Version chaos results in business risks

Do you have any idea how many document templates your company has? And are you sure that all communications sent out include the most recent text and terms and conditions? Many companies fully understand the need for a robust, effective document management system, but the role of document composition is not as self-evident. With document composition, however, you can easily answer “yes” to the questions above. This software not only strengthens the communications strategy, but also creates insight into version management and prevents unnecessary business risks.

Version chaos

When we talk with a company, we often notice that they are missing an overview of the templates for outgoing communications. Where a company may think that they are using around 50 templates, there are, in fact, some 200 templates, in various versions, hanging around in all sorts of folders. Even between the ten most commonly used templates, there are usually numerous differences in the corporate style. These differences often arise as the result of changes to the guidelines or terms of contract. And if these changes are implemented in some but not all the dozens of templates, there’s a good chance that one of the employees will end up using an outdated version.

Central template management offers a lot of possibilities, and it also gets the company thinking: Why do we have so many templates to start with? One way this might occur is, because the tools require so much IT expertise, employees simply make a copy of the template and make changes to the text here and there right in the code. Another possibility is that there simply isn’t a set of tools, but rather countless Word templates that are created, copied and edited.

Business risks

Consider things like customer complaints, and perhaps even a claim. Even for the most “innocent” action, having various versions poses risks. For example, when an employee copies and pastes a paragraph from an existing template, he or she assumes that this is the most recent version of this paragraph. What happens if this isn’t the case and the paragraph includes outdated product information? Does this then entitle the customer to whatever is stated?

In the area of laws and regulations, too, lack of insight into version management can create problems. If not all templates are compliant with current laws and regulations, this can have financial consequences.

Win-win situation

Good document composition tools help prevent errors and claims, and reduce the time and money spent on claim management, all to the profit of your organisation. Hyarchis Document Composition (HDC) is intuitive in use, partly because the designer interface through which the templates are maintained is based on Microsoft Office Word. Working with a user-friendly template management tool saves employees lots of valuable time. Whereas, with outdated and/or complicated document composition systems, the user can sometimes spend entire days editing a document, this can be done in HDC within an hour, and with no programming expertise needed.

Hyarchis Document Composition

With Hyarchis Document Composition, you can be sure that your outgoing communications to citizens, your clients, customers or business partners are efficient, effective and compliant. When the relevant business process is complete, the system in which you are working sends a signal to HDC and the right document, in the latest version, is generated. The preconfigured corporate style is automatically integrated with the content. The result is a high level of automation when it comes to processing requests for quotes, handling complaints, producing complex policies, drafting legal opinions and handling claims. And it also means a short time-to-market. Would you like to learn more about HDC? You can read about all the ins and outs in this product passport.

Benny van den Heuvel, Product Manager, Hyarchis Document Composition