Online Forms, Automation, and Growing Your Business
Moving your company’s physical forms online may not seem like a particularly important step. After all, physical forms are familiar and transitions are disruptive. However, online forms automation is one of the most cost-efficient and effective steps you can take to grow your business. Here are four ways that online forms position your company for growth.
Accessibility with Online Forms Automation
In the age of technology, access is one of the top requirements for a relevant and thriving business. For example, if given the choice between a company that operates only between particular hours and an organization with chat or contact forms, customers regularly opt for the latter. Online forms automation makes you accessible to your clients 24 hours a day and from any location without the cost of manning phone lines. Additionally, the automated features in your document software route the received messages to appropriate employees and send notifications, speeding up the response cycle as well.
A contact form is a great online automated form to stick on your website. This allows customers to contact your business with questions at any time of day. They can leave their name and email so that you can get back to them with an answer. If you choose this route, be sure you have an employee who dedicates time each day to answering these contact form questions. Try to get every customer an answer within 24 hours.
If your business provides appointments (ex: medical provider, vet, tax accountant, etc.), you may want to insert an automated online form on your website where people can schedule appointments. Simply add a calendar that shows availability and then create a form for people to use to make their appointment. Be sure to include all relevant information like name, email, phone number, and the reason they are scheduling the appointment. Follow up with an automated confirmation email or a phone call to further discuss.
A third automated form to consider is in regards to billing. When you send customers bills, the easiest way for them to pay is online. It is a pain for customers to have to mail back billing information. Paying online is a much easier process. Also, the online forms are very secure as they use multiple layers of encryption to protect customer information. Provide your customers with an account number on their bill. Upon entering the form on the website, customers will be able to pull up their billing information by using their account number and possibly other secure identifiers, like Social Security number or email. The payment process is quick and easy. Your business will also get paid a lot faster than if you were waiting on customers to mail back payments.
Companies use forms to capture data, whether it is for customer contact, survey results, or payment information. When you collect data on paper, the next steps are frequently drawn-out and invite a security breach. For this reason, many companies choose online forms automation. Not only are online forms entirely secure, with all captured data compiled and protected under encryption, but the information is immediately cataloged and fully integrated into your information system. There is no delay between your company receiving information and putting it to good use. Stored online firms can also be searchable so that later on you can easily pull back up important information when needed.
Online Forms Automation Accuracy
Any time you transfer information from paper to an electronic format by human input, there is the risk of error. In fact, data entry mistakes are common and often costly. By using online forms automation, you eliminate the risk of transcription error while saving time and money. Therefore, your team members can focus on client relationships rather than data entry. The process of data entry also takes a lot of time. By automating this process, you can assign your employees much more meaningful tasks. This will lead to a boost in productivity and an increase in employee satisfaction, which is very important from a turnover perspective.
While every company wants satisfied customers, it can be difficult to get a big-picture evaluation of your organization from your clients’ perspective. Automation allows you to collect customer feedback in an organized and meaningful way. Customer surveys are a highly effective tool that helps your client base to feel heard while you gain insights to help you grow.
There are a few ways that companies can use customer surveys. One great option is to send out a survey via email to customers once they have interacted with your business. This could be the day after their appointment, two days after they shopped with you, etc. Another option is posting the survey to your website or to social media accounts. Survey results should be reviewed on a consistent basis. Make sure your company is taking these reviews seriously and implementing any necessary changes to your processes and procedures in order to provide better services to customers.
What About My Old Paper Forms?
We are guessing you might already have some file cabinets full of paperwork dating back many years! A document management platform allows businesses to take the opportunity to digitize these forms so they are all in one place. First, take the time to scan in all of your paper forms that you wish to store. Using AI technology, the document management platform can read the content of the forms and store them in the correct place. By going digital, you will open up a lot of physical space in your office. Also, it will be easier to track down forms if you need them. Finally, storing information digitally is much more secure, as it is protected by multiple layers of encryption.
Online automation is far more than a simple data collection tool. It provides security, accessibility, and accuracy that paper forms simply cannot offer. At the same time, your company gleans information that can inform your trajectory and goals for future growth. Interested in learning more? Contact Vasion today for more information.