Years ago, the mailroom was generally regarded as a “cost of doing business." Times change.
Today, that mindset can put your company at a significant disadvantage. Enterprise leaders now recognize the many benefits of optimizing communications and reducing manual mail handling processes. Mailroom outsourcing is one way to do this.
And enterprises that outsource their mailrooms have seen benefits including:
Moving to an outsourced mailroom may sound daunting. The good news is that you don't have to go at it alone.
In fact, with the right partner, you’re likely to get a more flexible, scalable solution than what you have with an in-house solution.
Companies tend to view outsourcing as a way to optimize processes, improve quality, boost efficiency, and increase the speed of service. But there are other less obvious benefits as well.
Regardless of whether each communication originated as a hard copy or digital version, files may be ingested and then automatically sorted by document type, permitting valuable information to be extracted and saved with little human interaction. The automated route helps ensure greater accuracy, saves processing time and automatically images, codes and indexes useful information, eventually making it more searchable by employees who may later need to retrieve and reference it.
By outsourcing your digital mailroom, you also have the opportunity to help mitigate the compliance and security risks sometimes associated with paper documents and manual workflows. In this day and age, your digital data should be accessible to those who need it, but that doesn't mean it has to be more vulnerable. Look for security features like password-protected access, version tracking, backup and recovery, antivirus and 24/7 protection. In addition – especially if you are in financial technology, healthcare or other industries with heightened data security needs – you'll want to ensure the BPO vendor under consideration has in-depth knowledge of compliance requirements for your business and industry so they can help you develop and implement a comprehensive compliance plan.
Ultimately, an increasingly mobile world of work is here to stay, and making sure your digital mail center can get communications to your employees — when and where they need them — isn't a luxury, it's a requirement to survive in today's hyper-competitive market. It's time to explore a digital solution with the power to convert a cost center into a value-added service.
By outsourcing the digital mailroom, you create opportunities to realize a number of far-reaching benefits: greater security and documented compliance, actionable analytics, improved productivity and a more consistent, seamless customer experience. And that's a step in the right direction toward helping to future-proof your company for whatever comes next.
Have questions or want to learn more about how you might outsource your mailroom? Contact us to learn how our solutions can scale to your need.