Operating costs can be defined as ‘expenses associated with the maintenance and administration of a business on a day-to-day basis’.1 They can include rent, bank charges and utilities. While the majority of operating costs cannot be reduced solely through internal actions – they often require negotiations with an external stakeholder – taking advantage of Output Management Software (OMS) solutions can decrease unnecessary expenditure.

Listening to Preference Saves Time and Money

Communicating with customers and other stakeholders effectively can be the difference between lasting relationships and dissatisfied contacts. Not only do messages need to be conveyed clearly, but they also need to be sent via the recipient’s preferred channel. Many organizations continue to rely heavily on physical mail, but this incurs a number of costs – printing, storage and postage. When you consider that some customers would rather receive materials digitally because it’s easier for them, a complete reliance on physical mail is a waste of resources. Finding the right balance between physical and digital saves cash while boosting satisfaction.

OMS Keeps Legacy Systems Relevant

Web-based OMS portals can also standardize the output of legacy systems. Items are simply uploaded and then formatted automatically. This is particularly useful for businesses that rely on multiple processing tools, such as a Customer Relationship Management (CRM) programs for sales, and accounting software for invoicing. OMS is highly compatible, meaning there isn’t a need to invest in specialist software – firms can continue to use what’s best for them.

Collating Communications Decreases Postage Costs

Another cost-saving benefit of OMS is that it centralizes outgoing communications. Whether businesses are sending out of one location or ten, one portal means all communications are compiled together.

When multiple items are heading to the same recipient, if traveling physically, they are collated and sent within the same envelope – saving enveloping time and postage. If being sent digitally, they are all attached to the same correspondence, meaning the recipient receives one message, not multiple.


Effortlessly Fulfil Customer Communication Requests with OMS

As customers use a variety of channels to communicate, organizations must be open and able to use any as well. No one channel should be prioritized, with each recipient given the freedom to choose what works for them. When companies rely on OMS tools, they are able to effortlessly fulfil requirements, while also driving down operating costs. The saved cash can then be more effectively invested elsewhere – in serving customers and business-growing activities.

Ralph Mezzoni

Ralph Mezzoni

Director, Product Marketing - Mailroom Solutions

Ralph Mezzoni is the Director of Product Marketing for Mailroom Solutions at Quadient USA.  He has spent over a decade helping to develop new technologies to optimize mailing processes while minimizing mailing costs for customers across the United States.

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