Your business is growing... but so is your mail flow. Now's the time to have your mail handled professionally to streamline your mail management.
Using mailroom outsourcing services is cost-efficient, enhances your mail security, saves you time, and lessens manual labor by reducing the headcount needed to operate a mailroom while freeing up office space.
More importantly, it gives you the ability to focus your attention towards your business' core values by improving productivity and developing more efficient procedures in a smooth streamlined manner.
What is Mailroom Outsourcing?
Using mailroom service companies, the main goal of mailroom outsourcing is to ease mailroom management for your business. Digital mailroom services offer this by scanning and converting your physical mailroom into a digital form. When your incoming mail arrives at their secure facility, it goes through a mail screening process for security purposes.
Using state-of-the-art technology; your mail is scanned and uploaded electronically for you to manage. Mail is sorted, categorized, and sent to the intended recipients in a timely manner, allowing faster responses to improve your customer service.
Mailroom companies are consistantly up to date with postal regulations assuring that specific standards and deadlines are met. They receive all couriers and can sort and consolidate your packages before shipping, noticeably reducing your postage and shipping costs.
Top Benefits of Mailroom Management Outsourcing
Reduce your expenses
Outsourced mail services lets you save money on the mailroom and reinvest it in your business. From sidestepping purchasing pricey equipment like scanners or printers to reducing the number of people needed to comb through your mail, outsourced mail services help reduce your overall business expenses. A plus to having your mail handled by the latest, advanced equipment and tools? You save a large percentage of the cost associated with physical storage space since your mail will be handled digitally.
As your business expands, your mail will too. In order to prevent hiring too many employees who handle your mail, risk misplacing mail items, or simply losing them, you’ll be transferring your mail over to experts who use the most automated and cost-efficient system, saving you on the cost of labor.
Mailroom operation services also work with all couriers and USPS to help reduce fees on shipping and postage as they can consolidate your packages by presorting your mail and easily ship your items domestically or internationally. Some companies even have agreements with couriers and provide discounts on shipments. This is a cost-efficient solution will help you cut back on unnecessary expenses and focus your finances on advancing your business.
Any business is always remembered for their customer service; your customer service determines how professional and loyal your consumers are going to be. Because outsourced mail services give you the freedom to focus more on your customers, you have the time to enhance the consumer experience and ensure your customers are receivin first-rate customer service.
Everyone knows that having a physical mailroom in the office takes up a lot of much needed space. With an off-site digital mailroom, all your mail is taken care of autonomously so you can use that space for other business ventures. This is especially essential for start-up companies that can’t afford any wasted space. Instead, you can use that space as storage or expand your business with more employee workstations.
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Enhance the safety and security of your mail
Security is a key point when handling mail because maintaining a continuous workflow is important for your business. Outsourcing your mailroom means your mail will be delivered to an off-site secure facility, providing high level security for your business. Creating a risk-free environment for your business without receiving potentially hazardous packages or run the risk of losing/misplacing important documents.
Mailroom management software is a solution that protects against mail threats. Mail and packages go through explicit mail screenings when they arrive at the facility by highly trained technicians that are experienced in handling mail that may contain hazardous materials.
Mail screenings are done using the latest technology such as x-ray and remote imaging while some companies even offer CBRNE detection (chemical, biological, radiological, nuclear and explosive).
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Track and control your mail
What if an important piece of mail gets lost? What if mail is delivered to the wrong recipient? What if mail gets stuck in delivery? Many challenges face us with mail distribution that is out of our control. By outsourcing, you have control over your mailroom and all incoming and outgoing mail. You will have full insight into the whole process from the moment the mail arrives at the facility to when it is delivered to the recipient.
You will also be able to see how many pieces of mail each employee received, which branches got mail, and track any packages that were delivered. This leads to improving and accelerating the mail process, resulting in happy customers, and a happy business.
Having fewer hands on the mail, you avoid the risk of mail getting lost or misplaced. With an automated digital system, only a few highly trained technicians will handle your mail. A digital mailroom will create a risk-free mailing process where the mail is received digitally by the recipient and the physical mail stays in an secure, organized storage facility.
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Keep records of your mail archive
Mail is captured digitally when it goes through a security screening at the facility. Once scanned, and sent to the recipient, it is archived, capturing a record of incoming mail. Outsourcing companies offer this service where you can archive any mail received. If you need the mail for your business in the future, you will have the digital copy of it, accessible to you at anytime.
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Manage your incoming and outgoing mail
Outsourced mail services handle all of your received mail and track your outbound mail. This enhances the communication between different branches of your business and customer relations, creating a smooth business streamline.
Businesses from any industry, whether they are big or small, can benefit from this service. Industries like healthcare, retail, finance, insurance and more can depend on outsourcing mail as a solution to all their mailing challenges. All industries handle time sensitive and important documents that can’t fall into the wrong hands and need to be dealt with care.
In addition, mailroom outsourcing gives you extra space in the office that can be optimized for better use and improves business workflow. Start developing productivity, enhancing customer service and reducing operational costs at your business. Don’t let mail get in the way of your success anymore!
