A simpler way to send business communications
As businesses grow, demands on the post room increase with a rise in outgoing mail volume. Processing that mail can be a huge drain on resources as staff print documents, stuff envelopes, address mail and take it to the Post Office.
As if this investment of time and labour for printed mail wasn’t enough, there’s also email communications to manage and split when some communications are posted and others emailed, according to customer preference. Each time these activities are handled manually someone has to create the mailings, apply postal or email addressing and send them. It’s the same every time – it doesn’t change because the activity has been performed before. If automation was introduced, time could be saved by applying stored customer preferences over how they wish to receive communications.
The importance of accurate, timely communications
It’s important to get mail out on time, in the right way to the right customers to maintain cash flow and grow the business. Quotes and marketing mailers help generate orders while rapid invoicing helps bring money back into the business sooner. Unfortunately, problems can occur at various stages of the process. Printers can malfunction or run out of supplies; the number of available staff with the right skills might be down during peak holiday times. These issues could result in mail not being sent or going out late. One way to resolve such issues and simplify outgoing mail management overall is to consider an outsourcing solution where mail is printed, sorted and placed into envelopes, postage is applied and it’s all delivered to the Post Office without any member of your staff leaving their desk.
One platform to manage all communications
This would take care of email and other forms of communication too. Documents uploaded to a cloud portal can be assigned to be sent by post or electronically, according to customer preference. It’s an effective way to save time and increase productivity by diverting efforts away from mailing activities and into serving customers and generating revenue. It can also cut costs as mailings can be grouped so that documents going to the same customer go into one envelope for reduced cost. This delivers a better experience for the customer, as does meeting their preferences over how they wish to be contacted. If outgoing mail management in your business has become complicated, time-intensive and inefficient, it could be time to look at how a digital solution with outsourced printing and posting could simplify and speed up this essential business activity.
How to save time managing outgoing mail
Businesses need to communicate with an ever-increasing number of stakeholders. Everyone from customers and suppliers, to tax authorities and regulators may need to be contacted frequently. Reaching them effectively involves a growing variety of communications channels.
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