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Manual  processing of  paper  applications  and forms?  That was yesterday!​​​​​​

 

1. Processing Issues:

  •  Illegible Handwriting – Difficult-to-read handwriting leads to misunderstandings and delays.

  •  Incomplete Information – Missing fields require follow-ups and additional processing.

  •  Missing Documents – Customers often fail to provide all required paperwork.

  •  Longer Waiting Times – Manual form filling increases queue times.

  •  Incorrect or Contradictory Information – Requires verification and causes delays.

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2. Employee Workload:

  •  Overloaded Staff – Employees must repeatedly explain forms to customers.

  •  Language Barriers – Customers with limited language skills require additional assistance.

  •  Frustration and Stress – High customer volume and errors create stress.

  •  Inefficient Use of Resources – Employees assist customers instead of focusing on more productive tasks.

  •  Manual Data Entry Required – Handwritten applications must be manually entered into the system.

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Problems That Arise Later When Processing Incorrect Applications​

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1. Processing Delays:

  •  Missing or Incorrect Information – Applications cannot be processed immediately.

  •  Additional Clarifications Needed – Follow-ups via email, phone, or in-person increase workload.

  •  Delayed Decision-Making – Applications remain unprocessed until all corrections are made.

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2. Administrative Inefficiencies:

  •  Increased Workload – Faulty forms require corrections and additional reviews.

  •  Multiple Reviews of the Same Case – Applications are reviewed repeatedly.

  •  Unnecessary Archiving – Incomplete forms are stored despite being incorrect.

  •  Higher Frustration Potential – Both employees and customers become frustrated with repeated inquiries.

  •  Lost or Incorrect Documents – Missing documents create long follow-up processes.

  •  Possible Legal Consequences – Mistakes in applications may lead to missed deadlines or incorrect decisions.

  • Administrative Burden for Corrections – Each incorrect application requires additional review and often reprocessing.

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Long-Term Economic and Psychological Challenges for Employees​

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1. Workplace Issues:

  • Increased Workload – Error corrections significantly extend processing time.

  •  More Stress and Work Pressure – Constant corrections prevent focused work.

  •  Overtime and Exhaustion – Employees must work longer hours to catch up on backlog.

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2. Job Satisfaction:

  • Declining Motivation and Frustration – Inefficient processes lower job satisfaction.

  •  Less Time for Important Tasks – Time-consuming corrections prevent proactive work.

  •  Higher Risk of Personal Mistakes – Stress increases employee errors.

  • Poor Work Atmosphere – Employee dissatisfaction causes tension in teams.

  •  Increased Sick Leave – Chronic stress leads to higher absenteeism.

  • Fewer Career Development Opportunities – Time wasted on manual processes prevents training and innovation.

  •  Poor Public Image – Employees struggle with frustrated customers, harming the authority’s reputation.

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Long-Term Economic Problems for the Authority

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1. Financial Impact:

  •  Increased Staffing Needs – More employees are required to compensate for inefficiencies.

  •  Rising Administrative Costs – Additional workload requires more resources for staff, paper, and archiving.

  •  Loss of Work Hours – Each error means extra work and inefficient use of labor time.

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2. Service and Reputation:

  •  Longer Processing Times – Delays create bottlenecks.

  •  Poor Citizen Service – Citizens are dissatisfied with long wait times.

  •  Lack of Digitalization – Slow adoption of digital solutions creates disadvantages.

  • Higher Paper Consumption – Physical applications generate high printing and storage costs.

  •  Higher Training and Support Costs – Employees require training to handle manual errors.

  •  Missed Funding Opportunities – Slow processing of applications may result in missed deadlines for government funding.

  •  Security and Data Protection Risks – Incorrect or illegible applications can lead to sensitive data being misfiled or misused.

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Long-Term Economic Disadvantages for Customers​

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1. Delays and Costs:

  •  Longer Waiting Times – Delays mean customers wait longer for approvals.

  •  Higher Costs Due to Delayed Approvals – For example, social benefits might be paid out too late.

  •  Missed Deadlines – Customers may miss important deadlines because incorrect applications need to be resubmitted.

  •  Higher Travel Costs – Customers may have to return to the authority to submit missing information.

  •  Loss of Income – Delayed approvals can negatively impact employment or business ventures.

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2. Customer Experience:

  • Stress and Frustration – Repeated interactions with the authority burden citizens mentally and financially.

  • Lack of Transparency – Customers often don’t know how long processing will take or what issues exist.

  • Additional Costs for Emergency Solutions – Customers may have to seek alternative financing.

  • Restrictions on Daily Life – Lengthy processes for residence permits, building permits, or funding can significantly impact daily life.

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Summary

Solution: An AI-powered automation like AFAI can eliminate these problems by:

 

✅ Automatically analyzing applications

 

✅ Minimizing errors

 

✅ Accelerating processing times​​​​​

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