What are the pain points/challenges when it comes to mailroom operations

Figure 1: Getting the balance right

Traditionally, when a company outsourced its mailroom operations to a total facilities management (TFM) provider, the primary benefit was that they no longer had to manage the service, which cut their overheads and allowed them to focus on their core activities. Reducing expenditure remains an important goal, but according to research from Deloitte, in today’s operating environment, the emphasis has shifted away from a pure focus on cost efficiency.1 Outsourcing is now seen as an opportunity for companies to improve performance in their core business functions, and access innovation and digital capabilities.
 
This is rapidly becoming a strategic necessity for mailrooms, as operational demands change. Digital communications are increasing rapidly, while there is a trend towards more courier use and reduced volumes of inbound and outbound physical mail. Mailrooms have to be flexible and dynamic so they can cope with these new workflows, yet many are heavily reliant on manual processing and have inefficient, disconnected processes. The result is spiraling costs and a poor customer experience.
 
Companies are also under pressure to make their operations more agile and resilient. Mail operations have to be able to support flexible and remote-working practices, which are becoming the norm in many organizations, and not just in times of crisis. Employees need a way to securely access their documents without going into the office. Not only does this make companies more robust in the event of disruption, but it makes them more lean and agile overall.
 
As cyberattacks continue to grow in scale and threat, companies also have to take stringent measures to ensure that all customer data is secure. According to IBM, the average cost of a data breach for a company is now $3.92 million, but this increases substantially in industries like healthcare and finance that process a lot of sensitive information.2 By digitalizing mail processes, companies can leverage encrypted data transmissions, which helps to improve security. Organizations can also create robust audit trails, allowing them to demonstrate regulatory compliance and reduce the risk of information being lost or misplaced. But physical security is also important. The mailroom site must be secure, so no mail or documents can be accessed by third parties. Packages and letters have to be carefully checked for any potential threat.

Chapters

Reduce costs and increase quality by outsourcing physical mailroom operations

Chapter 2

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Future-proof your business with a digital mailroom

Chapter 3

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Why you should partner with SPS

Chapter 4

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