How to supercharge your mailroom.

How to supercharge your mailroom

10 January 2018

80% of respondents to a survey conducted by Document Source & PrintSoft indicated that they thought it was important to increase the efficiency of creating customer correspondence in these economically challenging times. Why? The reason is simple. Organisations are facing several issues when it comes to preparing their outbound communications whether they are destined for mail or distributed electronically; from their preparation to their delivery, it is a costly and time-consuming process. And in times like these, every budget item of an organisation is being looked at more closely for cost reduction and improved efficiency, but still see the need for paper.

Think about the volume of correspondence that is printed by an organisation of mid-size every year:

  • There are invoices or account statements sent on a regular basis.
  • Then there is daily customer correspondence. Whether it's mailings or information on new services and products. These are usually printed on an ad-hoc basis, folded and prepared for daily mail by office employees.
  • And that's not taking into account the documents required for daily business; bills of lading, work orders and forms of all sorts.
  • The total amount of documents printed and mailed at the end of the year can be quite significant and costly, both from a manual labour and consumables perspective.
  • Office employees spend a lot of time creating, printing, folding and inserting documents into envelopes. Notwithstanding the time they spend resolving printer tray issues and finishing options, going back and forth from their desktop to the office printer.
  • Printing on office desktop printers is also very costly in terms of consumables; toner, maintenance and paper costs and wastage can amount to important budget items very quickly.
  • And then, there is the cost of franking. Taken individually or in small batches, the costs of stamps and mailings may appear insignificant. But add it up on a yearly basis and you will quickly see why organizations are looking for ways to decrease their postal costs.

All these issues create the need for a streamlined mailing process of business correspondence. The market landscape is changing fast. As Print Service Providers need to expand their offering and find new revenue streams, the aggregation of mail seems like a perfect service to offer.

So what is the solution to reduce the costs of business correspondence? Well there are many. But one of them is called Hybrid Mail.

Source: Objectif Lune

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