With a presence in multiple US states and parts of Canada, The WW Group used to manually process hundreds of forms every week coming in from all the various Weight Watchers meetings. The paper form documents, including new signup forms and financial information, were mailed in tally envelope packages to the company’s headquarters where employees would review the documents and manually enter the data.
“It was a laborious, error-filled process. We can’t wait two weeks to know if this Monday morning meeting is growing or declining,” explained Amy Brozgold, chief financial officer, The WW Group.
“We were seeking a solution to handle the ingestion of all these forms.”
The health and wellness organization, known for supporting its members with consistent meetings and clear healthy eating diet plans, discovered the OpenText Intelligent Forms Automation with TeleForm™ solution, a paper digital on-ramp for document and electronic forms-driven processes.
Rather than shift requirements for managers overseeing client meetings, The WW Group worked to streamline processes and improve the accuracy of data once the material landed at corporate offices. When tally envelopes arrive, operators scan batches of documents and TeleForm automatically captures, classifies, indexes and extracts information from paper and electronic documents.
Weight Watchers Franchise – The WW Group
United States & Canada
Health & Fitness
Data Capture, Forms Processing
For close to 600 employees running the meetings and submitting weekly reports, the transition to TeleForm was a welcome change. “We developed an electronic form that mirrored our existing paper-based form, so there was zero learning curve on the field side,” said Brozgold.
On the corporate side, The WW Group managed a training process for how to scan and verify the new forms. Previously, the verification process could take up to two minutes. With TeleForm, verification is completed in 30 seconds or less—impressive time-savings when multiplied by 600 forms per week.
To scan incoming documents, the WW Group leverages Fujitsu scanners. “We have used Fujitsu scanners from the inception of our program and have found the hardware and support team to be reliable, maintenance-free and responsive. We would recommend a Fujitsu scanner to other organizations considering a scanning solution,” noted Brozgold.
“With OpenText TeleForm, information from our various meetings was processed far more quickly and was easily accessible to our staff. This allowed us to know right away which meetings were more successful and enabled us to improve the way we target our members going forward.
It changed our whole marketing and promotional effort. We went into a very flush period in terms of members’ successes, and revenues grew quite a bit as a result,” said Brozgold.
“We had Alliance reporting based on that data, so it was an integral part of our partnerships,” said Brozgold.
“All of the scanning in Teleform made it available to us. We were able to give insurers the information they required to continue our Alliance Partnerships, so it grew revenue.”
"With OpenText TM TeleFormTM , information from our various meetings was processed far more quickly and made easily accessible to our staff. This allowed us to know right away which meetings were more successful and enabled us to improve the way we target our members going forward. It changed our whole marketing and promotional effort. We went into a very flush period in terms of members’ successes, and revenues grew quite a bit as a result."Amy Brozgold, CFO
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