Although small businesses frequently outsource various non-core business tasks, they generally handle their own outgoing mail. As a business grows, its communication needs often become more complex. Outsourcing outbound mail, both physical and digital, enables businesses to streamline processes, optimize workflows, and refocus staff on core competencies. In this article, we’ll explain what an outsourced mail delivery solution is, explore the reasons that organizations use mail outsourcing services, and discuss why mail outsourcing makes sense for small and medium businesses.

Mail outsourcing refers to the practice of entrusting mail processing and delivery tasks to a reliable external mailing partner. This approach eliminates manual processes, resolves bottlenecks, and enhances the overall efficiency of operations. As a result, organizations gain the flexibility necessary to effectively manage mail volume fluctuations, accommodate customer preferences, and adapt to external factors that could impact their business.

Providers of mail outsourcing fall into two main categories:

1.  A traditional print service provider (PSP)
2. A hybrid mail solution

Print service providers are organizations dedicated to optimizing or managing a company's document output. PSPs operate in large facilities and offer a wide range of services from design to print production to mailing operations. 

PSPs are equipped with state-of-the-art machinery and have office space for material storage. Their staff and resources enable them to stay ahead of rapidly evolving technology and shifting demands, as well as maintain the expertise necessary for handling documents securely and efficiently. 

Large enterprises often rely on print service providers to handle an extensive array of print-related tasks, going beyond merely outsourcing outbound mail.

A hybrid mail solution involves using a third-party mailing facility managed by a mailing partner. This partner takes care of negotiations and ensures that their provider possesses all the necessary certifications. Your organization uploads and manages mail using document automation software. With a cloud-based hybrid solution, employees simply upload documents using an easy-to-use interface, and a secure mailing facility takes care of the rest.

The primary reason that organizations choose to outsource print and mail is to reduce operational costs. Businesses that outsource mail services can significantly reduce costs related to equipment, maintenance, paper supplies, and labor, particularly when dealing with large mailings that may require staff to work overtime. With the ongoing impact of inflation, these costs are likely to increase over time.

Companies that adopt a mail outsourcing strategy reap additional benefits, including:

• Improving the focus on core operations
• Freeing up staff time for other tasks 
• Boosting productivity in time-intensive functions where the organization might be resource-constrained.

Many businesses find value in leveraging outsourcing as a competitive differentiator. They're seeking external mailing support to manage the increasing complexity of multichannel customer interactions and to establish more personalized relationships with their clients. Additionally, the increasing demand for remote work, spurred by the COVID-19 pandemic, is driving the need for cloud-based solutions. 

By outsourcing mail, both physical and digital, SMBs can offload mundane and time-consuming tasks, streamlining the mail preparation process down to just a few clicks.

Outsourcing mail management enables SMBs to:

• Do more with less: SMBs must accomplish more with limited resources. Outsourcing is a great option for organizations that don’t want to invest in equipping an internal mail center.
• Focus on what matters most: Most SMBs rely on lean teams and resources. Although essential mailings are crucial for your business, the manual preparation and handling of these mailings in-house can consume a significant amount of time. This diverts your employees from focusing on tasks that generate revenue, making it a less efficient use of resources.
• Leverage expertise and resources: Most SMBs lack staff dedicated to staying current on the evolving regulatory landscape of mailing, such as rate changes. And your mail volume may not be sufficient to qualify for pre-sort discounts. External mailing production centers invest in high-speed equipment and stay current on cutting-edge mail technologies, so you don’t have to.
• Improve the customer experience: Rising customer expectations have shifted the focus from customer acquisition to customer retention. Today’s customer is willing to switch providers after just one poor experience. As such, delivering consistent, compliant, and professional communications is essential. 

Outsourcing your mail operations is a great strategy to make the most of your resources and achieve your full potential.

Discover the benefits of outsourcing your mail process with Quadient Impress Distribute. Impress Distribute is a turnkey multi-channel document delivery solution. It’s quick and easy to set up, with no IT integration required. The cloud-based solution manages both physical and digital mail to appeal to your ever evolving-consumer base.

Outsourcing mail delivery enables businesses to streamline their mail-handling process by delegating tasks to a third-party service provider. The array of reasons that drive organizations, particularly SMBs, to opt for mail outsourcing services includes the ability to do more with less, to better focus on core business activities, to leverage specialized expertise, and the ability to improve the customer experience. By tapping into the resources and experience of a dedicated mail outsourcing service provider, businesses can gain a competitive edge and enhance their overall performance, making mail outsourcing a practical strategy for businesses looking to grow and prosper.