Top Indicators Your Business Needs Better Corporate Mailing Systems

Online platforms, such as email and direct messaging systems, have become the primary means of business communication and correspondence. However, physical mail is still a big part of many business operations, especially for marketing purposes, with 74% of marketers saying direct mail delivers the best ROI.

Unfortunately, too many businesses are struggling with outdated and time-consuming mail management processes. Efficient corporate mailing systems can make all the difference, and this guide explores how.

What Are Corporate Mailing Systems?

First, a definition. “Corporate mailing systems” is a broad term, referring to the systems, software, and equipment used by businesses to process, handle, and automate mail-related tasks, such as:

• Printing off letters to be mailed
• Folding and inserting mail into envelopes
• Weighing, calculating, and printing postage for each piece of mail
• Scheduling pick-ups and deliveries

With a corporate mailing system in place, businesses no longer need to concern themselves with tedious, mundane, and manual mail management. Instead, much or even all of their mail can be processed and delivered in a much faster and more convenient way.

Key Components of a Corporate Mailing System

Efficient, effective corporate mailing systems include:

• Mailing Meters: Devices that are able to weigh a piece of mail, calculate its costs, and even pay those costs remotely.
• Folder Inserters: Devices that fold and stuff letters or other pieces of mail into envelopes, so you don’t have to do so manually.
• Mailing Software: Programs that optimize a range of mail-related tasks, like checking addresses, sorting mail into categories, ordering pick-ups, and tracking deliveries.

Signs It’s Time to Invest in Corporate Mailing Systems

The benefits of corporate mailing systems are clear. A strong system will save you hours of time, reduce your risk of mailing errors, and streamline every aspect of your direct mail management. Here are some of the most common signs it’s time to invest in corporate mailing equipment:

You Waste Too Much Time on Mail

Managing mail the old-fashioned way is tedious. It demands so much time and manual effort, with workers having to painstakingly print off each letter, fold it up by hand, place it into the envelope, and so on and so forth.

It’s difficult to add up how much time gets wasted this way, as it depends on numerous factors like how fast your workers handle tasks and how much mail you send. However, even if you’re only sending relatively small amounts, that still takes up time that could be put to better use.

You Want to Get More from Your Direct Mail Marketing

Direct mail is a valuable marketing method. Research shows 70% of customers appreciate the personal touch of a letter or brochure in the mail, and many respond positively to direct mail marketing campaigns. That means more interest in your business, and potentially more sales, too.

However, to get the most out of direct mail campaigns, it makes sense to make them as efficient as possible. After all, if you’re wasting tons of time, money, and resources on mail prep, you might not get out as much as you’re putting in.

Your Business Is Expanding

As business grow, their needs change. What might have worked fine in the past may no longer works quite as well once your company begins to expand. This is particularly true for mail-related processes, as you may find that you have much more mail to send out than you used to.

If that happens, the manual methods you once used may no longer be appropriate. Investing in corporate mailing systems could be the only way to support your business’ growth and meet its evolving mailing needs.

You Send Sensitive Documents By Mail

Many businesses have to handle sensitive documents like customer profiles which includes names, addresses, and other personal info. This is especially true for those in sectors like finance, healthcare, and law, to name but a few examples.

If you send out sensitive info by mail, there’s always a risk of mistakes being made and letters getting lost or ending up in the wrong place. Such mistakes can be costly, in more ways than one, damaging a company’s credibility and reputation.

You Want to Save Money

We’ve already covered how corporate mailing systems save time for businesses. But that’s not all. They can also save companies huge amounts of money in the long run, too, even though there are some initial expenses involved in setting up this sort of system.

Once a good system is up and running, the savings start to add up in several ways. Efficient systems can process bulk mail much faster and more efficiently than manual methods, unlocking access to bulk rate discounts, for example. Plus, with the most accurate postage meters, there’s less risk of overpaying for your mail.

You Want to Have More Control Over the Mail You Send

Let’s say you want to start sending out personalized mail to your customers or clients. There’s plenty of value in that, with 80% of customers responding more positively to personalized experiences. However, you may feel that you don’t have the time or resources in place to make this happen.

It could double or even triple your workload if you asked your staff to personalize every piece of mail by hand, for example. But, with corporate mailing systems, the process should be a lot more straightforward.

Upgrade Your Mailing System Today

Overall, if your business sends multiple pieces of mail daily, and you want to optimize your output, corporate mailing systems are the answer. They’ll help you more efficiently handle every bit of mail you send, saving you time, money, and resources, and even improving morale across the workforce in some cases, too.

So, if any of the signs or situations listed above are familiar to your business, it’s time to make a change. Duplicator Sales & Service is here to help businesses great and small in Louisville, Lexington, Elizabethtown, London, and Paducah. We can match your mailing needs with proven corporate systems and solutions. Get in touch today to learn more.