Five tips for efficient mail processing at your company

There is unexpected potential for synergies and savings in the processing of incoming and outgoing mail, which is something most business are not aware of. Oftentimes, only minor adjustments to processes are made over the years and an in-depth analysis would be needed. There should be no taboos.

1) Question your logistics

For your incoming mail, an analysis by external experts is usually a great approach: how much incoming mail is there, what sorting rules are applied to ensure smooth and swift processing, how is digitisation done, what are the expenses? As a result of such an analysis, significant resources can be saved. However, the outgoing mail is usually a more critical area than the incoming mail. In order to comply with strict data protection regulations, companies need to make sure that all documents are placed in the correct envelope and sent to the correct recipient, which presupposes technical and organisational measures. From a logistics perspective, the assignment of space plays a role for incoming and outgoing mail: connected areas are always better for mailrooms than separate spaces. Having freight elevators close-by and the option for lorries to drive up to a loading ramp is also good for efficient processes. Before a company decides to relocate, it would be a good idea to think of the mailroom during the planning phase. In view of increasing parcel volumes, additional organising systems and parcel stations might have to be added.

2) Use synergies to reduce idle times

The amount of resources required for mail processing depends on a company’s size and might vary depending on the time of the day. Busy times, e.g., during invoicing periods, might constantly alternate with idle times. To fill these idle times, it might make sense to have a higher workload for employees, and related activities would be a good option. Depending on every employee’s specific situation, they could work at the call centre, work on archive digitisation or help out at the marketing department. Other options include inventory management, advertising material management, courier services or facility services. 

3)  Review all areas to see if they are future-proof

Analyse if you might need to invest money in certain areas in the near future. Pay special attention to IT and printing systems because these can be pricey. For scanning software, innovation cycles are relatively short. For your planning, be sure to take into account that letter mail volumes are expected to decrease and don’t forget labour costs (special payments, substitutes for holidays and sick leaves, etc.). This information will allow you to estimate if outsourcing your in-house mail processing could be the more inexpensive way and if it might be a good idea to use external expertise for specific areas, starting with concepts and the selection of suitable office furniture all the way to compatible hardware and software.

4) Retire your incoming mail stamp

There is no question that the requirements at in-house mailrooms will depend on the company’s size, industry, and specific needs. And yet, a good approach is to constantly question your existing processes as well as exceptions and special rules. One thing that all companies have in common is that they have been receiving both physical and digital mail for many years. The question is how they handle these items. For instance, all incoming mail can be received on behalf of an organisation with convenient services such as the digital incoming mail. Mail is then digitised and forwarded to predefined recipients on the same day. This process is fully digital and safe. In that case, you can certainly retire your incoming mail stamp.

5) Finding the safest and most inexpensive way of getting your items to their recipient

More and more authorities, companies, and organisations are sending sensitive items such as invoices or contracts digitally via the e-letter service by Österreichische Post. Upon request by the recipient, important documents will be received at a secure electronic postbox. Since the physical delivery address can be checked against the e-letter registration database, these items will always find the most inexpensive way to the recipient. If they can be reached via e-letters, the letter is sent electronically and there will be no expenses for printing and postage. If not, the item will be printed, placed in an envelope, and delivered via traditional mail.

Bottom line

Digitalisation and technical progress are also gaining ground in the area mail processing. Many traditional document processes are being updated or replaced by swifter and more inexpensive digital processes. For many companies, looking into digital mail processing is key for being future-proof and offering customer-friendly services. After all, innovative solutions help streamline processes and save money while improving customer service on an ongoing basis. 

We will be happy to help you improve your mail processing!