Who's delaying your letters?
A one-page letter, drafted in ten minutes. And yet, two weeks later, it still hasn't gone out. Between drafting and sending, a letter can get stuck at any step.
Galaxy Conseils • Banking & financial institutions sector
It's a great day for Aïcha: Société Alpha has just paid off the final installment on the loan that financed her machinery. To sell one of the machines and buy a more modern one, she needs a single document: the bank's release letter, confirming the equipment is no longer pledged as collateral.
Her advisor promises the letter "within the week." He drafts it that same day. Then the letter enters the circuit: review by the commitments department, approval by management, signature, sending.
"One week goes by. Then two. Aïcha follows up with her advisor, who follows up with the commitments department, who thinks the letter is already with management. At management, no one has seen it: the director is traveling, and the letter is waiting in a pile on his desk."
The machine's buyer eventually backs out. Aïcha lost a sale over a one-page letter, drafted in ten minutes, but stuck for two weeks somewhere inside the bank.
🕳️ Invisible bottlenecks
The letter waits on a desk or in an inbox, with no one able to say which step it's stuck at.
No follow-up
As long as the client doesn't push, no one chases it up.
Unclear ownership
Everyone assumes the letter is with someone else.
Deadlines that slip
A letter promised in three days goes out in three weeks.
For the client, the result is the same: a broken promise. And for the bank, it's often a lost opportunity, or one more complaint.
To speed up sending, you first have to see. See every pending letter, the step it's at, the person who needs to act, and the delay already built up. Once bottlenecks are visible, it becomes simple to chase up the right person at the right time.
Logged
📝 Ref. S-0253
Assigned
🏷️ Initials: CD
Chased up
+2 d, mobile alert
Approved
✔️ From mobile
Sent
✉️ Same day
1. Logged — the release letter is logged in M-Files under reference S-0253, in the "Letters to send" list.
2. Assigned — after the commitments review, the letter is assigned to management for approval: his initials, CD, appear on screen.
3. Chased up — two days later, the letter shows "+2 d" overdue. The director, traveling, gets a reminder on his phone.
4. Approved — he approves the letter from the M-Files mobile app. The approval is logged, and the letter moves on to signature.
5. Sent — that same day, the letter is sent to Aïcha and archived in Société Alpha's file.
The mail-processing manager, meanwhile, tracks everything from a dashboard:
6
pending
2 d
average delay
2
overdue
He can also see that the "HR Approval" step is holding up 3 letters, including S-0238, stuck for 3 days. He knows exactly who to chase.
Aïcha receives her release letter in three days, as promised. The sale of her machine goes through. And she sees that, at her bank, a promise is kept.
Identified bottlenecks — you see exactly which step each letter is waiting at, and for how long.
Automatic reminders — when a deadline is missed, the step's owner is chased, even while traveling, right on their phone.
Visible owners — every step has a name. No one assumes the letter is with someone else anymore.
Delays under control — slippage is spotted and corrected before the client loses patience.
With M-Files, the path an outgoing letter follows (logging, review, approval, signature, sending) is defined once as a workflow. Every letter follows it automatically: at each step, the right person gets the task, with a deadline.
Dashboards show, in real time, letters pending, delays, and the steps causing the most holdups. Managers can then act on the real bottlenecks, not just the day's emergencies.
And because M-Files is available on mobile, Android and iOS alike, a director on the road is no longer an obstacle: they can approve a letter in seconds, wherever they are.
"How many letters are ready to go out at your organization right now, but stuck at an approval step? And with whom?"
If no one can answer that without walking the floor, your letters deserve real tracking.
We help banks and financial institutions set up approval and sending workflows for their letters with M-Files, starting from their actual procedures.
Galaxy Conseils: innovation in the service of your performance.
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