Companies are increasingly using various digital functionalities and that’s certainly no different in the mailroom. For example, they not only digitize incoming business mail, but also outgoing mail processing is undergoing major changes. Options range from fully digitized business mail to digitizing time consuming daily mail handling processes. In this blog we would like to give you more information about digital mail processing and how you can start taking advantage of it.
Why digital mail processing?
Despite the huge amount of emails we receive every day, many companies still send traditional paper mail. This mainly includes official documents or messages that the recipient should certainly not overlook, such as invoices, direct mailings, letters of formal notice or official documents from the employer to the employee.
Unfortunately, processing and sending this outgoing business mail takes up a lot of valuable time. In order to make this processing flow not only faster but also more efficient, organizations are increasingly switching to digital mail processing. Such a process not only minimizes their administration, which significantly reduces the risk of human error, but it also saves a lot of time and money. In addition, outsourcing digital mail processing offers the benefit of personal support during processing.
How does digital mail processing work?
Switching from traditional mail processing to a digital solution doesn’t have to be complex. First and foremost, look for an experienced mail partner who’s active in digital mail processing. EasyPost, for example, offers EasyPrint, a digital solution that allows you to send your business mail in just a few clicks, without having to take care of the entire processing flow yourself.
The next step is to take care of your current mail processing flow. Are you using a franking machine? Then you only have to pull the plug. You can resell a purchased device if you want, you can cancel the lease of a leasing device from your supplier. The same applies to collecting mail through bpost’s Collect & Send formula. Such an agreement can always be canceled monthly by registered letter or a cancellation email. After that, of course, follow the administrative agreements with your new outsourcing partner.
How digital mail processing itself works naturally depends on how your mail partner works, but usually it goes as follows:
• You collect and select the documents that need to be send
• You determine the layout of the mail, including envelopes
• You send the documents and preferences to your external partner through a secure digital platform
• After good reception, your documents are printed, inserted and franked all in one flow
• Your mail partner delivers the processed business mail to bpost, who will deliver the letters to the recipient.
So with digital mail processing you no longer have to take care of the entire flow yourself, but you can rely on safe and efficient digital mail processing by an expert in the field.
Are you curious about what EasyPost can do for your digital mail processing? Then don’t hesitate to contact us! We are happy to discuss the various options for optimizing your mail processing flow.