Running a small business is never an easy task; depending on what industry and customers you are catering to, you have to deal with complex operations, HR, state regulations (and the list goes on.) What is more, is that there are several administrative tasks that require the attention of an already very busy owner.
At the time of writing this blog, Covid-19 has set in as a new reality. Remote work places, social distancing and stay at home orders, have disrupted literally every business. The ones that were able to go online, were able to get through the storm and operate under new circumstances. Local businesses such as restaurants that were not heavily invested on digital alternatives, had no option but to shut down.
Being able to pick up the mail, became critical; with everyone working from home, who is going to visit the office just to pick up the mail? Very inconvenient and a great time killer.
Virtual solutions surrounding mail management have always been around; but they have never been more prevalent than right now. Here at US Global Mail, we have received requests from of the biggest Fortune 500 corporations, in digitizing their mail. And the demand is only increasing as this virtual disruption, is starting to become a reality.
Let’s start with the basics however.
What Is Mail Forwarding?
When you would normally receive mail at your business location, with mail forwarding, you are notifying the USPS to redirect the mail delivery and instead of sending to your former location, it forwards all mail to the new one. The best way to think of this, is if a business re-locates: what happens to all contacts who only know your former address? You would have to go through the list of all friends, business associates & customers, to inform them of the address (something not practical at all.)
With mail forwarding, all your mail gets redirected from your former location to your new location. All you need to do to get this process underway, is completed a change of address with the USPS. And within a few days, you’re all set to go.
Why Does Your Small Business Need Mail Forwarding?
When some package is shipped to you, and requires you to be around to pick it up, it can be problematic if you happen to be out of the office, visiting a job site or simply too busy to keep track of. What business owners end up doing, is sign up for a PO box to receive all packages & mail. That gives birth to a new problem; you need to allocate a certain day of the week to drive to your local post office location, stand in line, and get your mail. But what if you had someone sign for your package only with your authorization, and at the fraction of the cost of having your secretary do so? What if you could request that package is shipped on demand to your location, for up to 80% off typical shipping rates? The time saving and shipping costs advantage to this is pretty obvious.
When you get mail at your location, it can usually be accessed by pretty much anyone who wants to get their hand on it. From ID theft, to mail theft and everything in between, having mail sit at a location without supervision or while you’re away, is probably not the best idea. When you have your mail outsourced, all packages are stored in a warehouse with 24/7 surveillance systems, and on-site security personnel. There is no safer place to store your snail mail, than at a mail forwarding facility.
If you are an online business, or simply have decided to register it under a PO Box or your home address, that comes with a series of issues. Not only are there added security concerns that you need to consider (angry customers knowing your place of residence etc,) but your business does not look professional at all. A business registered with a post office box, surely does not look as good as a business registered under a real physical address.
We already touched on this a bit, but when you decide you want to use your home address for business mail, you are exposing that address to literally every ill intentioned person online. Angry customers, employees or investors, can know of yours and your family’s whereabouts with a simple Google search. Registering your business with a real physical address that is not your home address, keeps your privacy & family protected.
What happens if you decide to move the location of your business? You need to keep updating all your contact info, informing customers of a move, and completing change of address forms with the USPS. When you register for a virtual address, this address is yours for life, regardless of where you are physically located. Think of it; do you change your phone number whenever you move? Why would you therefore need to change your mailing address when you do so?
Streamlined Mail Management
When you sign up for a virtual business address, all employees are able to digitally manage incoming mail. There is no requirement of someone being on site, and virtually, from the comfort of their own office or home, they can make a few clicks and handle mail online.
To summarize; using a virtual mailing solution for your small business can be a big time & money saver. The convenience, security & savings it provides you with makes all the sense in the world to test out. If you need to reach out with any questions or get a proposal, contact us here.