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Outsourcing vs. Insourcing Your Mail Operations

By Higher Information Group on April 14, 2021 | Document Solutions

How does your company handle mail operations? Does everything run smoothly, or does it seem like “extra work” that detracts from overall business objectives? There are many questions to ask when you’re evaluating your mailing operations and processes. It’s essential to take a few steps back and look at the big picture and determine your current struggles and where you can improve. There are pros and cons to both insourced and outsourced mail operations. If you are trying to decide on the best approach for your business, keep in mind that the answer may not be strictly insourced or outsourced but perhaps a combination.

Outsourcing your mail operations

What does it mean to outsource mail operations?

Outsourcing your business’s mailing operations means you hire a third party to handle some or all of your mailing tasks. Outsourced mailing tasks could include design, printing, assembling, postage, and mailing.

What are the advantages and disadvantages of outsourcing mail operations?

First, take a look at your current process and goals. Maybe right now, you’re doing a lot of marketing mailings, and they’re taking way too much of your team’s time. It could be highly beneficial to outsource this mailing operation. The outsourced approach could end up being more costly but may ultimately be worth the extra cost to maximize internal efficiency AND ensure a necessary mailing goes out on time.

Outsourcing your mailing doesn’t automatically mean a cut in costs. It could be more expensive, but it may be well worth the change in the long run. If you have high employee turnover, are looking to save office space, or need to clear an employee’s to-do list, outsourcing may be worth any added expense.

Another factor to consider with inhouse mailing operations –  ink, toner, paper, maintenance, equipment, and supplies are costly. Outsourcing mail allows you to cut down on your equipment costs and eliminate concerns about downtime if there are issues with equipment or employees.

Compliance is yet another consideration. If your business handles a lot of confidential information, you’re held to specific standards to stay out of legal trouble. A third party may have access to high-level security systems that your business might not be able to afford. On the flip side, you need to make sure the company you outsource to is prepared to ensure confidentiality and fully understands the compliance issues that impact your industry.

Many professional third-party mailing companies provide reporting. If you’re handling most of your mailings in-house with very little in the way of tracking or reporting, this could be a game-changer. Accurate, unbiased reporting can help eliminate areas of unnecessary waste in time or materials. Getting comprehensive reports from a third-party mailer often brings to light opportunities to streamline processes and even save money.

Insourcing your mail operations

What does it mean to insource mail operations?

Insourced mail operations mean all of your company’s mailing operations are done internally, using your business’s equipment.

What are the advantages and disadvantages of insourced mail operations?

There are situations where insourcing mail operations may be more efficient than outsourcing. Again, it depends on your business and your staff. Insourcing mail may make the most sense if some of your mailings are very specific or require special attention, and someone on your team has specific training to handle it. Contrary to this, it may be more challenging to insource if you have a high employee turnover and can’t spend the time to train someone to complete the task.

Insourced mailings allow you to have more control and oversee all your mailing operations. Managing mailings internally may also save you time – depending on the frequency and complexity of the task and the time it would take to ensure a third party is up to speed.

If you determine it’s more beneficial for your business to insource mail operations, make sure you have the proper equipment. Efficient, well-maintained business equipment can make all the difference.

Need help determining whether to outsource or insource mailings?

If you’re interested in evaluating your mail processes to determine an outsourced mail plan or update your equipment for insourced mail, give us a call! We can help you evaluate your options and recommend the best approach. Talk to our pros and schedule a free consultation.

Learn more: Increase Profitability When You Outsource Print & Mail.

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