The firm faced significant challenges in managing the formatting and consistency of their quarterly client letters. The process was not only time-consuming but also prone to inconsistencies in appearance, which detracted from their professional image. They needed a solution that could automate the process, reduce manual effort, and ensure every letter was uniform and polished.
A tailored automation solution was implemented using Zapier in conjunction with Google Workspace. By automating the letter creation and review process through a Zapier chatbot, the workflow was streamlined, ensuring consistency and efficiency. This solution allowed the firm to maintain high standards of client communication with significantly reduced manual effort.
Valenta began with a thorough understanding of the firm’s existing letter- writing process. An as-is process map was created, followed by a modified version optimized for automation. Key steps, such as the advisor’s review, were integrated into the chatbot conversation to simplify the process. After structuring the end-to-end automation, the team collaborated closely with the client for review and approval. The project was executed on a tight timeline, from kick-off to user acceptance testing, which included iterative feedback and refinements to ensure the solution met all of the firm’s needs. The entire process was completed within four weeks, just in time for the firm to use the automation for their August quarterly letters.
The quarterly letter-writing process was automated, drastically reducing the time spent on manual formatting and reviews.
The automation ensured uniformity in the appearance of all client letters, enhancing the firm’s professional image.
The project was completed within a four-week period, enabling the firm to meet their client communication deadlines with the new automation in place.
The client was highly satisfied with the outcome, having a reliable and efficient system in place for their quarterly communications.
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