Fairstone's journey to enhanced services
We've unlocked new levels of efficiency and created new opportunities for our team," says Tina Maxwell at Fairstone, reflecting on their partnership with Greens. By implementing Greens' virtual mailroom solution, Fairstone, a leading financial services provider, has achieved a significant operational upgrade.
The challenge: Hundreds of mail items to manually sort daily
Prior to partnering with Greens, Fairstone were challenged with manually processing hundreds of items of incoming mail daily.
"Our manual mail processes were a significant bottleneck in our operations" explains Tina. "Opening, sorting, scanning, and storing paper documents consumed a significant amount of time and manpower."
The solution: A digital transformation for Fairstone’s mailroom
To address thisese challenges, Fairstone partnered with Greens to implement a virtual mailroom solution. Working closely with Fairstone, Greens implemented a tailored solution that includes
- Digitisation: All incoming mail is securely scanned and converted into high-resolution PDFs.
- Intelligent sorting: An AI algorithm automatically classifies and routes documents based on source and content, ensuring accurate delivery to the relevant business advisors within agreed SLAs.
- Secure delivery: Digitised documents are delivered to Fairstone via secure methods such as cloud storage, API, or SFTP.
- High compliance: Greens are UKAS accredited with ISO certifications for both 27001 and 23001 to ensure the highest levels of data security.
"Greens was incredibly responsive throughout the entire implementation process," says Tina. "They took the time to understand our specific needs and tailor the system accordingly."
The impact: Efficient operations
The impact of Greens' virtual mailroom on Fairstone's operations was significant, including:
- Increased efficiency and new opportunities for staff: Automated sorting and digital workflows dramatically reduced mail processing times, freeing up staff for higher-value tasks. "We've been able to redeploy our valued team members to other areas of the business," says Tina. "This has not only improved our overall efficiency but also allowed us to provide our employees with new opportunities and training."
- Reduced costs: Eliminating paper storage, waste disposal, and manual labour resulted in significant cost savings. Furthermore, by retraining existing staff, Fairstone avoided the costs associated with recruiting and onboarding new employees.
- Improved client experience: Faster processing times and increased efficiency translated to an improved service for both colleagues and clients.
The modern, efficient digital mailroom also reinforced Fairstone's reputation as a forward-thinking and technologically advanced wealth management firm
For financial services businesses seeking to modernise their mailroom and gain a competitive edge, Greens' virtual mailroom solution offers a powerful and secure solution. Find out more by clicking here