Preparing and delivering outgoing mail is time-consuming and costly, particularly for organizations that rely heavily on paper-based communication. Outsourcing mail services is a viable solution that can yield significant benefits for businesses of all sizes. Businesses can save time and money by entrusting this task to a third-party provider. In this article, we’ll endeavor to answer the question: how much time and money can you save by outsourcing mail?

In-house management of mail preparation and delivery can be expensive. It requires dedicated office space, trained staff, and a significant investment in specialized mailing equipment that requires regular maintenance. For this reason, many businesses have opted to outsource this function.

Outsourcing mail services involves delegating your mail processing and management to a third party that specializes in handling mail preparation and delivery. These providers have advanced technology and the space to handle large mail volumes. They also have staff with the expertise to handle documents securely and compliantly. Specialized mailing providers are also experts in the ever-changing world of postal regulations.

Several factors need to be considered when determining the amount of time and money a business could save:

• Volume of mail: The amount of mail a business sends and receives should be considered. Mail volume affects processing, handling, and postage costs.
• Labor costs: The time and cost of employees who handle mail-related tasks should be considered.
• Equipment costs: The cost of purchasing, maintaining, and upgrading mailroom equipment needs to be factored in.
• Postage costs: The cost of postage varies based on the volume of mail, its weight and size, and its destination. Specialized providers have access to bulk discounts that they can pass on to their customers.
• Space requirements: Mailrooms can take up valuable office space. Outsourcing mail services can free up this space to be used for other purposes.
• Security and confidentiality: It’s critical that the security and confidentiality of sensitive business information are ensured when outsourcing mail. The costs associated with maintaining this security should also be considered.

This simple formula can be used to calculate how quickly you could achieve a return on investment (ROI) from mail room outsourcing:

For example, if your staff earns $25 per hour, dedicates 10 hours per month managing mail, and your mailing equipment and maintenance costs are $50 per month:

In this example, you could save $3,600 per year. 

While this formula does not include all of the factors discussed above, such as the employee time gained that could be reallocated or the cost of office space, it does provide a low-end estimate of cost savings that can be achieved.

Several criteria should be considered to ensure that a provider meets the business's needs and expectations. These criteria include:

• Experience and reputation: The provider's experience and reputation in the industry is an important factor to consider. Look for providers who have a history of expertise, knowledge, and innovation in the mailing industry. Seek out testimonials, customer references, and relevant case studies that illustrate how mail outsourcing has positively impacted businesses similar to yours. Ensure that the provider offers onboarding, training, and post-implementation support.
• Multi-channel delivery capabilities: Today, more than fifty percent of customers manage their transactional communications online. Customers are more likely to connect with your organization if you offer them a choice in their delivery preferences.
• Accessible, flexible solution architecture: To minimize start-up time and disruption, select a provider with a solution that has a plug-in architecture that easily integrates into your existing systems. And be sure to select a user-friendly solution to minimize training time.
• Technology and infrastructure: Be sure to evaluate the provider's technology and infrastructure to ensure that they have the necessary equipment and software to handle the volume and complexity of your business's mail.
• Security, confidentiality, and compliance: Evaluate the provider's security and confidentiality measures to ensure that sensitive information is protected. Look for providers who use secure facilities, employ background-checked staff, and have robust data security policies in place. Make sure to choose a provider that adheres to best practices for regulatory compliance and holds the latest certifications to ensure that your documents are delivered with a high level of security and integrity.
• Service Level Agreements (SLAs): The provider's SLAs should be reviewed to ensure that they meet the business's requirements for turnaround time, accuracy, and customer service.
• Pricing and billing: Evaluate the provider's pricing and billing practices to ensure that they are fair and transparent. It’s best to choose a provider that offers flexible pricing models and provides clear billing statements.
• Customer service and support: Evaluate the provider's customer service and support to ensure that they are responsive and helpful. Look for providers who offer dedicated account managers and 24/7 customer support. 

Organizations can save time and money by outsourcing their mail. Several factors should be considered when determining potential cost savings, including mail volume, labor and equipment costs, postage expenses, and security requirements. When evaluating an outsourced mail solution provider, organizations should consider the factors we’ve covered here. Ultimately, choosing the right provider can help you optimize your mail operations, efficiently achieve your goals, and gain a competitive advantage.