Outsourcing vs. insourcing your mail operations
While businesses continue to shift to digital communication and paperless workflows, physical mail remains an important channel for delivering regulated, time-sensitive, and confidential communications. From compliance notices and legal documents to customer billing and healthcare communications, mail continues to play a critical role in keeping businesses compliant and connected to their customers.
For organizations that handle large volumes of mail, outsourcing print-to-mail operations can ensure these communications are handled securely, efficiently, and without disruption. Companies are always looking for ways to streamline operations, improve efficiency, and cut costs—without sacrificing quality or security. Partnering with a trusted provider can deliver substantial benefits that extend far beyond the mailroom.
1. Save Time, Money, and Resources
Setting up and maintaining a high-performance, in-house mail center requires significant investment in equipment, software, and skilled personnel. Printers, inserters, postage meters, and the supporting infrastructure don’t come cheap—and the ongoing maintenance costs can add up quickly. By outsourcing your print-to-mail processes, your organization avoids these capital expenditures while gaining access to state-of-the-art technology without the need to manage or maintain it.
Beyond financial savings, outsourcing helps reduce the manual labor involved in the mailing process. Your team no longer needs to spend hours folding documents, stuffing envelopes, or monitoring postage. More importantly, you reduce the risk of human error, which can be costly and compromise sensitive information. Outsourcing ensures that your mail is processed securely and accurately—giving you peace of mind and allowing your team to focus on strategic business tasks.
2. Build Resilience with Business Continuity
Even if your company has the capability to manage mailings in-house, disruptions happen. A single point of failure—such as a broken printer, network outage, or a key employee calling in sick—can delay the timely delivery of critical communications.
That’s where an outsourced print-to-mail partner becomes a crucial part of your business continuity strategy. Having a trusted third-party provider on standby ensures that your business can continue to meet deadlines and compliance obligations even in the face of unexpected interruptions. Whether it’s a daily need or a backup plan, outsourcing gives you a reliable failsafe to keep operations running smoothly.
A disaster doesn’t need to be a hurricane. A printer breakdown, network outage, or sick employee can disrupt critical mailings. Outsourcing gives you a failsafe to keep operations running, no matter what.
3. Flexibility for Seasonal or Unpredictable Volumes
Mailing volumes are not always consistent. Many organizations experience seasonal peaks—such as end-of-year statements, promotional campaigns, or compliance notifications—that far exceed normal daily output. Building and staffing a mail center to handle these occasional surges is inefficient and costly.
Outsourcing offers the perfect solution: elastic capacity. You can scale up during busy periods without investing in additional equipment or personnel that may sit idle the rest of the year. Whether your needs spike quarterly or annually, your provider can accommodate increased volumes seamlessly, helping you meet deadlines without straining internal resources.
With outsourcing, you don’t need to build for your peak. You can scale up when needed, then scale down just as easily, no equipment sitting idle, no last-minute scrambles.
Introducing Mailstream On Demand: A Smarter Way to Mail
At Pitney Bowes, we understand the importance of compliance in your communications. Mailstream On Demand is a secure, scalable, and trusted outsourced print-to-mail service designed to help businesses solve the complexity of critical bulk mailings.
With Mailstream On Demand, you gain:
- Time and cost savings: No need to invest in expensive infrastructure or dedicate internal resources to manual mailing tasks.
- Business continuity support: Ensure your mailings go out on time—even when internal systems or staff are unavailable.
- Scalability for seasonal volumes: Easily manage spikes in mailing volume without overextending your mailroom.
- Security and compliance: Rely on a provider that follows strict protocols to safeguard your sensitive information and meet industry regulations.
Whether you're looking to fully outsource your mailing operations, supplement your internal capacity during peak periods, or create a reliable contingency plan, Mailstream On Demand gives you the flexibility and confidence to deliver.
Outsourcing print-to-mail isn’t just a tactical decision—it’s a strategic one. By partnering with a proven provider like Pitney Bowes, you empower your organization to operate more efficiently, securely, and resiliently in a dynamic business landscape. Discover how Mailstream On Demand can transform your mailing processes today.