How to modernize your mail workflow and transform communications

Customer communications and the way we process mail have evolved significantly. From traditional in-house paper mail to the rise of electronic document delivery, business mail has transformed, especially in the last few years. Despite the accessibility to newer technology and automation tools, businesses that are working with with a suboptimal mail workflow face several challenges. In this blog, we highlight the top five challenges and provide practical solutions to overcome them. 

1. Manual and 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 mail workflow. Automated systems can handle tasks like sorting, folding, inserting, and addressing mail with high speed and accuracy. According to Bob Ruby, Senior Director Channel Marketing at Quadient, "automating repetitive tasks in your mail workflow not only saves time but reduces the risk of errors thereby protecting your business from possible compliance violations."

2. Outdated systems and procedures

Challenge: Businesses often struggle with outdated documents generated by their ERP systems.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

Solution: Adopting software document output solutions like Quadient Impress can help transform legacy documents. Impress 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 adding complexity to the mail workflow. Decentralized communications can pose the risk of inconsistent branding or language that can reflect poorly on the company image. 

Solution:  Centralizing communications using virtual print drivers and, businesses can gather all communications from remote employees, optimize them, and then send them out efficiently. This ensures consistency and accuracy, regardless of where the communications originated.

Embracing automation and technology is crucial in streamlining processes, reducing errors, and lowering costs.

4. Difficulty in transitioning to digital mail solutions

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

Solution: Partnering with providers like Quadient can facilitate the transition to multi-channel communications. 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 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.

Embracing automation and technology is crucial in streamlining processes, reducing errors, and lowering costs.

By leveraging advanced mailing systems, businesses can not only transform documents and communications but achieve better business outcomes and stay competitive. With the right hardware and software you can optimize both physical and digital communications to ensure your mail workflow is efficient, secure, and adaptable to the need and demands of the ever-evolving business environment. 

Learn how Quadient can help you tackle these challenges and more in Bob's presentation "Modern Mail Workflow."  Watch now on-demand through July 15th.  Visit the Quadient Connects platform and 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.