Processing and sending company mail is a labor-intensive but important task within a company. Your employees do not only collect all documents, they also prepare the mail for sending it. This includes printing, inserting and franking. In addition, your employees must also ensure that your business mail arrives at the recipient in time. This is especially important when sending invoices and reminders because the faster the documents reach the customer, the faster you will get paid.
It’s therefore important that you coordinate the various steps of your mail processing and improve them where necessary. In this blog we would like to give you 5 tips to optimize the mail processing flows within your company.
1. Use personalized documents
The first tip is not so much about a certain flow within your mail processing, but about the way you send documents to customers. By always using personalized documents, ie documents that are in line with your specific corporate identity, you increase the involvement of your business mail. Customers will appreciate this professional approach and regard your mail as reliable and correct. As a result, in many cases they will take action more quickly, such as paying your invoices correctly and on time. And they will be satisfied with the way you approach them and they will remain customers.
2. Protect the privacy of your documents
Many companies still use traditional paper mail to send official documents, invoices, payment reminders, and so on. The content of these documents can be sensitive and deserve a certain degree of privacy. Therefore, for your mail processes it is best to choose a method that guarantees the privacy of your daily mail. This can be done, for by using digital solutions, such as uploading documents on a secure platform. This ensures that no employee has access to the content of the documents to be sent.
3. Choose a solution with tracking capabilities
We probably don’t need to tell you how easily mail can be lost, especially when you process it manually. For example, the mail to be sent is not collected correctly, is left somewhere or is not correctly franked. So if you want to optimize your mail processing flow this is an important point of attention.
Fortunately, there are mail processing systems where you have the option to track your sent business mail. This way you’re always aware of the status of your letters and packages.
4. Outsource tasks and save costs
Unless you work in the mail business, just like EasyPost, mail management processes are not a priority within your company. Unfortunately, they do cost a lot of money and a lot of time is spent in that mail flow. Therefore, it is more interesting to hand over your mail processing to an experienced partner.
Such an outsourcing partner will not only save you the cost of materials, machines and labor, but can also provide many financial benefits. A professional mail processing company works for different companies and can thus offer favorable printing and shipping rates.
In addition, your employees will have the opportunity to focus on their core tasks instead of staying in the mailroom.
5. Manage your mail process with a single mouse click
As mentioned, processing your daily business mail and preparing it for delivery is a real task. Moreover, there is also a good chance that something will go wrong during this process. It is therefore an advantage if your mail management processes can be carried out in one smooth flow. An external mail partner, such as Easypost, offers another interesting option: a fully automated system in which you only have to send your daily business mail digitally. The rest of the mail processing (printing, wrapping, sorting, …) is carried out by your partner in one smooth movement. It couldn’t be easier!
Would you like more information about how Easypost can help you optimize your mail management processes? Then contact us quickly. Our consultants are happy to advise you on the various options, such as EasyPrint, our total solution for processing your business mail.