HANDLING OUTGOING MAIL MORE EFFICIENTLY IN 5 STEPS
Despite the rise of various modern and digital means of communication, companies still send traditional mail. Unfortunately, processing this amount of official documents, invoices and reminder letters costs them a lot of time and money, resources that they can better use for the core tasks of their business. The Centre for Economics and Business Research Ltd, or Cebr for short, even published a report a few years ago stating that companies can save an average of around 5400 million euros by outsourcing certain print functions. This also applies to the printing of outgoing corporate mail.
In order to process your outgoing mail more efficiently and economically, you can outsource your business mail. At Easypost, for example, we developed EasyPrint, a solution for efficient mail processing that allows you to outsource some tasks, such as printing your mail. In this blog we go through the 5 steps your mail goes through in such a process.
1. CHECK THE SHIPPING INFORMATION
This sounds obvious, but it is a crucial step in the efficient processing of your outgoing mail. After all, documents can end up with the wrong person, or they can be returned to sender. Since in most cases these are important documents or payment details, this can have very unpleasant consequences for both your company and the recipient. It is therefore important that you always have a customer database that is up to date.
2. SELECT THE RIGHT DOCUMENTS AND CHOOSE THE APPROPRIATE LAYOUT
The next step in this digital process is to select the right documents to send. Then comes the layout of your documents and enveloppes. You can also change your house style if you like. In that case, all you have to do is deliver the final result to your outsourcing partner.
3. EXTERNAL PARTNER RECEIVES OUTGOING MAIL
After selecting the documents to be sent and the choice of layout, you send them to your postal partner via a digital system. This partner always receives your outgoing mail in a secure environment. This means that the entire process runs in-line and employee never have access to the content of your outgoing mail.
4. PROCESSING OF OUTGOING MAIL BY PARTNER
Once the the external partner has received your outgoing mail, the mail processing begins. The documents are carefully printed, enveloped and stamped in a single flow.
5. MAIL IS HANDED TO PROVIDER FOR DELIVERY
Finally, your outgoing mail will be delivered to the belgian provider, bpost, for delivery to the addressee.
Outsourcing these steps will save you a lot of time and money. After all, you no longer need employees to handle your business mail and your printing costs will drop considerably. As a bonus, you no longer have to deal with the purchase and maintenance of a franking machine, the purchase of enveloppes, labels and so on. What’s more, with an efficient mail handling method such as this, you can also benefit from special printing and mailing rates.
Would you like to know more about how you can process your outgoing mail more efficiently with a solution such as EasyPrint? Or are you looking for an experienced postal partner to process and send your business mail?
Contact us now! Our consultants will be happy to discuss the various possibilities to process your outgoing mail as efficiently as possible.
