Background
Whangarei District Council (WDC) sought a solution to streamline communication processes, particularly for sending essential letters, statements, and notifications to residents. Digi-Mail by Dataprint provided the ideal solution, addressing challenges with speed, efficiency, and cost-effectiveness. With Digi-Mail, WDC has transformed its operations and optimised how it communicates with residents.
Challenge
Before Digi-Mail, the Council faced hurdles in ensuring timely document delivery, particularly when communications required actions like payments by specific deadlines. Handling thousands of letters in-house was time-consuming and resource-intensive.
Solution
Digi-Mail’s intuitive platform allowed WDC to automate and standardise document distribution:
1. Streamlined Document Handling: Pre-approved templates ensure all correspondence follows a consistent design, enhancing readability and making documents easily recognisable for recipients.
2. Time Efficiency: Uploading documents to Digi-Mail takes just minutes, eliminating labour-intensive in-house processing for large volumes. Digi-Mail automatically differentiates between documents to be emailed and those to be mailed, further streamlining operations.
3. Cost Reduction: WDC noted significant reductions in manual workload, allowing staff to focus on other tasks. For example, rate rebate forms, previously requiring two employees, now demand only one, resulting in savings on printing and postage.
Results
- Faster Customer Communication: By sending documents through Digi-Mail, WDC ensures quicker delivery, especially beneficial for time-sensitive letters, such as payment reminders.
- Significant Time Savings: Mail processes have been reduced from hours to minutes, with Digi-Mail’s automated sorting and mailing features.
- Enhanced Cost Savings: While exact figures aren’t available, the Council experienced marked savings in consumables and administrative time.
Client Satisfaction
On a satisfaction scale, WDC rates Digi-Mail 10/10, praising the Dataprint team for their dedicated support from setup to ongoing assistance.
Digi-Mail has revolutionised how Whangarei District Council manages and delivers communications.
The Council is now exploring Digi-Mail’s adoption in other departments, a testament to the platform’s impact on efficiency and reliability.
