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More mail to get out? How to manage changing mail volumes
Throughout the year, the volume of mail a company has to distribute can fluctuate massively. It could be due to seasonal factors, a need to recruit or simple peaks and troughs. Whatever the reason, organisations need to make quick amendments to processes to ensure correspondence can always be sent out accurately and on-time.
Managing a consistent volume of output is seemingly simple
If outgoing mail levels were to stay the same all year round, it would seemingly be quite straightforward for businesses to put in place sufficient processes to manage it. Often relying on manual processes, a few or even a single employee can be tasked with ensuring that each item of correspondence is sent via the most effective channel to the correct recipient. However, why this approach seems easy – and it’s one that many smaller businesses use – it’s ineffective for a couple of reasons.
Firstly, mail levels hardly ever remain consistent. There could be a sudden glut of sales that require a higher volume of invoices to be sent out or there could be an incident – such as a data breach – which demands almost immediate customer correspondence.
Secondly, expecting a few employees to manage the entire function with manual processes isn’t a good use of resources. It isn’t scalable and means efforts cannot be focused on business-growing activities, such as serving customers.
Outsourcing ensures scalability and cost effectiveness
When businesses are faced with a sudden demand to distribute larger volumes of outgoing mail, those that have adopted cloud-based document management tools will be able to meet this requirement simply. Such tools enable users to upload batches – which can range from one document to thousands – to a single dashboard, where they are then processed and distributed at the provider’s facility. This means no more metering, enveloping or posting, or emailing if being sent via that channel, it’s all outsourced. A few simple clicks and correspondence within batches of any size will be sent via the most effective channel to the correct recipient. Not only does this ensure that organisations can effortlessly manage sudden volume increases, but it frees up resources – which would otherwise be tied up sending mail – to be used in more effective and beneficial ways.