Five ways virtual mail can improve your paper efficiency

Marlene Romo Flores

Marlene Romo Flores

June 29, 2022

Five ways virtual mail can improve your paper efficiency

As the traditional business model adapts to a more modernized remote work environment, managing influxes of paper-bound information become a topic of discussion.  A main source of paper comes from mail. Businesses are now looking into ways to improve their paper management through technology. If you think about it, opening and sorting mail take time. That time can be used more efficiently on other tasks for the company. Entrepreneurs and solopreneurs may have a harder time since this task falls upon their shoulders. Time management on the use of resources is a key element when looking at ways to improve your paper efficiency.  

Time Management

Let’s take a look at how much time your business spends on administrative tasks.  This includes mail retrieval and distribution, bank deposit runs, or even scanning documents into PDFs to scan.  Now let’s take a deeper look at your current office process for handling incoming postal mail.  Considering we are halfway through the year, this is a great time to begin realigning your business objectives to make sure you hit your end-of-year goals.  

Here are five ways a virtual mailbox is an ideal solution to improve your paper efficiency:

  1. What is your postal mail volume?  In 2021, the United States Postal Service delivered 128.9 billion pieces of mail. Now let’s take into consideration businesses and organizations that receive a high volume of mail.  Take into account how many offices they are currently receiving their postal mail at and any seasonal trends they encounter (holiday shopping for instance).  How can a virtual mailbox benefit this business?  

  2. What actions can I take on my postal mail? How much time is spent organizing your mail?  How long does it take to retrieve, open, and sort the mail?  Consider reading each document, bills to be paid, invoices that need checks made out, checks that need to be deposited, and also the amount of junk mail you sort through.   All of these tedious items must be taken into account as you get a good understanding of the time spent on your postal mail.  If it’s taking longer than needed for your important documents to be sorted, ask yourself these questions as you find a better solution for your business.  

    1. How long does it take to open and deliver important documents?

    2. How long does it take to deposit checks?

    3. What are the available options for organizing information?

    4. Can I easily share important information with coworkers?

    5. Can I easily find the information I need on paper?

    6. Am I able to extract relevant data systematically or consistently?

  3. What options do I have for virtual mail service? Your postal mail and important documents are vital for your business. If you are looking to outsource the handling of those important documents you want to make sure you find the best virtual mail service that suits each of your business needs.  Earth Class Mail’s virtual mailbox service for businesses brings you reliable cybersecurity measures with privacy policies in place, background-checked and highly trained employees, and a centralized processing facility—so you can rest assured that your data is secure and safeguarded.  A virtual mailbox will allow you to focus your efforts on your business growth and operations instead of piles of paperwork.  This will increase your efficiency, give you flexibility, and allow you to stay organized, in addition to being safe. 

  4. How fast can I access my postal mail? A major benefit to using a digital mailroom for your postal mail is the ease of accessibility.  No matter where you are, in the office, on holiday, or on the road, you will have 24/7 access to your virtual mailbox anytime, anywhere, and on any device.  We receive your mail, scan your mail, and deliver it to your virtual mailbox in a high-resolution, color pdf.  Think about all the time it would take to scan your own documents after sorting through them.  Through our digital mail forwarding service, accessibility and searchability are key benefits as your important documents are now stored within a cloud-based environment. 

  5. What are my options for check deposit service?

Those weekly trips to and from the bank add up.  Sometimes bank trips get pushed until the end of the workday as a trip you make on your way home.  By the end of the day, you are tired and the last thing you want to do is wait in line to make a bank deposit.  Earth Class Mail offers secured check deposit service through our mailbox or mailroom plans. 

We offer easy deposit account set up, no deposit limits, deposits to multiple banks or accounts in the U.S., and much more.  Paired with our powerful software integrations,  you will be able to send your data to your preferred bookkeeping software with the click of a button.  

As our traditional business environment keeps evolving, it is important that your business continues to evolve and modernize itself introducing digital workflows to your existing office structure.  A virtual mailbox is one way that outsourcing postal mail can streamline your workflow and make a significant impact on your team and reduce time spent making it more efficient in the long run.  Eliminating manual intensive processes will now allow you to focus on your priority, your business well-being, and stimulate its progression and expansion.

About Earth Class Mail

At Earth Class Mail, we are always looking for new and better ways to serve our customers and help those with businesses be successful by releasing new innovative products and enhancements. Since our inception in 2004, we’ve processed over 21 million pieces of mail and deposited more than $3.1 billion in checks. 

Want to discover more about our virtual mailbox services? Learn more about our flexible plans and pricing.

Always on the go? Enjoy the freedom of accessing your mail wherever you are, from any device—giving you more time to manage your business or do the things you love! Download the Android App or Apple iOS App.

We strive to be the best virtual mailbox service for our customers! Have feedback for us? Please reach out: [email protected].


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