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HI-MAIL ONBOARDING DELIVERS SEAMLESS TRANSITION FOR GRAND UNION HOUSING GROUP
As a business that manages mass mailings throughout the year, sending thousands of communications out at a time, Grand Union Housing Group needed a print and post solution that was quick, efficient, and fundamentally easy to use.
Following an introduction to FDM Document Solutions, the company decided to explore the Hi-mail system. As with all new customers, the team from FDM started the onboarding process. This would include in-person training and also the sharing of digital assets to be used as a refresh.
Training a team
It was important that the system was easy to use and that colleagues across the business could log on to the system and send secure documents to potentially thousands of recipients without having to rely on one given person to manage the process.
Overcoming this challenge, FDM invited colleagues throughout the business to join the training, ensuring that they had the knowledge they would need to make best use of Hi-mail’s functionality.
In turn, this meant that all team members could confidently use the system removing any risk should someone be out of the office for any given reason or length of time.
A seamless transition
Grand Union Housing Group IT Operations and Security Manager, Ade Ademefun,
comments: “We signed the contract in July and were fully onboarded at the end of that month. We’ve never come across a process like it. FDM Document Solutions made it their priority to handle all training, ensuring that everyone involved understood the system and could access and use it with confidence.
“It’s usually us that has to chase for demos or ask for someone to show us how to use a system so that we get greatest benefit from it. There was none of that. FDM made contact with the team direct, arranged the training, delivered it and then provided a handbook and also digital assets that can be used as a refresh or for people joining the business.
“What gave us more confidence in the process was that we had only positive feedback from our colleagues.”
Using the system to benefit the business
As a company that sends out regular mass mailings, timescales are often of the essence for Grand Union Housing Association. Thankfully, with Hi-mail, mailings can be turned around in days as opposed to weeks.
The system requires that the user upload a template letter, a secure contact data file and then approve for distribution. What’s more, documents and inserts can be included at the touch of a button.
Grand Union Housing Group Director of IT and Transformation, Judith Clark, comments: “We love the simplicity of the system. Knowing all we need to do is to upload files and then set the system to do the rest removes so much pressure. There are no lengthy lead times, and it also mitigates against human error.
“We’ve had the system in place for just around three-months now and we don’t know how we managed without it. It really has made all the difference and has given us back the time and resource we need to concentrate on other priorities.”
