When does it become interesting to outsource your mail processing?
Despite digitalisation and the shift to paperless offices, most companies still send a lot of traditional mail: invoices, direct mailings, newsletters, official documents, reminder letters, etc. But also more and more packages. Processing all that mail takes a lot of time, money and manpower.
Does your company have a mountain of mail to process every day? Then outsourcing your mail processing can definitely be a good idea. An experienced mail processing company takes care of everything for you: from collecting to sending mail items. This allows you to focus on the core aspects of your business with peace of mind. But there are other reasons why it can be interesting to have your mail processed by an external mail service. Here are some crucial arguments to consider:
Anticipating fluctuations in mail volumes
With most companies, the amount of mail to be sent fluctuates. One day you have a huge amount of mail to deal with, the next there is almost nothing. The volume of mail often changes depending on the time of the week or month. For example, when you send out mass invoices and payslips at the end of the month. And then the number of direct mailings, leaflets and brochures to be sent may fluctuate according to the seasons or cyclical trends of the market. Bear in mind winter and summer collections, or the start of the school year, for example.
For many companies, dealing with these constant fluctuations in mail volumes is challenging. After all, there must always be enough staff on hand, as well as the necessary equipment to process mail on time.
Outsourcing your mail processing can then be an ideal solution. A professional mail processing company has the necessary resources to handle the peaks in your mail processing, because your mail that’s being sent to the external partner is part of a bigger picture.
Optimise mail processing according to your needs
In many companies, the sending of invoices, leaflets, letters and parcels doesn’t go as smoothly as they would like. The process often takes a long time, with a very high probability of errors. Indeed, employees usually have more tasks than just mail processing. Neither are they always motivated to optimise the process.
An external mail processing company, on the other hand, focuses completely on your mail processing. In doing so, they take a close look at your current process to see where the bottlenecks are. After a thorough evaluation, they look for the solution that best suits your organisation's needs. For guaranteed fast, efficient and correct mail processing.
Always keeping up with the latest digital innovations
With your external postal service, you also stay completely in tune with the digital future. They keep a finger on the pulse and are abreast of the latest developments in mail processing. Consider, for example, the advent of digitally registered mail, or systems that completely digitalise mail processing for you.
Managing expenses more efficiently for business growth
And then there's that big issue which many companies scratch their heads over: how to cut costs without sacrificing efficiency and business growth. More and more companies are realising that performing all the tasks in-house is not the best way to work. It costs huge sums of money. You'd rather invest that budget elsewhere in the company. Because you need to hire and train the necessary staff, as well as purchase the right equipment and resources (franking machines, folding machines, envelopes...).
Outsourcing your company's support tasks, such as your mail processing, can then be a suitable solution. You don't have to provide your own machinery and equipment, and you can hire people for tasks directly related to the essence of your organisation.
On top of that, an external mail processing company can offer more competitive rates for faster and more efficient mail processing, because the combined customers provide a higher volume. This reduces processing and shipping costs for all those customers. So you not only save on resources, but also on your bill.
Improving productivity
We touched on it briefly: companies are increasingly examining their operations and the possibility of increasing their productivity (and profitability). Time is money, and so that time had better be used as efficiently as possible. This is another reason why outsourcing of support activities such as mail processing is gaining popularity. Because it also allows you to focus more on your core business.
The less employees have to deal with mail processing and mail handling, the more attention they can pay to things that directly contribute to business growth and higher returns. While we are expertly processing and dispatching your business mail.
Doing business means investing, but only by investing in the right way can your business grow into a real success story. Outsourcing your mail processing is a first step in the right direction.
Wondering how we will optimise your mail processing?
