Scaling up

Efficiency & Automation: How A Mail Management Software Can Help Scale Virtual Offices

Virtual Mailboxes offer users a secure and private way to manage their mail and packages while providing a professional image for their business.

Efficiency and automation are key factors in scaling virtual offices; it is what we aim for in our mailroom, and you should too!

One of the most effective ways to achieve these goals is by implementing a Mail Management Software into your tech stack. A little bit too obvious? We know. Sometimes the solutions to our big scary organizational problems sit right under our noses the entire time. No, trust us, we KNOW.

Before we dive into how you can make your virtual office offering as efficient and automated as possible, let’s talk about what a Virtual Office is and its key elements.

The Virtual Office

You may have heard the term “virtual office” often in recent years, but what exactly is a virtual office, who is it tailored for, and what makes it unique?

A virtual office is a workspace that provides businesses with a professional business address and some perks of a physical office space without requiring a physical presence.

Virtual offices typically provide a range of services to support remote work, including mail handling, call answering and forwarding, and access to meeting rooms or co-working spaces on an as-needed basis.

They are a cost-effective solution for businesses that want to establish a professional presence in a particular location without the expense of leasing and maintaining a physical office. Although startups, freelancers, and remote teams often utilize them, they can also be useful for established businesses wanting to expand their geographic reach or reduce overhead costs.

Now I’m sure you’re wondering: why does a mail management software play a vital role in virtual offices?

The answer is quite simple; you can’t truly scale to the potential virtual office allows. It is the only service you can offer that doesn’t depend fully on your physical office space or square feet of your location. This means the growth potential is endless! Yet as I mentioned before, you can’t reach that level of scale and growth without having a mail management software. This is because your members are signing up for a virtual office primarily for one reason: for the business address your location will provide. The growth opportunity that Virtual Offices poses are so great that unless you have state-of-the-art Mail Management Software that allows you to continue.

We know this because we faced the exact same problem in our coworking spaces, Piloto 151. We got to a point where we were receiving so much mail, yet unable to scale and grow revenue, that we created our software, PilotoMail, to allow us to do just that. And it can do the same for you.

So, how exactly does a PilotoMail help scale?

PilotoMail can help virtual offices streamline their mail processes and increase efficiency in several ways. One of the most notable ways is by automating mail forwarding to remote workers. This eliminates manual forwarding and ensures the right person receives their mail on time. It is not the only automation available, albeit one of the most used.

Another key feature of Mail Management Software is the ability to set up automatic notifications when important mail arrives. This eliminates the need for renters to check their mail constantly and ensures that important communications are noticed.

Another important aspect is security. Mail management software can help operators protect sensitive information by providing a secure system for handling confidential postal mail. This ensures compliance with legal requirements and helps to keep confidential information out of the wrong hands. A big part of ensuring a secure postal mail handling experience is visualizing all the postal mail received and delivered. Keeping a mail trail log ensures that a record of every action taken on a specific letter or package is known to everyone involved.

In addition, having Mail Management Software can help virtual office managers monitor mail usage and identify areas where improvements can be made and where they need to invest more resources or make changes to their mail processes. For example, if the most popular action request is Open&Scan, maybe it’s time to invest resources into getting a better scanner.

Mail management software is an indispensable tool for virtual offices looking to scale their operations. It automates common mail-related tasks, increases efficiency, and enhances security to provide a comprehensive solution for managing mail. With its centralized system for handling and organizing mail, mail management software can assist both renters and operators in staying on top of their mail and allocating more time and resources toward business growth.  Adopting mail management software to streamline your workflows and achieve your business objectives is essential.

About PilotoMail

PilotoMail is a mail management platform that creates recurring revenue streams for mailrooms through postal mail handling automation, and virtual mailboxes for the remote workforce. Property managers, coworking spaces, mail centers & registered agents can handle large volumes of mail efficiently, comply with all postal regulations, and increase revenue from their existing footprint effortlessly.

Don't put off the most sustainable path toward profitability in the Coworking Industry - Book a Demo with one of our mail experts below.