First, what makes an information collection process great ?

Any process that:

1. Sets clear objectives: clearly define the purpose and goals of the information collection to ensure focus and relevance.
2. Saves time: should be an obvious one. Time = Money.
3. Standardizes the data: you'll have a much better time if you have exactly what you need and in the format you need it in when you (or your team) sits down to work. Trust us on this one.
4. Structures forms: creates well-organized and structured forms with relevant fields to capture the required information systematically.
5. Is easy to use: an intuitive and user-friendly interface, that can be accessed without logging in, to facilitate easy data entry and navigation.
6. Avoid errors: includes validation checks and error-handling mechanisms to ensure data accuracy and completeness while providing flexibility in the types of data that can be collected, allowing for various formats and inputs.
7. Keeps track of the progress: this enables both parties, you and the clients, to track the progress of submissions, giving the whole collection process some transparency.
8. Is secure and compliant: implements robust security measures to protect sensitive information and ensure compliance with data protection regulations and standards governing data collection and privacy. (that's a mouthful)
9. Has a feedback mechanism: allows item-level rejection and approval and establish a feedback loop to continuously improve the information collected.
10. Can integrate with other systems: integration with other systems or tools to facilitate seamless data transfer and avoid manual data entry.
11. Automates: incorporates automation features to streamline repetitive tasks, such as automatic reminders, validations, and data processing. (this is screaming OkaySend)

Problems with Email.

1. Emails often lead to chaos as information gets buried in email threads.
2. You can miss crucial information and details as they get buried in an email's body.
3. Keeping track of attachments sent in a barrage of emails from clients can be tedious and prone to errors.
4. Searching for specific information buried in an email thread can can take forever and consume a significant amount of your time.

"I could swear I'd seen it in an email before... "

While email does serve as a fundamental communication tool, alternative platforms can offer more efficient solutions, saving you time, and reducing frustrations. So, emails are okay, I guess, but there are better ways to share info if you don't want to go mad.

Problems with Dropbox, Google Drive, and other file storage apps.

1. Dropbox and Google Drive lack control and rules, allowing clients to upload irrelevant or incorrect files.
2. You can't track progress easily, considering each file has to be opened and checked. What if the client changed a file since the last time you checked?
3. Needing to resort to email again when clients send the wrong documents. This adds to the confusion especially when you have to refer to the files on a Drive somewhere.
4. Cloud storage apps may require your clients to log in before allowing any files to be uploaded. For example, uploading to Google Drive requires an account.

How many have you faced? Though, it’s easy to send a link to clients to begin collecting files, the problems tend to follow and arise fast.

Problems with Google Docs, Microsoft Word, Notion, etc.

1. These Documents can quickly become messy and it's hard to standardize the process given clients have too much freedom in editing and formatting.
2. Once again, keeping track of progress can be challenging. You'll need to check the status of each document and send friendly reminders if your client hasn't completed it yet.
3. Lack of structure often leads to delays in obtaining necessary information.
4. You still need to rely on a cloud storage apps if you require collecting images or files, introducing another system in the loop that you'll need to monitor and manage.

This is the go-to solution for many businesses, and we totally understand why. However, the problems become apparent quickly when dealing with a client.

Problems with Google Form, Typeform, and any other online forms.

1. Don't have automated reminders means chasing clients for info.
2. Often require completion in one sitting, leading to frustration for clients.
3. Don't allow rejection at item level (i.e. for each field) within the wider form to ask clients for a redo if they’ve sent you the wrong file or info.
4. Can be frustrating when collecting lengthy answers (for web design for example), or files and documents. (Looking at you Google Forms)
5. Often are designed to be public and are not unique or per "invitation".

Traditional forms, as you may envision them, have their place. However, they don't quite address the challenge of having to chase clients for information to begin with. What you need is something purpose-built for your use case: a tool to swiftly onboard clients, facilitate document transfers, and setup your projects for success.

Does OkaySend stand out as the ideal solution for you?

If you're interested in exploring alternatives to OkaySend, dive into the following comparisons, where we break down the pros and cons:

• GatherKit
• Slickplan
• ClustDoc
• Jumpchart
• Gather Content
• Content Snare
• Pigeon Documents
• Uplink
• FileInvite
• Collect
• Dropbox
• Zapier
• Make (Integromat)