Mail Volume on the Rise? How to Manage Fluctuations in Outgoing Mail

Mail Volume on the Rise? How to Manage Fluctuations in Outgoing Mail


Throughout the year, a company’s outgoing monthly mail volume can vary greatly. It could be due to seasonal factors, company initiatives or issues, or simple peaks and valleys. Whatever the reason, organizations need to make quick adjustments to their mail processes to ensure their correspondence continues to be sent out accurately and on time. 

Expecting a Constant Volume of Output is not Realistic

If outgoing mail levels stayed the same all year round, it would be simple for a business to implement a sufficient process to manage it using a manual process.  A few or even a single employee could be tasked with managing mail and ensuring that each item of correspondence is sent to the correct recipient. While this approach seems easy – and it’s one that many smaller businesses use – it’s ineffective for a couple of reasons:

1) Mail volume rarely remains steady. There could be a sudden glut of sales that require a higher volume of invoices to be sent out or there could be an incident – such as a data breach – which demands immediate customer correspondence.

2) Managing the mailing function using only a manual process isn’t a good use of human resources. It isn’t scalable and efforts cannot be focused on business-growing activities, such as serving customers.

Outsourcing Ensures Scalability and Cost Effectiveness

When businesses are faced with a sudden demand to distribute larger volumes of outgoing mail, those who have adopted cloud-based document output management tools will be able to meet this requirement more easily than those using a manual process. These cloud tools enable users to upload documents to a single dashboard, where they are then processed and distributed at the provider’s facility. This means no more metering, enveloping or posting, or even emailing documents, it’s all outsourced. A few simple clicks and mailings of any size will be sent to the correct recipient via their preferred channel. Not only does this ensure that organizations can effortlessly manage sudden volume increases, but it frees up resources – which would otherwise be tied up sending out mail – to be used in more productive and beneficial ways.