automated workflows, the management of documents and data becomes increasingly crucial. However, the complexity of document processing tools often resembles a tangled spaghetti bowl of disparate systems and processes.
Imagine a scenario where you have multiple document processing tools, each serving a specific purpose in your workflow. The concept of a "white paper factory" in which various workflows converge into a single output medium, minimizing waste and maximizing efficiency, sounds ideal. However, achieving this seamless integration can be challenging.
Without proper normalization — otherwise known as standardization — organizations face disorganization and possible chaos. Multiple job steps for similar tasks increase manual labor and costs. Separate workflows create bottlenecks and errors, impacting productivity and profitability. Disparate processing environments compound these issues, leading to costly setups and redundant processes
The struggle for many organizations is that each composition solution creates a different output and was acquired at a different time and for a specific purpose. New billing systems create a very different output than new cloud-based marketing solutions, whereas legacy systems may still use older data streams like AFP or Metacode or LCDS. Combining these into a centralized workflow may seem impossible to someone who is not familiar with workflow de-siloing.
Advancements in AI technology and data processing tools have enabled newer solutions to extract content and information about each specific document page and embed it in the print file as intelligent, usable information for smart ADF solutions.
Workflow normalization enables the print file to intelligently drive post-production equipment.
The Key to Untangling
Normalization is the key to untangling the spaghetti. By embedding intelligence into every file, document and page, normalization streamlines workflows and enhances operational efficiency. It may seem futuristic to have a print file contain information that provides a mail inserter with setup information, or the billing account information for every document in the file so it can automatically create accurate reporting. However, these are some of the phenomenal benefits that come from a modern normalized workflow.
Embedding intelligence into documents provides additional benefits: From reducing the manual steps and touches, organizations automatically improve the ability to deliver a consistent product. The idea of a single flow that runs all applications forces an organization into production standards, ensuring that addresses are correct and, often, ensuring that the stock and materials are available for the job before it even arrives in the production department.
The Dream of a Normalized Workflow
A truly normalized intelligent workflow means going from hundreds or thousands of input directories to just one. Many production sites struggle with multiple people or subcontractors developing workflows with little concern for postal processing, barcoding, auditing and 100% mail verification.
The dream status of workflow normalization is a holistic, fully automated data flow that handles all your marketing, billing, invoicing and compliance communications through the same process. It provides centralized data verification and auditing, postal address correction for printed pieces, preference management and print deflection for eDelivery and digital channels, along with 100% mail verification and tracking through the production process.
By embedding intelligence into the data, modern solutions can connect and drive legacy systems and solutions. Workflow normalization is more efficient than the standard rip-and-replace solutions often proposed, which only serve the interests of some parties involved and fail to address all your internal communications challenges with legacy workflows.
Real-World Success Stories
Consider the words of John Slaney, CTO at Content Critical Solutions (CCS): "We can run 40% more work through our normalized workflow without adding headcount."
Normalization translates into tangible benefits for organizations. For instance, a health insurance company with more than a million policyholders leveraged automation and defined rules to protect staff and reduce errors. By consolidating disparate data streams and workflows, they optimized production, reduced turnaround times and achieved significant cost savings.
Similarly, a state government in the Southeast that produces customer communications from its in-plant facility — one of the 10 largest in-plants in the nation — incorporated normalization processes into its solution, achieving remarkable results. With automated workflows and dynamic inserter setups, they streamlined production, reduced overtime and realized substantial savings.
Normalization isn't only about streamlining processes; it's about future-proofing operations. By embracing automation and standardization, organizations can scale their operations without needing additional resources. This is particularly crucial in today's labor market, where finding skilled staff is increasingly challenging.
The Path to Workflow Normalization
Getting started with workflow normalization is not as hard as you might think. Here's a step-by-step guide:
1. Secure buy-in from a key stakeholder, outline a vision with goals, clearly define what you aim to achieve with normalization.
2. Document all your workflows, map out your current processes, identify all your manual touchpoints, highlight areas where manual intervention occurs, create a comprehensive inventory of equipment and software versions.
3. Engage your vendors in your vision, choose a moderately complex workflow to test normalization, gradually add additional workflows, expand automation until all repetitive applications are completely automated.
Embrace the Future
In the quest for efficiency and productivity, normalization is a game-changer, making the future of your workflow intelligent, automated and seamless. It mitigates single points of failure, reduces downtime and enables organizations to handle new and diverse work effortlessly. By embracing normalization, organizations can navigate the complexities of modern workflows with ease, paving the way for sustained success in an ever-evolving business landscape.
An electronic document industry pioneer, Ernie Crawford is the President/CEO and founder of Crawford Technologies. One of only a small number of people worldwide with a Master Electronic Document Professional (M-EDP) designation, Ernie has more than 30 years of senior marketing and management experience in the high-volume electronic printing market.
