Is It Time to Outsource Mailing Services? Key Signs to Look For

Outsourcing mailing operations can be a game-changer for businesses seeking efficiency and cost-effectiveness. With the growing complexity of managing large-scale mailings, many companies find it challenging to handle everything in-house. This is where outsource mailing services come into play, offering specialized expertise and resources to streamline your mailing processes. But how do you know when it’s time to make the switch? In this blog post, we’ll explore the key indicators that signal it’s the right moment to outsource your mailing operation and the benefits that come with this strategic decision.

Your mailing operation is expensive, too. Even more expensive, though, is when it falls behind. If invoices and statements don’t go out on time, that effects cash flow and Days Sales Outstanding, and no one in the C-Level suite is happy with that.

It’s these kinds of overhead and demands that convince many companies just like yours to switch to outsourcing mailroom services. However, this is a decision that should only be made after a great deal of consideration.

What to Consider Before Outsource Mailing Services

While many companies outsource, that doesn’t necessarily mean it’s the right decision for your mailing operation. You need to think long and hard when weighing outsourcing and insourcing. Here are the four most important questions to ask in regards to mail outsourcing services.

What Are Your Current Pain Points?

Although mailroom outsourcing companies help, they aren’t a silver bullet. Outsourced printing and mailing services won’t magically solve certain problems that may currently be plaguing your business. For example, maybe one reason you’re considering outsourced mailroom services is because, at the moment, your invoices/statements or marketing mailers keep going out late.

This recurring issue is draining your budget, making outsourcing seem like the obvious solution. While this could resolve the problem, delays might stem from other internal issues. For example, your in-house printing and sales team might not be communicating effectively with the marketing team responsible for the mailers, or there may be a lack of expertise in direct mail marketing and USPS rules. Additionally, your current equipment for printing, folding, and inserting invoices and statements might be inadequate.

The last thing you want is to outsource your mail operation only to discover higher costs and the same persistent issues.

Will It Be Cheaper?

One of the most prominent misconceptions about outsourced mail services is that it will automatically save you money. That’s the entire point of outsourcing, right? Not necessarily.

Outsourcing offers a number of benefits, but it won’t always allow you to save money. It might cost you substantially more. Cost is going to be based on the volume and frequency of mailings.  If you are doing mailings of a few thousand pieces, mail-houses are not that interested in small jobs and will charge you a high rate to make it worth their time

It may still be worth it, though. If you think back to the example from the last section, maybe one of your major pain points right now is that your current team is consistently sending out mail late. You’d gladly pay more to ensure that this problem ceases.

If your office is downsizing and can’t afford the space needed for your mailroom, consider outsourcing. Although outsourcing may cost more, your company could ultimately save money due to a smaller location. Don’t assume outsourcing will always be cheaper; however, if it’s not, it might still offer other valuable benefits worth the investment.

Do You Need Extra Space?

If you’re not downsizing but your company’s space needs have increased, it’s worth evaluating the non-critical functions you manage in-house. Many businesses switch to the cloud upon realizing that the space allocated to servers and other functions could be better used.

The mailroom may provide your business with a similar opportunity. Would your company be better off using that space for something else? Are there better goals you could be spending your current mailing operation’s budget on?

If you’re on the fence about outsourced mail room services, one way to look at it is in terms of opportunity cost. Your mailroom could be standing in the way of a better use of that space.

What Regulations Must You Honor?

Depending on your industry, you might need to adhere to various regulations for sending out mail. A single careless mistake could lead to non-compliance, resulting in hefty penalties and potentially driving customers away.

Therefore, it’s of the utmost importance that you consider the regulations you have to follow before outsourcing your mailing operation to another company. Rest assured that if you handle anyone’s private information, the government has rules about how you – or the third-party – must do so.

Don’t simply assume that this third-party will follow the rules, either, even if you make it explicitly clear how important they are. Research the company to see what kind of track record they have. Ideally, hire a business with experience in your particular field, so they’ll be familiar with these laws.

Professional Outsource Mailing Services

Would you like help making this important decision? At Kelley Create, we have decades of experience providing our clients with the answers they need about opportunities like outsourcing.  We offer both outsource and in house mailing solutions, so we won’t push you towards one or the other like other companies who only offer one way

Contact us today before making your decision. Our expertise in this matter will ensure you make the right one based on your company’s unique needs.