How to modernize your mail workflow and transform communications

Customer communications and the way we handle mail production have evolved significantly. From traditional in-house paper mail to the rise of electronic document delivery, the landscape of business mail has transformed, especially in the last few years. Despite these advancements, businesses still face several challenges in optimizing their mail processes. We will explore the top five challenges in modern mail workflow and provide practical solutions to overcome them, with a focus on the role of automation and technology to help create better business outcomes. According to Bob Ruby, Senior Director Channel Marketing at Quadient., Automating repetitive tasks in your mail workflow not only saves time but also significantly reduces the risk of human error. By leveraging advanced mailing systems, businesses can achieve higher efficiency and accuracy in their operations."

1. Manual, time-consuming processes

Challenge: Many businesses still rely on manual processes for handling mail, which are not only time-consuming but also prone to human error. These processes can include manually sorting, folding, and inserting documents into envelopes, which significantly slows down operations and increases the risk of mistakes.

Solution: Implementing automated mailing systems can revolutionize your workflow. Automated systems can handle tasks like sorting, folding, inserting, and addressing mail with high speed and accuracy. By automating these repetitive tasks, businesses can save time, reduce errors, and improve overall efficiency.

2. Outdated systems and procedures

Challenge: Businesses often struggle with outdated documents generated by their ERP systems. These documents can be difficult to modify, not customer-friendly, and not optimized for automation, leading to inefficiencies and a poor customer experience.

Solution: Adopting software solutions like Quadient’s Impress Automate can help transform these legacy documents. Impress Automate allows businesses to update and optimize ERP-generated documents without requiring IT support. It can modify addresses, update branding elements, add postal barcodes, and make documents more automation-ready, ensuring they are both efficient and customer-friendly.

3. Managing remotely generated communications

Challenge: With the rise of remote work, businesses need to manage communications generated by employees working from different locations. This can include customized letters or collection notices that need to be mailed to clients, adding complexity to the mail workflow.

Solution: Centralizing the collection and processing of remotely generated communications is key. Using virtual print drivers and centralized automation solutions, businesses can gather all communications from remote employees, optimize them, and then send them out efficiently. This ensures consistency and accuracy in mail handling, regardless of where the communications originate.

4. Difficulty in Transitioning to Digital Mail Solutions

Challenge: Despite the push towards digital transformation, many businesses find it challenging to offer digital mail solutions to their clients. This includes sending documents electronically and managing digital communications effectively, which can be hindered by legacy systems and resistance to change.

Solution: Partnering with providers like Quadient can facilitate the transition to digital mail solutions. By offering secure, trackable email delivery and digital portals, businesses can give their clients the option to receive documents electronically. This not only meets the growing demand for digital solutions but also reduces the volume of physical mail, leading to cost savings and improved operational efficiency.

5. Missing out on  Postal Automation Savings

Challenge: Many businesses do not take full advantage of postal automation savings, missing out on opportunities to reduce costs through pre-sorting and postal barcoding. This inconsistency can lead to higher postage expenses and inefficiencies in mail delivery.

Solution: Implementing postal automation tools can help businesses optimize their mailings for cost savings. Solutions like Impress Automate can add Intelligent Mail barcodes, sort mailings for the lowest possible postage rates, and handle all necessary postal paperwork. These steps ensure businesses are maximizing their postal discounts and reducing overall mailing costs.By overcoming these challenges, businesses can achieve better business outcomes and stay competitive in an increasingly digital world. Embracing automation and technology is crucial in streamlining processes, reducing errors, and lowering costs. Solutions like Quadient’s providse the tools you need to optimize both physical and digital communications, ensuring your mail workflow is efficient, secure, and adaptable to the need and demands of the ever-evolving business landscape. Our solutions allow for easy modifications, making documents more customer-friendly and automation-ready, ensuring better business outcomes."

Learn about Quadient can help you tackle these challenges with practical solutions and more in Bob's presentation "Modern Mail Workflow." Watch now on-demand through July 15th. Choose from over 60+ complimentary sessions, demonstrations, and insights from more than 40 digital transformation experts. With topics from mailing solutions to customer communications management, document and finance automation there is no limit to what you can learn and achieve.