Mail flow refers to the movement of physical and electronic correspondence within a business or home. Companies can improve efficiency by using mailstream services and implementing systems such as sorting mail and using computer programs. Good records of mail flow can improve customer service.
Mail flow is the sum total of documents, packages and electronic correspondence that moves within a business or home. The term is most frequently used in the corporate world, usually in the context of learning how to handle the large mail flow that comes with a large company. Several companies specialize in mailstream services, offering ways to improve efficiency at every stage of the mailing process. For marketing companies, creating a streamlined mailing system is vital.
In addition to the mail itself, mail flow includes the steps along the way. Document creation, mail handling, archiving, processing and all other mail flow related tasks are included within it. From the moment a document is created until it leaves the company, it is included in the mail flow. On the other side of the equation, the instant a piece of mail enters the company, it also becomes part of the mail flow, until it is handled appropriately.
Invoices, parcels, personal correspondence, marketing materials and digital documents are all part of the mail flow. While individuals are typically able to manage their mail themselves, a business usually needs to implement a system. Most businesses ship large volumes of material daily, routing company mail through a central mailroom. Some of the measures taken to smooth out a flow of mail include using standardized envelopes, sorting mail before it is sent so that a business can receive bulk mailing prices, and using computer programs to manage the mail. Incoming mail is processed and delivered by post room employees.
In the realm of electronic communication, many businesses use high-powered filtering and sorting services to organize mail before it reaches its final destination. Typically these programs filter out viruses and unwanted material before ensuring that the digital communication reaches the correct person. Many businesses also take advantage of digital mail flow for sending promotional emails to customers, as direct marketing using digital media is much less expensive than physical direct mail.
By maintaining good records of a mail flow, a business can offer better services to clients and customers. Most businesses also struggle to synchronize digital and physical communications. Digital mailing has a much shorter delay than physical mailing. For customers, it can be irritating or upsetting if a company’s records are not kept up to date. In a company with a synchronized and organized mail flow, a company representative can look up a customer and track all company correspondence with him, making customer interactions much easier.
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