By 2025, internet users are expected to send 376.4 billion daily emails. A large number of daily emails are work-related. These include emails between colleagues, to those on mailing lists, as well as communication with regulatory authorities.
For instance, professionals working in pharma companies will need to regularly engage with authority organizations that regulate the sector.
But a growing number of businesses are realizing that disseminating information to regulatory bodies via emails is not an efficient, secure, streamlined process, and there are better approaches to do it.
In this blog, we review the challenges experienced by businesses, as well as how shifts to the usage of content distribution platforms are bringing efficiency, accountability, and increased collaboration to the workplace.
Top Challenges When Using Email Services
Today, the amount of sensitive information shared online for professional purposes is growing exponentially. Email is not one of the most secure ways to share information. Here are some of the challenges faced by businesses today:
- One of the challenges of using traditional email services is that it is extremely difficult to keep track of the flow of information. Senders need to continuously add attachments, which may get missed out.
- Recipients have difficulty searching for attachments in one’s emails as the number of emails accumulates over time. Attachments also need to be downloaded to be viewed, which consumes time and space on the recipient’s laptop.
- Recipients of sensitive emails can forward them. Hence, there is a potential for information leakages.
- It is easy to miss out on recipients on a mailing list when using email services, thus, reducing efficiency when sharing information.
- Sharing links via email can be a messy experience, with recipients often being unable to search for specific emails later.
- Attachments shared via email are usually stored on an individual’s laptop or computer, and there is a potential for security leaks.
Sectors Engaging with Regulatory Authorities
Some sectors, such as banking, financial services and insurance (BFSI), pharma, education, and legal, are heavily regulated compared to others.
Regulatory bodies continually introduce new rules to enhance security within the sectors and reduce the potential for fraudulent practices. Hence, companies need to improve communication with regulatory bodies.
The dissemination of information must be secure, efficient, and transparent. Traditional email services have limitations in providing these safeguards for sensitive information. This is where the usage of cloud-based content distribution platforms can transform communication with regulatory bodies.
What is a Content Distribution Platform?
A content distribution platform is a single, unified platform used by an entity such as a company to connect all stakeholders and make communication a streamlined, efficient process.
This is a cloud-based software that enables companies to create and store content in various formats and distribute it to multiple stakeholders in a secure and consumable manner.
Organizations can onboard employees, senior management, as well as external stakeholders such as partners and regulatory bodies. Once done, sharing communication becomes easy, and the disseminators can say goodbye to actions such as adding attachments for good!
Now, let’s understand how a content distribution platform works and serves the needs of an organization.
5 Benefits of a Content Distribution Platform
Here is a snapshot of the several advantages offered by content distribution platforms over traditional email services.
1. Easy Content Uploading
In the case of emails, one has to physically upload attachments or use apps to transfer heavy files.
Content distribution platforms eliminate the need to upload attachments. One does not need to use separate apps for transfer. These files, in multiple formats, can be uploaded onto one platform and shared with ease. Senders will not have any bandwidth issues while sharing files.
2. Secure Sharing of Information
A large amount of communication between companies and regulatory authorities is extremely confidential. Types of content can include press releases, compliance information, research, and financial reports.
Content distribution platforms have a secure way to store all confidential information and disseminate it with care to the right recipients. This prevents the forwarding of content without consent, thus enabling the confidentiality of data.
Another benefit is that content added to the system cannot be manipulated without other team members being notified. This is an extremely important asset when the stakes of communication are high.
3. Hassle-Free Distribution
Today, individual employees engage with multiple internal and external stakeholders for their work. It can be extremely time-consuming to type individual email addresses every time you need to send out information to a set of individuals.
Content distribution platforms enable senders to create mailing lists for different stakeholders. For instance, the key people from the regulatory authority can be punched into one list, and fresh communication can be easily shared with this group.
4. Locate Information with Ease
Companies today create a large amount of content, such as whitepapers, press releases, financial reports, presentations, and branding collaterals, that are used in multiple ways.
Many team members tend to save important documents on their laptops or computers, which may not be connected to a larger network. Hence, locating content in a brief period when sending out emails is a key challenge faced by team members.
A content distribution platform solves this issue by enabling all content to be saved on the cloud. Furthermore, content can be classified into playlists, which makes it easier to locate and disseminate.
5. A Unified Content Experience
Today, information is presented in multiple formats such as audio, video, PPT, eBook, PDF, and Word Docs. It can be challenging to view a video or PPT in emails.
The files may need to be downloaded and then viewed. However, a content distribution platform offers a unified content experience, enabling recipients to view all the content in one place.
A regulatory body is a key stakeholder in any business’ success. Hence it is important to nurture this relationship through precise, efficient, transparent, and streamlined communication. Using a content distribution platform gives companies the right tools to achieve this goal.
If you are a business looking to automate and enhance communication with regulatory bodies, partner with Kytes, a digital content distribution platform that is transforming the way businesses share information with all stakeholders.
Making the shift early on can help businesses build a foundation for centralizing content creation, storage, and distribution with efficiency and transparency.