The process of distributing outbound customer communications is vital for all organisations. If this is done manually, it can be laborious, time-consuming, and even disruptive. Further to this, if an organisation is dependent upon manual mail processing, it is a challenge to adapt efficiently and effectively to changes in business environments, without the risks that are associated with human error.

The 2018 Mail Technology and E-Delivery Adoption Research Study by Keypoint Intelligence found that 76 percent of organisations surveyed, which use a hybrid mail solution, were unlikely to bring this function back in-house. This indicates the popularity of outsourced hybrid mail solutions amongst users. By using this solution, businesses can automate manual processes, therefore removing bottlenecks. Adding to this, operations are streamlined, while the solution has the agility required to navigate fluctuations in customer requirements, mail volumes, or various other external factors that have the potential to impact an organisation.

Why should businesses embrace outsourced hybrid mail solutions?

An outsourced hybrid mail solution, such as Impress Distribute by Quadient, gives small and medium-sized businesses the power to send physical or digital communications in just a few clicks, without leaving the office. Here are five key reasons as to why your organisation should adopt an outsourced hybrid mail solution:

  • Reduce mail processing time – Instead of your business doing the heavy-lifting, solution providers such as Quadient take this on. This is done through the use of state-of-the-art mail production centres. As such, whether you’re sending out one, hundreds or thousands of documents, this can be done in just a few clicks
  • Maximise employee productivityThrough the use of an outsourced hybrid mail solution, organisations can save time when it comes to printing, collation, and envelope filling. Moreover, it eliminates the distraction caused by mail processing, enabling employees to focus on core business activities. Adding to this, manual labour is reduced, as to is the potential for human error
  • Improve cashflow – Outsourcing all or parts of your businesses outbound mailings leads to a reduction in overhead costs. What’s more, the speed at which the payment process takes place is accelerated as you no longer have to wait until the end of the month to send invoices, while sending communications via a unique, outsourced delivery channel reduces the delivery time
  • Full visibility – From selecting the data, to creating your communications and distributing them to customers, your organisation has full visibility in terms of what is sent by whom and when. Each printed document processed using a hybrid mail solution is tracked with a unique identifier, which shows real-time status of each communication being prepared within the production facility
  • Send physical or digital communications from anywhere – Communications can be created and sent to your customers from wherever you’re working – so long as you are connected to the internet. This is of great significance considering the global growth in remote working, and the fact that the hybrid workforce appears as if it’s here to stay for the foreseeable future. Evidence of this can be seen with a global study by Tata Consulting finding that on average, 40 percent of the corporate workforce is expecting to be working from home by the year 2025

One hybrid mail solution

When organisations choose their hybrid mail solution, they should ensure that it is able to handle both the preparation and delivery of vital business communications. Further to this, the solution should enable customers to upload their documents using a user-friendly Software-as-a-Service (SaaS) application, as well as allow users to manage business rules, enhance documents and fully automate the customer communication workflow process. To find out more about a hybrid mail solution that features all of these components, take a look at Impress Distribute by Quadient. 

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