Ministry of Foreign Affairs ( Kuwait )

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Ministry of Foreign Affairs ( Kuwait )

Process Correspondence with Smarter Process Technologies

Ministry of Foreign Affairs in Kuwait is to digitize it’s correspondences process using IBM Business process management .

Singleclic will work in partnership with MoFA to automate their three main processes for correspondences. 

  • The Inbound between foreign embassies and consulates
  • Outbound between Ministry of Foreign Affairs and embassies worldwide
  • Internal correspondences

The system will handle all types of correspondences (as External, Internal, Memos, Decisions) for paper less environment, organization chart , print and read One-two DIM/ QR codes, Search/ Monitor /Reporting capabilities, Bilingual Support (Arabic, English, etc) 

Singleclic will implement the correspondences portal using IBM BPM to be integrated with iOS (iPADs and iPhones) for mobility.

What's a Correspondence management solutions:

Complete automation and facilitation for all incoming and outgoing paperwork movements. Correspondence management solutions by Singleclic provide you with a central repository that stores paperwork data and attached scanned images, plus a flexible method of moving papers within an organisation or across different organisations.

Research has shown that nearly 80% of consumers ended a business relationship due to poor customer service, with half turning to a competitor. Effective customer communication is especially challenging when thousands of emails, letters, welcome packets, reports, brochures, policies, and contracts go out every month.

Correspondence Management system is of paramount importance for all entrepreneurs, business people, government agencies and other parties that have to deal with deadlines, and who need the highest possible level of productivity, as well as an efficient control system over growing correspondence channels.

The system will automate and facilitate incoming and outgoing paperwork movement. It provides the central repository that stores paperwork data and attached scanned images and provides a flexible method of moving the papers among the organisation’s employees.

Business Needs Addressed by Correspondence Management:

  • Reducing the number of stages the correspondences/documents go through in their path till they reach their final destination.
  • Saving time and effort through giving the ability to trace the correspondences/documents state in terms of knowing their location in the department(s), who is the person responsible to take actions against them, delays, bottleneck etc…
  • Enforcing security and secrecy where only the concerned department will be able to view the correspondence/documents.
  • Acquiring electronic images of the correspondences/documents generated from the system or any other paper correspondences/documents sent to the different departments of the organisation either internally from other department or from an external party.
  • Linking incoming and outgoing correspondences/documents related to a certain subject, in addition to linking with referenced correspondences/documents from within the correspondences/documents, which gives the user the ability to navigate quickly and easily through the linked correspondences/documents from a single interface.
  • Interfacing/integrating with other systems in the different organisation’s departments.

Why Correspondence Management Matters:

Correspondence management is a fundamental business function for enterprises across industries. From banking and insurance to healthcare, retail, travel, and government — whatever your field, communicating with clients or constituents through correspondence is a requirement.

But despite this core need, many companies have not fully leveraged new software capabilities to automate large parts of their correspondence processes — saving costs for document assembly and delivery, as well as adding flexibility to reuse content and enhance personalisation.

Along with gaining real dollar value through cost reduction, today’s correspondence management software solutions enable more quantifiable up selling options that align a recipient’s location, means, and interests to more viable offers.

In a challenging economy, squeezing out pennies from processes and eliminating system redundancy can immediately impact the bottom line.

For more information about Singleclic's Correspondance Management System, please click here