Print and mail services for business have come a long way. While some think print and mail are all but dead, the truth is many businesses – and customers – still rely on print and mail services, especially for transactional communications in industries like healthcare, financial services, utilities, and insurance.
Businesses in these sectors rely on timely, secure delivery of statements, invoices, and policy notices – all while meeting strict regulatory requirements. But managing these communications through purely traditional methods can be slow, inefficient, and oftentimes, costly.
However, advances in technology are transforming print and mail outsourcing, making the process faster, more secure, and more cost-effective.
Problems with Traditional Print and Mail Services
For organizations that handle print and mail in-house (or use outdated outsourcing models), a number of pain points might arise. For example, slow turnaround times can create bottlenecks, especially when the client needs to wait on vendors to make updates to documents. In addition, costs can pile up when vendors require new statements of work for every change – even minor edits.
Many organizations also struggle with limited flexibility. Legacy providers often focus solely on print, which means businesses must manage separate solutions for email and text communications. Without integrating these different types of communication, organizations don’t have a simple, unified approach to reaching their customers efficiently.
Compliance risks are another concern, particularly for businesses dealing with financial and healthcare communications that must adhere to strict security and privacy regulations. Errors in printing, mailing, or data handling can lead to regulatory violations, hefty fines, and potential legal action. Additionally, outdated systems and manual processes increase the risk of misdirected mail, unauthorized access, and breaches of sensitive customer information.
How Technology Is Modernizing Print and Mail Services
Fortunately, a few forward-thinking print and mail outsourcing providers – like Nordis Technologies – have caught on and are leveraging technology by introducing automation, real-time control, and digital integration.
For instance, offering print and mail services paired with a cloud-based customer communication management (CCM) platform allows client organizations to proof and approve documents instantly, eliminating delays from vendor dependencies. The automation in CCM platforms not only speeds up workflows, it reduces errors, cuts down on manual processes and drive up costs, and allows for instant “proofing and approvals” by the customer.
Another major shift is the move toward omnichannel communication. Instead of relying solely on print, businesses can now integrate email and text messaging (SMS/MMS), so customers receive information through their preferred channels. With print, email, and text all housed in one central omnichannel communication platform, organizations now have an integrated workflow – eliminating the need to go from system to system to manage everything – saving time and headaches.
For example, an integrated workflow might start with an email to the customer about a bill or statement. If the recipient doesn’t open the email or take action within a certain timeframe – say, one week – the system automatically generates a printed version and mails it. This ensures important communications are delivered while reducing unnecessary print and mail costs. By automating these processes within a single omnichannel communication platform, businesses maintain compliance, improve efficiency, and enhance customer engagement without manual follow-ups.
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Read more in our white paper:
The Power of CCM+Print: New Technologies Are Reinventing Paper Customer Communications
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The Benefits of Technology-Driven Print and Mail Outsourcing
Shifting to a modern, technology-enabled outsourced printing and mailing solution has many significant advantages, such as:
- Faster turnaround – Automated processes speed up production and reduce time from approval to delivery.
- Lower costs – Businesses save money by eliminating redundant steps and avoiding unnecessary vendor fees.
- Stronger compliance – Built-in security measures, encryption, and audit trails help meet regulatory standards.
- Greater control – Self-service capabilities allow companies to approve and make updates to documents instantly without having to wait on vendors.
- Better customer experience – Personalized, timely communications increase customer engagement and satisfaction.
Choosing the Right Print and Mail Outsourcing Partner
The best print and mail outsourcing partner combines technology with industry expertise and best-in-class service. Look for a partner that offers a robust customer communication management (CCM) platform that provides real-time access to document creation, proofing, and approvals. They should also offer seamless omnichannel capabilities so you can easily manage print, email, and text messaging from a single platform.
Lastly, ensure your partner has many years of proven experience handling transactional print and mail for companies in your industry. They should have redundant facilities with modern, high-speed printing equipment and be up-to-date on the latest best practices.
Print and mail are not going away any time soon, but they are changing – and you should understand and adopt these changes to thrive in the future. Technology is redefining print and mail services for business, bringing automation, security, and flexibility to an industry that has long relied on manual processes.
When you work with an experienced, tech-enabled print and mail outsourcing provider, you can streamline operations, reduce costs, and maintain full control over your communications – while elevating the customer experience.
Ready to level up your transactional print and mail communications through technology? Contact Nordis to learn more and get a demo of our Expresso CCM platform.
