Despite the current digitalisation and shift to paperless offices, most companies still send a lot of classic mail. Just think of sending invoices, direct mailings, newsletters, official documents and reminder letters. In addition, more and more parcels are being sent. Processing all this outgoing and incoming mail requires a lot of time, money and manpower.
WHAT ARE THE ADVANTAGES OF OUTSOURCING YOUR MAIL DISTRIBUTION?
If your company has a huge mountain of mail to process every day, outsourcing your mail processing might be a good solution. An experienced mail handling company will take complete care of your business mail, from collection to delivery. So you can confidently focus on the core aspects of your business.
Of course, there are other reasons why it may be interesting to outsource your external mail handling to an external mail service. In this article we will explain some situations in which a complete unburdening of your mail handling can improve your business.
Anticipating fluctuations in the volume of mail
The amount of mail to be sent is not a constant for most companies. One moment you receive a huge amount of mail, the next moment there is almost nothing. These changes in the volume of mail often have to do with specific times during the week or with certain moments per month, for example when sending invoices and payslips at the end of the month. For direct mailings, leaflets and brochures, the fluctuations can be related to the seasons or cyclical trends of the market. Think for example of winter and summer collections or the beginning of the school year.
For many companies, dealing with these constant fluctuations in mail volumes is quite a challenge. After all, there must always be sufficient staff present and you must have the necessary equipment to process the mail on time. Outsourcing your mail processing can be a suitable solution for this. A professional mail processing company has the necessary resources to cope with the peaks in your mail processing, as your mail to be sent is included in the bigger picture.
Optimizing and tailoring mail handling to your needs
In many companies, the dispatch of invoices, leaflets, letters and parcels does not go very smoothly. The processing process, i.e. sorting, enveloping, franking and finally sending, often takes too long and the risk of errors is particularly high. In most cases, employees have other tasks in addition to being responsible for mail handling and have little motivation to optimise the mail handling process.
Relieving you of the burden of mail handling by an expert in the field guarantees you faster and more efficient mail handling. After all, such an external mail processing company not only has the necessary know-how and resources, but also takes a close look at your current mail processing to see where the bottlenecks are. After a thorough evaluation, the mail processing company will look for a solution that best suits the needs of your organisation.
With a view to the digital future, you can also count on the expertise of your external mail service. They are always up to date with the latest developments in the field of mail processing. Think, for example, of the advent of digital registered mail or systems that not only prepare the mail for dispatch, but also take care of the entire process from digital delivery to physical delivery to your customer or partner.
Manage expenditure more efficiently with a view to business growth
Cost savings without sacrificing efficiency and business growth. This is an issue that a lot of companies are overlooking these days. As a result, there is an ever-growing awareness that carrying out all tasks in-house is not the best way to work. It costs a lot of money that would be better invested elsewhere in the company. After all, you have to recruit and train the necessary personnel, as well as buy the right equipment and resources (franking machines, folding machines, envelopes, …).
Outsourcing your company’s support tasks, such as, for example, taking care of your mail handling operations. You don’t have to provide machines and equipment yourself and you can recruit people for tasks that directly relate to the essence of your organisation. An external mail handling company will be able to offer you more competitive rates for faster and more efficient mail handling, as your partner’s combined customers provide greater volume. This reduces the overall processing costs and the shipping costs of all the partner’s customers. So you not only save on resources, but also on your invoice.
We mentioned it for a moment, companies are thinking more and more about their operations and the possibility of increasing productivity (and returns). Time is money, and that time should therefore be used as efficiently as possible. It is partly for this reason that outsourcing of supporting activities such as mail processing is gaining in popularity. Not only because of the positive cost as described above, but also in order to maintain a better focus on the core business. The fewer employees that have to deal with mail processing and mail distribution, the more attention can be paid to matters that directly contribute to business growth and higher returns. This while your business mail is professionally processed and dispatched.
Doing business is investing, but only by investing in the right way can your company grow into a true success story. Outsourcing your mail processing can be a first step in the right direction.
Curious about how EasyPost can help you optimize your mail processing? Contact us now!