Reduce costs and increase quality by outsourcing physical mailroom operations

Physical mailrooms are vital to the smooth functioning of an organization – yet, because they are considered non-core operations, they often do not receive the same levels of focus as other areas of the business, despite being a sizeable cost center.
 
By opting for a specialist mailroom provider, companies can access the latest technology and process innovation. This allows them to improve service levels, while rationalizing costs. For example, simply having audit trails and documented operating standards for every mailroom activity helps to drive performance improvements, yet few outsourcing partners operate at such maturity levels. Also process re-design, like centralizing collection and drop-off points, and a culture of continuous improvement can increase efficiency in the mailroom and add to the experience of the end customer. Comprehensive staff training also has a major impact. As explains David Ziltener, Head of Global Go-to-Market at Swiss Post Solutions, “we train and enable all employees in the mailroom to perform at the highest standards, and their behavior is strongly aligned with the corporate culture of our clients. From a corporate perspective, this is often very low on the priority list, but it makes a huge difference to the experience created for our customers.”
 
There are also multiple technological solutions that can support a physical mailroom, such as inbound package tracking, courier management systems and augmented reality solutions, which can all help to create an efficient, end-to-end process. A major provider should also have the benefit of scale, which allows them to access the best postal rates and prices on third-party services. If the provider manages multiple mailrooms around the world, then they can benchmark each site against best-in-breed operations. This ensures there are the right resourcing and productivity levels for the mail volumes and that the most effective management practices are being applied.

Figure 2: SPS integrated mailroom

 SPS integrated mailroom

De-risk your business with an off-site solution

In the modern operating environment, which is characterized by disruption and ever-changing threat levels, many companies are opting for an off-site mailroom. This involves having a provider to manage all of a company’s mail operations from centralized locations. Parts of the process, such as reviewing or data entry, may even be done in off-shore locations.

One of the benefits of an off-site approach is that all incoming mail and packages can be carefully screened and x-rayed. If there is any potential risk, such as a contaminated package or a bomb threat, then it is away from the company’s main premises and does not threaten their staff members or their business continuity.

Also, an off-site mail hub is flexible and can support multiple locations and even home-office workers. In the event of disruption, businesses can operate as usual, as staff members can receive their mail and other critical documents. Importantly, companies can also reduce their real-estate footprint, which has a major cost impact.

Chapters

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

Chapter 1

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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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