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Te changing face of agency communications Aspasia Cloud Informational Series – No.5
IN TODAY’S DIGITAL age, communications are almost entirely electronic and writing a letter is very much an exception to be used either where there is a perceived legal requirement or where it is a customer’s preference. Electronic communications are almost instant, very much more efficient, entirely cost free and therefore, in most cases, an obvious choice. Electronic communications also lend themselves to automation which can in turn give customers a higher level of service and enable the agent to process more transactions with less staff, contributing to enhanced profitability.
WORD PROCESSING Traditional Aspasia uses Microsoft Word but this
was inappropriate for Aspasia Cloud because they are from different architectures and desktop-based Word does not fit into cloud technology. Word was the obvious choice 10 years ago when traditional Aspasia was conceived but it was not without its complications in terms of system speed when printing letters and the need to confine users to Internet Explorer as a browser for mail merging. Aspasia Cloud is now integrated with a commercially available web based word processor that is very easy to use and more than capable of addressing the requirements of residential agency work. However, its main function is now not to write letters but to create emails or other electronic communications. The documents are stored in Aspasia Cloud’s Oracle database as before but are now also stored within Google Apps if required which permits extraordinary ease of access and sharing across all mobile devices and computing platforms.
EMPHASIS ON EMAIL With the traditional agency model the emphasis
is on written communications in the form of printed correspondence, certainly for documents that could in any sense be classified as official or formal. Although there has in recent times been a growing use of email, the printed word is still perceived by many as a necessary and required element of agency transactions.
and retrieval of customer information. There is also the fully integrated option of having all documents signed electronically online for all communications with customers and suppliers where a signature is required. Aspasia Cloud uses the world’s largest online supplier for the provision of these services as do many other organisations, like BT for example.
INSTANT MESSAGING AND VIDEO Aspasia Cloud has also integrated the use of
Unfortunately, printed communications
bring with them many inefficiencies and unnecessary costs: printing, postage and, more importantly, staff overheads. They are also slow and, from a software point of view, they can create difficulties producing a consistent final presentation across the myriad of available different printing devices. Changing the emphasis to email means that
we can automate personalised feedback to a much higher level resulting in more satisfied customers with a better appreciation of the professional services agents provide to substantiate their fees.
HOW IT WILL WORK Aspasia Cloud incorporates the highly acclaimed
security and functionality of Google’s universal email system in its Google Apps Premier (Postini) format. This provides a huge range of features ranging from the virtual elimination of spam to the ability to control all aspects of a company’s email from a management console if so desired. Customers will see no difference to emails sent by the agent – the senders address will be displayed as normal, but staff will have the benefit of being able to send and receive emails using any mobile or other computing device and thus dramatically increase their responsiveness. As such we believe that the primary method
of communication within Aspasia Cloud is now based on the most comprehensive and sophisticated email platform available today and benefits from the power of Google’s search technology for the long term ease of use
Aspasia Cloud is the first fully integrated cloud technology software solution for agents involved with residential sales, lettings and property management. Tis informational series has been designed to explain how the software differs from other solutions and what that means for agents who use it.
instant messaging and video communications between customers and agency staff and between agency offices. This is conducted via the Internet, is entirely free, and has the potential for significant cost savings over traditional telephonic communication. Naturally it is designed to work alongside traditional telephones, not as a replacement, and for video depends on both parties using a laptop or desktop with a camera facility. In the short term it is likely that this technology will be principally used between branch offices or with customers who are more comfortable with this form of communication like the current younger generation and it can differentiate your business.
GRASPING NEW OPPORTUNITIES In many other industries, communications are
now far more likely to be conducted electronically by email, SMS or online and so our industry needs to follow this trend if agents are to prosper in today’s world where the list of outside pressures on the traditional agency model grows by the day. The ease of use and convenience inherent in these new electronic methods of communication will also result in less emphasis on the telephone for all but those occasions where verbal dialogue is still considered necessary. Recognising this, and also accepting that there will be occasions when the traditional methods are still preferred, Aspasia Cloud has been designed to give the overriding priority to electronic communication, particularly email, over printed matter. But it has not been eradicated and can still be used as required providing an alternative option allowing you to use Aspasia Cloud in the way you wish.
For further information go to
www.aspasia.net. Previous articles in the series can be found at
www.propertydrum.com/articles/aspasiacloud
PROPERTYdrum SEPTEMBER 2010 27
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