In a world of administrative tasks characterized by a multitude of tasks and rapid change, administrative communications have become a vital element that cannot be ignored. These communications include all incoming and outgoing correspondence within the organization or between it and external parties.

In order to evaluate the success of this aspect, we need accurate and realistic tools that measure performance and analyze results, which we call performance indicators or KPIs.KPIs.

Performance indicators are a key tool for ensuring quality, increasing efficiency, and accelerating decision-making. They help organizations understand weaknesses, identify strengths, and improve transaction flow.

In this article, we'll review the 10 most important performance indicators you can use to measure the effectiveness of administrative communications.

Why do we need performance indicators in management communications?

Administrative communications are not just about exchanging documents and letters, but rather represent an integrated series of administrative processes, including:

• Receiving transactions (incoming)
• Issuance of letters and directives (outgoing)
• Follow-up
• Archiving
• Analysis and Reports

Without accurate performance indicators, it is difficult to monitor these processes, judge their effectiveness, or make data-driven improvement decisions. The organization also becomes vulnerable to delays, duplication, and lost transactions.

Top 10 KPIs to Monitor

There are 10 important performance indicators:

1. Completion time (Time to Resolution

• This indicator measures the time period between receiving a transaction and its completion, whether it is related to a decision or an action.
• The shorter the time, the more efficient the performance and quicker the response.
• The completion time can be analyzed by transaction type, department, or responsible employee.

Allows  DocSuite allows you to accurately see the time taken for each transaction, and make comparisons between different time periods or departments.

2. Percentage of transactions closed within the specified time

• Are transactions closed on time or delayed?
• This indicator shows the percentage of transactions that were processed according to approved timetables.
• High ratio = good organizational commitment
• Low ratio = risk indicators that require intervention

The tool allowsDocSuite filters these transactions and finds details about the reasons for the delay.

3. Transaction delay rate

• This indicator is measured by the number of transactions that exceed the allotted time.
• It helps in identifying departments that suffer from slow progress.
• Helps improve task distribution and develop human resources

DocSuite automatically displays these ratios as graphs.

4. Percentage of currently open transactions

• Open transactions mean that work has not yet been completed.
• A high percentage for long periods may indicate poor follow-up or lack of efficiency.
• Transactions can be classified according to how long they remain open.

DocSuite provides daily reports on the status of all transactions.

5. First response time (First Response Time

• An important communication performance indicator, especially in transactions that require quick response (such as complaints or urgent requests).
• This metric measures how long it took an employee to first respond to a transaction after receiving it.
• It is used to measure the effectiveness of correspondence.

6. Number of transfers per transaction

How many times was the transaction transferred from one person to another or from one department to another?

• Too many transfers can mean administrative complexity or unclear authority.
• An important indicator for measuring the efficiency of workflow organization.

Systems such asDocSuite Workflow documents every conversion, making it easier to analyze later.

7. Percentage of transactions associated with final decisions

• This indicator reflects the effectiveness of administrative correspondence and its relevance to real decisions within the organization.
• A high ratio indicates that management communications are effective and feed into the decision-making process.
• Its low value indicates weak administrative content or non-activation of transactions.

8. Error rate or returned transactions

• This indicator monitors the number of transactions returned due to errors or missing documents or data.
• The higher this rate, the more likely there is a problem with the correspondence or job training procedures.

Tools likeDocSuite can analyze the type of common errors.

9. Digital vs. paper archiving ratio

• This indicator measures the organization's success in digital transformation, and is important for reducing reliance on paper and ensuring document preservation.
• Organizations that adopt digital archiving achieve greater speed and flexibility in work.

DocSuite supports automatic archiving once the transaction is closed.

10. Transaction Reporting Effectiveness

Our last indicator is how good the transaction reports generated by the administrative system are.

• Does it contain accurate details?
• Can it be used in planning?
• Does it accurately reflect actual performance?

DocSuite Dashboard generates dynamic, customizable reports that help comprehensively evaluate management performance.

Benefits of Using Performance Indicators in Management Communications

When organizations begin tracking their management activities through clear performance indicators, the benefits begin to appear quickly, not because numbers alone make a difference, but because accurate data reveals what is invisible to the eye and opens the way for tangible operational improvements.

Here's how communication performance indicators can truly improve management communications:

1. Improve response speed

When we begin measuring completion time or first response time, the team automatically begins to focus on accelerating processes. Employees now know that time is measured, and managers monitor the progress of tasks through precise performance indicators. The result? Greater speed and greater customer satisfaction.

2. Detect bottlenecks within the transaction cycle

Is there a department that consistently takes longer to respond? Is there a specific type of transaction that takes longer than others?

By analyzing communication performance indicators, weaknesses or delays in the transaction process can be identified and addressed in practical ways.

3. Improving the quality of correspondence and reports

When an organization measures the number of errors or returned transactions, it motivates teams to improve the accuracy of content and the quality of documents. This directly impacts the professionalism of administrative communications, especially when dealing with external parties or official reports.

4. Promoting transparency and fairness between departments

Using viewable and analyzable performance indicators, such as those provided by a dashboard,With DocSuite, performance is out in the open, with no room for judgment or guesswork.

5. Support data-driven decision making

One of the most powerful benefits of communication performance indicators is that they transform decisions from random to scientific. Managers no longer rely on the "feeling" that the team is working efficiently, but rather have data that demonstrates:

• Who has accomplished more?
• What periods need resource support?
• Where should tasks be redistributed?

6. Facilitating administrative planning and development

When an organization monitors performance indicators month after month, and year after year, a huge database is created that can be used to:

• Annual planning
• Building measurable goals
• Design training programs that target truly weak skills.

7. Motivating work teams to achieve

People love to see their progress. When communication performance indicators are regularly shared within the team, positive competition begins, and enthusiasm for achieving better results increases. Every employee wants their transactions to be faster, more accurate, and with fewer errors.

8. Supporting digital transformation initiatives

By tracking the percentage of digital archiving, for example, an organization's progress in transitioning from paper to digital can be measured and linked to sustainability and technical efficiency goals.

9. Strengthening the relationship between executive and senior administrative departments

Performance indicators enable managers to provide professional reports to senior management, demonstrating work progress in numbers and basing realistic strategic decisions on them.

10. Creating a corporate culture based on continuous improvement

Ultimately, communications performance indicators foster a culture that is not satisfied with stagnation, but rather constantly strives for improvement, learning, and development. This culture is what distinguishes modern organizations capable of sustainability and growth.

Administrative communication performance indicators are a strategic tool that goes beyond evaluation, but also contributes to developing the work environment and improving the quality of internal and external services.

When communication performance indicators are combined with smart analysis tools such as:With DocSuite, organizations become more aware of how they manage their communications and better able to turn data into effective decisions.

Start today by defining your organization's performance indicators and investing in a professional system that supports future growth and achieves true organizational integration.

Effective performance indicators mean an organization that knows itself well, monitors its progress transparently, and bases its decisions on data, not intuition. The more carefully designed indicators are, their sources verified, and their results analyzed, the more they become a true tool for driving change and achieving goals.