The decision to automate communications and document management is becoming increasingly important for the survival of companies. It influences aspects as diverse as cost savings or the improvement of relations with customers and collaborators.
Implement a certified email service is just as beneficial for small companies as it is for larger ones. However, with certain differences that we analyze below.
This is the breakdown of this information:
- Benefits of certified e-mail for SMEs
- Advantages for large companies.
- How to implement certified email in any company.
This is how legal communications are automated with certified email in companies.
Benefits of certified email for SMEs
SMEs are small or medium-sized companies. Legally, those with fewer than 250 employees and an annual turnover not exceeding 43 million euros. In Spain, they are an essential engine of the country’s economic activity. In fact, according to data from the Ministry of Industry, they represent the overwhelming majority of active companies.
Given their weight in the national economy, it is not surprising that they are the target of digital transformation policies promoted by Spanish and European authorities. Implementing certified e-mail is a very effective way of taking steps to automate their communications.
- Cost reduction and resource optimization
The first saving is direct and refers to expenses related to printing, sending and handling of documents (paper, ink, envelopes, postage…).
There is another very important item to be added, which has to do with possible legal claims. Let’s remember that with certified email, errors, mistakes or misplaced documents are reduced.
Finally, opting for such a simple and fast mechanism means that the same person takes care of the whole process. A detail especially interesting for a small company, where the staff is usually very tight.
This reduces digital communications operating costs. - Improvements in communication and document management
Again, considering that SMEs have fewer personnel, certified digital e-mails allow communication with customers and suppliers to be more fluid and immediate. They have the feeling of being better served and that their demands are resolved with maximum efficiency. - Simplified compliance
By contracting with a qualified and trusted service provider, there is no need to worry about non-compliance withdata protection and security regulations.
Find out: Guide to send a certified email.
Advantages of certified email for large companies
Larger companies tend to have fewer problems with budget adjustments or staff shortages. On the other hand, bureaucratization or the complexity of communication flows often lead to delays or failures in document management with serious consequences.
For this reason, this type of companies especially value these three benefits provided by the use of certified digital mail for their document management processes.
- Scalability and workflow automation
There is no need to move from one department to another to collect documents or waste time requesting permissions from superiors. Digitization allows all these processes to be streamlined and, in addition, reduces the possibility of document loss or delivery failures. - Integration with ERP and CRM systems
A large company usually has complex IT equipment with which it manages the activity of its various departments (HR, legal, finance). The advantage of certified email is that it integrates with your existing systems, which avoids delays or compatibility problems. - Security and traceability in corporate communications
The volume of communications is usually directly proportional to the size of a company. The larger the company, the more notifications, claims, budgets, payment orders are handled.
Certified e-mail allows real-time tracking of each message, always maintaining maximum data security and total confidentiality.
Steps to incorporate certified email into your company’s digital strategy
It is important to spend some time analyzing your company’s needs for certified notifications, the volume of notifications, the communication channels used and whether you need to customize more or less the level of reinforcement of legal validity.
All this will help you make the key decision, hiring the most effective certified email service for the reality of your company. Once you have enabled the service, it is interesting that there is a minimum training of the staff, especially, so that they know the possibilities of this tool and thus, get the most out of it.
Delves into the benefits of digitizing communications and how to implement it.
Frequently asked questions about certified email and digital transformation in enterprises
Why is certified email key to the digitization of SMEs and large companies?
It is an essential tool for automating your communications and improving document management, guaranteeing the legal validity of messages. It is also easy to implement and saves time and costs.
What are the main differences in the use of certified email between SMEs and large companies?
SMEs benefit, above all, from the optimization of resources, cost reduction and simplification of regulatory compliance.
In the case of large companies, what is most valued is that they can be integrated into their ERP and CRM systems, that workflows are automated and that there is greater traceability of the huge volume of communications they handle.
What common challenges do companies face when implementing certified email?
Actually, implementing this system of certified digital communications does not pose any difficulty, neither for large nor for small companies.
In fact, they do not have to make any changes to their IT equipment, nor do they have to recruit staff with specific expertise. What’s more, the cost of contracting this service is immediately offset by savings in conventional mailing costs and other indirect items.
Is it possible to integrate certified email with other existing digital systems in the company?
Of course, there should not be any problem, although it always depends on the performance, knowledge and quality of the provider with whom this service is contracted.