Efficient Email Strategies for AMS360
Streamlining Communication and Safeguarding Against E&O Risks
Author: Michael Trouillon, Senior AMS360 Consultant | Kite Technology Group | NetVU Silver Partner
Agencies rely on standardized wording to efficiently deliver documents and information to clients. This practice ensures consistency and minimizes the risk of errors, protecting the agency from potential E&O issues.
In the early days, we used pre-printed forms that we typed on that already had the base wording. Anyone remember the Mines Press forms? As technology advanced, we transitioned to using form letters within our agency management systems, streamlining the process. These form letters were then sent to clients through USPS, further enhancing efficiency and communication.
With the introduction of email, communication became more efficient; however, standardization took a hit. Some agencies attempted to use Outlook signatures, but this required manual creation for each person and conversation, making it difficult to implement changes to wording consistently. Quick Parts offered a partial solution, but it still required individual creation for each user and did not allow for merging of information, such as policy numbers and lines of business.
A more effective approach involves using the "Send to Mail Recipient" command in Word, not to be confused with the "Send as Attachment" option. This method transforms the merged form letter into the body of the email. Here's how it works:
- Create the form letter in your agency management system.
- Click the "Send to Mail Recipient" button in Word.
- Add the recipient's email address and modify the subject line if needed. You can even place the merged letter's content in the email body and move specific information to the subject and To fields as required.
- Once the email is sent, it's important to manually drag it to the activity in AMS360. If you have your checkpoints set correctly, you should already have an activity open to use.
Implementing this method is straightforward and results in a professional-looking email. However, ensure that the document doesn't contain any content in the header or footer, as these sections should be reserved for email signatures.
Using the "Send to Mail Recipient" command in Word, agencies can achieve standardized communication through email. It is an efficient and professional solution to merge form letters and vital information into your email correspondences.
To learn more about this or how we can help your agency improve your efficiency and get the most from your AMS360 system, please email us at consult@kitetechgroup.com or visit our website at www.kitetechgroup.com.