Transitioning to an outsourced digital mailroom could be a great boon to your business, and one of the best decisions your company could make – especially with modern demands on data privacy. As part of a digital transformation project, it’s a must, and often one of the first projects you can easily shift to a digital format.
If you are unsure if it’s the right move or need to arm yourself with some solid incentives to convince your decision-makers, we hope this article can help. We have prepared the following list of reasons companies choose to replace their traditional in-house operations with a digital mailroom.
1. Further your Digital Transformation
Usually, the biggest reason for this change is as part of a digital transformation. Outsourcing your mailroom gives you all the benefits of furthering your digital transformation without the initial outlay you would need to set it up yourself. No need for expensive servers or setups. Just a dedicated provider who can ensure your mail is transported, or stored, instantly to exactly where it’s needed.
2. Improve customer service and experience
When mail items go missing, are delivered to the incorrect recipient, or are delivered too slowly, delays and bottlenecks can occur. It could take longer to respond to correspondence, frustrating your customers and reducing staff morale.
By digitising mail, it can be quickly disseminated to the team members that need to action it. By digitising the process and leveraging automation, mail can be handled faster and mail is mishandled far less often.
3. Provide Audit trail for all communications
Going digital can provide you with greater control of your mailroom. An audit trail for each item can be accessed – every action taken on a file by a user – providing greater transparency for your mail handling.
Related to this, when integrated with a good cloud file management system, a digital mailroom can automate retention periods for applicable documents, which can help automate compliance.
4. Minimise risk with complete control
Relying on traditional paper systems involves an element of risk as personal or sensitive data can be damaged, lost, or stolen. By outsourcing your mailroom to a digital partner, you can ensure SLAs, compliance, or any other requirement are covered by professional data and privacy protection.
5. Reduce your admin costs
Service providers for digital mailrooms are efficiency experts and have the technology to cut your mail processing costs. Subscribing to a digital mailroom service means you can both operate cost-effectively and at a more efficient rate.
6. Provide instant support
Consistency and speed in communication are key to your success, especially in customer-facing industries. Updating your mail systems with a digital mailroom, like Dajon, allows you to meet the demands of modern consumers.
This means whether a customer queries a delivery, asks about dimensions, or wants any other information; your team can provide it as soon as possible to improve the experience and ensure more sales or return business.
7. Improve mail delivery cycle
Going digital also means reducing physical delivery time. Digitising mail and employing automated workflow processes can greatly increase the speed with which mail is processed and, perhaps more importantly, greatly reduce instances of mail being mishandled, lost, or damaged en route.
8. Lower physical storage requirements
Office space is not cheap. Any reduction in storage requirements is a boon for a business. By digitising your physical mail, you no longer need to store it as paper. This will lower your physical storage requirements, making your business more efficient and saving you money. To help illustrate this, we have a useful calculator to help you calculate exactly how much storing paper documents costs you in physical space.
9. Boost green credentials
By digitising your mail, it is stored and processed more efficiently. Moreover, the paper can be securely shredded and recycled. ESG (Environmental, Social and Governance) targets have become a central concern for modern businesses; and going paperless is a great way to meet green credentials and show your customers that you care about your impact on the environment.
10. Allows for expansion and growth
By digitising the office or even just outsourcing your mailroom to a digital service provider, you get the flexibility to send mail from anywhere. This allows for better communication between remote teams, reduces friction for correspondence, and ultimately creates a seamless mail delivery experience anywhere you have an internet connection.
To learn more about Digital Mailroom services, or other paperless solutions, get in touch with us today. Our team is on hand to explain the process, benefits, and how we can create bespoke solutions for your digitisation needs.