“Using
Venali Desktop
Fax services has enabled us to
deliver information immediately to our clients while gaining
significant internal productivity benefits. The result is reaching
more clients faster — a powerful combination for our business.”
— Uday Patel, IT Manager, Flexible Benefit Service Corporation
Venali Internet Fax Shortens Sales Cycles
and Increases Customer Response Levels for Flexible Benefit Service
Corporation
the company Flexible Benefit Service Corporation provides
Insurance Brokers and company H.R. Departments with a single convenient
source for a wide assortment of insurance carriers and plans. Their
web site, www.flexiblebenefit.com is an
all-inclusive source for benefit solutions with access to on-line
quotes,
insurance provider carriers, carrier plan descriptions and marketing
material samples that can be requested to promote the offers to
end-user customers.
the challenge
Without the ability to provide Insurance Brokers and H.R. Departments
with a rapid turnaround time for requested marketing materials,
Flexible Benefit Service was losing valuable opportunities to connect with
end user customers. In addition, the current processes were imminently
becoming too costly and time consuming. Daily, each employee typically
spent a minimum of three hours faxing requested materials to Insurance
Brokers & HR departments; these materials contained time-sensitive
insurance carrier promotions and pricing information. This lengthy
process was directly attributed to employees having to stand at
the fax machine, while waiting for the faxes to send. The second
method utilized to send the marketing materials was not only time
consuming, the company was incurring excessive costs as well. This
process was accomplished by mailing packages overnight, costing
the company hundreds of dollars weekly and delaying delivery by
days. The company was becoming increasingly aware that the using
an outdated fax server, fax machines, and the costly mailing methods
that were being practiced were clearly inefficient.
Time reduction of tasks
allows employees to reach 30% more clients daily
Flexible Benefit Service wanted to
find a method which enabled immediate delivery of the marketing
materials
when a request was made from an Insurance Broker or HR department.
They were also seeking improvements
in employee productivity and a
reduction of mailing costs.
the strategy
The IT department at Flexible Benefit Service established a strategy
that would fulfill all of the business objectives the company had
stated. The method deemed to be most effective was utilizing an
Internet Fax Service. After a brief unsatisfying experience with
one fax service provider, Flexible benefits tested and selected
Venali’s Desktop Internet Fax Services. After Venali was implemented
using Flexible Benefit’s existing e-mail infrastructure, employees
were introduced to a new streamlined approach for sending the requested
marketing materials. As the staff received material requests, they
were able to select the appropriate artwork file from their computer,
attach the file to an e-mail and then send the file as a fax through
the use of Venali Internet Fax. The new and improved process of
sending materials to Insurance Brokers & HR Departments could
now efficiently be completed directly from the employee’s workstations.
Profile
Email:
Microsoft® Office 2000,
2002, 2003
Chosen
Fax Document Format:
PDF
Outbound
Document Profile:
•
Promotional
collateral
•
QuarkXpress
™ files converted to PDF before faxing to clients
Venali
Internet Fax Services enabled Flexible Benefit Service
employees to fax all documents electronically from their
desktop workstation. Significant benefits of the Venali
Internet Fax Solution for Flexible Benefit Service include
the following:
Increased
Productivity
Employees are able to fulfill marketing material
requests in 60% less time
Time reduction of tasks allows employees to
reach 30% more clients daily
Error codes provided by Venali enable the
IT Department to resolve issues with incorrect
fax numbers in 75% less time
IT Department productivity is optimized by
eliminating the need to maintain fax server
Reduction
of Costs
Elimination of overnight
mailing costs
Elimination of long-distance
phone charges associated with their existing
[traditional] fax methods
