Despite the emergence of innovative digital solutions, many companies still use traditional mail processing. They send countless documents and packages to customers, employees and other parties every day. It is often communication that should not be overlooked or that contains sensitive information. In other words, documents that are not suitable for e-mail traffic with spam filters and an overflowing inbox.
However, processing such a large amount of mail on a daily basis is a very time-consuming job and doesn’t always follow the most efficient flow. In many cases outsourcing your mail processing to an expert can be an ideal solution. Not quite convinced? Then read this blog and discover all about the different reasons why you should outsource your business mail processing flow.
Increasing or variations in volume of outgoing mail
An important reason for outsourcing your mail processing to a professional partner is an increase or change in the volume of your daily outgoing business mail. If your company is doing well and is increasingly growing into a successful company, chances are that your daily mail will also evolve. The consequence? Your mailroom can no longer handle the amount of mail being processed.
Or maybe your company is experiencing a fluctuation in volume of the outgoing mail? Think for example about all the business areas that are subject to certain seasonal trends or specific periods of the year.
In both cases, outsourcing your mail processing offers the perfect solution. You no longer have to make an extra investment for your mail processing, your professional partner takes care of your entire mail processing flow.
Lower risk of error
In addition, the risk of errors in the manual mail processing flow within your company is very high. Having large mail volumes processed by your employees, from sorting to franking, and that against a tight deadline, is asking for a high risk of error.
When you hand over your mail processing to an experienced mail partner, this margin decreases significantly and you can even ensure that errors in mail processing are a thing of the past. After all, a professional mail processing company insists on processing every document or package as efficiently and quickly as possible and getting it to the right recipient.
More focus on core activities of your company
Setting up an internal mailroom not only requires the right infrastructure and materials, but also the necessary personnel. A rather expensive approach to staffing a mere support service within your company, isn’t it?
Outsourcing your outgoing mail processing can also be the suitable solution for this problem. You no longer have to invest in support staff, but can use your resources to carry out the core activities of your company.
Efficient mail processing through expertise
Just because mail processing is not directly linked to your core business, it’s not always possible to keep up to date with the latest news in the maill business. You perform your manual mail processing as you always have, but that may not be the most efficient way. Or maybe your mail processors regularly bumped into certain problems that cannot be solved?
Working with a professional mail company that takes over your company’s outgoing mail processing, might be a good idea. After all, this partner has more than enough expertise and knowledge to deal with any problem regarding the processing of your mail in no time. In addition, the company always keeps a finger on the pulse of innovations in the postal sector. So you can confidently leave your company mail pocessing to an expert in the business.
More favorable rates
Manual mail processing in your mailroom is usually done using a franking machine that franks all outgoing mail for shipping. Unfortunately, such a machine doesn’t only costs a lot of money, but also always charges at standard rates and does not take into account the daily mail volume. Or maybe you already use bpost’s mail processing, and you therefore pay a lot of processing costs.
Outsourcing your mail processing to an external mail partner can also profit a lot from a financial point of view. In that case, your mail will not only be franked at favorable rates due to the daily volume processed, in many cases you’ll also be exempted from the processing costs.
More control over budget
Finally, by outsourcing your outgoing mail processing you’ll have more control and insight in your monthly mail expenses. After all, your outsourcing partner provides a detailed invoice every month with all processed business mail and associated expenses. You can even choose to split your invoices into different cost centers, to make a distinction between the different departments within your company. This is not only useful for keeping a clear overview of your budgets, but also a good tool for your accounting.
Outsourcing mail processing can therefore offer many advantages for companies and promote the efficiency of internal operations.
Would you like to know more about outsourcing your mail processing and what options are available? Then please contact us quickly. Our consultants will be happy to provide more information about the possible solutions for your outgoing business post.