Tim’s Top Ten Rundown for a successful Digital Mailroom in…
Almost every organisation will have a mailroom that handles the outgoing post for the business. With employees manually completing documents, filling envelopes, and sending them to your mailroom to post there must be a more efficient way to ensure compliant, and secure posting of your customer communications.
With more employees working remotely how do you effectively manage your mail delivery? Can you be sure that all outbound communications are produced to company standards, and that you are fully compliant with data security regulations and without risk of data breaches?
What are the benefits of a multichannel document delivery system?
How does hybrid outsourced mail work?
The mail management system can be broken down into sections – automate, dispatch, distribute – and everything can be managed from the user-friendly portal. Your employees simply create documents using preapproved templates, these are then sent, and either sent digitally, or printed, folded and inserted, and delivered from a secure site. Your employees can very simply prepare and process mail in just a few clicks – from anywhere.
Take your manual, time consuming tasks and automate them – from the creation, distribution and output of your outbound documents. This could be invoices, statements, or any type of letter. By automating your process steps with intelligent workflows that manage the process steps for document creation and delivery you reduce human error and increase productivity.
The challenges of the last year have resulted in most businesses adapting to allow staff to work from home, and the dispatch software helps to simplify some of those tasks by centralising your customer communication from multiple locations. Simply prepare outgoing documents, adding personalised, targeted messaging from the desktop, and send them to be handled by your mail production centre or via your mail web portal.
Send out physical or digital mail to your customers right from your desk. Remove the hassle from sending your outbound mail by simply outsourcing the distribution to our hybrid mail solution. Increase employee productivity, and adapt to changing employee and business needs with a muklti-channel document delivery solution.
Let your customers manage the access to past communication and your business updates with an easy-to-use branded web portal. Take the strain from your customer service staff as your customers can access documents on demand via a secure web portal. Give them the advantage of instant access, prevent frustration, and allow your teams to work on other tasks instead of document retrieval and sending.
The benefits of a hybrid mail
Hybrid mail, or an outsourced mail solution that enables you to process multi-channel delivery, lets you communicate with your customers in a way that traditional mail cannot. By centralising your mail, allowing templated documents to be created from remote locations with personalised targeted content that arrive in the format the customer prefers, you can completely modernise your mail delivery processes. Your employees manage business rules, approvals, view delivery stages and prep all outgoing documents easily from their computer via a user friendly interface of a SaaS application. A security certified mail production facility handles the printing, sorting, envelope inserting, franking and delivery to the post office – or digital delivery if required.
With many businesses adjusting to the needs for remote working, how to manage everyday mail has been a challenge, but thankfully it’s a challenge that can easily be met by a comprehensive centralised multi-channel document delivery system. Allow your high value staff the freedom from mundane, low value tasks – automate document creation, standardise branding and speed up processes with templated layouts.
Folding, inserting, franking, and sending – the heart of your mailroom
If outsourcing your post isn’t for you, don’t worry, as we supply a whole range of mailroom equipment to make mailing easy. From franking machines that sit on your desktop, to fully integrated folder inserters capable of multiple insertions, with the ability to personalise post with variable data. If you need consumables, such as inks, or envelopes that are fully compatible with your machines, take a look at our online shop and order from your desk.