Manage your business mail from anywhere in the world!
In today’s digital age, physical mailboxes are becoming an outdated mode of communication. Remote work is the new normal and companies operate in multiple locations, a traditional mailbox just doesn’t make sense anymore.
The Problem:
You’re forgetting important documents while traveling. You’re sharing your home address with the internet. And you’re still driving to the post office in your pajamas.
Sound familiar?
The way we do business communication is changing and virtual mailbox companies are leading the charge. Remote digital solutions allow you to receive, scan, sort and manage all your business mail online from anywhere in the world. Forwarding all your mail to ipostal1.com/virtual-address and similar digital mailboxes is how the modern business will operate.
Best of all:
Get a professional business address without renting expensive office spac
Why Virtual Mailboxes Outperform Traditional Mail
Here’s a little secret that has been overlooked by the business-owning world…
Virtual mailboxes aren’t simply about convenience. They are completely revolutionizing the way businesses operate and communicate with each other. In fact, the virtual mailbox software market is expected to reach $3.23 billion by 2033 (6.6% CAGR).
You must be thinking, “well obviously, why wouldn’t the mailbox software market boom?”
After all, we’re all using virtual mailboxes and there is a ton of competition, right?
The simple truth is that businesses have been doing it all wrong. Until now. Think about how much time we waste by using a physical mailbox:
- Driving to the post office to check an empty mailbox
- Sifting through junk mail
- Filing important documents
- Forwarding mail to other business locations
Virtual mailbox services put an end to all of these antiquated processes.
Mail is no longer a problem to be managed. You receive instant email notifications when mail arrives at your account. Everything is scanned and uploaded to your secure online portal. Forward, shred, or archive with the click of a button.
Truly, it is that easy.
Now, here’s where things get really interesting…
Unlock the Secret Communication Perks
Virtual mailboxes do far more than just digitize the mailroom.
They actually help to improve your entire business communication strategy. And no, this isn’t just about the time savings (although you will save tons of time).
The real power of virtual mailboxes is this:
Your team can access important business documents from anywhere in the world. No more “when I’m back at the office, I’ll take care of it” excuses. Team members are kept in the loop regardless of where they work from.
Customers and clients appreciate faster mail turnaround. You respond to physical mail faster since you see it as soon as it’s received. Business critical contracts and time-sensitive documents are handled on time.
Plus…
With 43% of workers reporting burnout caused by poor workplace communication, anything that makes your business processes easier should be a priority.
How Virtual Mailboxes Transform Remote Teams
This is where things really get exciting…
Remote work is here to stay. 50% of professionals want to work in a hybrid capacity and businesses are changing as fast as they can. But what about business mail for a distributed team?
Before now, this has been a massive headache. Some team members had local mail access while remote workers were at a complete disadvantage.
Virtual mailboxes level the playing field. Your software developer in Denver has access to the same mail as your graphic designer in Dallas. Both employees operate out of the same digital mailbox.
Plus…
Different team members can be set up with their own access levels. Your accountant can access financial mail. Your assistant can manage general business correspondence. Your attorney has access to legal mail.
Everything is secure and remains properly organized at all times.
Plus, you no longer have to worry about the security risks associated with physical mailboxes. No more worrying about mail getting stolen. Or sensitive documents getting into the wrong hands.
Step-By-Step: Setting Up Your Virtual Mailbox
Setting up a virtual mailbox service is actually quite simple. Even simpler than setting up your email.
Here’s how you do it:
- Choose your business address. Most companies offer a selection of business districts and major metropolitan areas. Pick an address that best suits your brand image and market.
- Sign a simple authorization form. This allows the virtual mailbox company to receive mail on your behalf. It is a standard USPS requirement that takes less than five minutes.
- Update your business address everywhere:
- Business cards
- Website
- Google Business Profile
- Bank accounts
- Vendor accounts
The hardest part: Deciding what to do with all that office space you no longer need to store physical mail.
Making Virtual Mail Work for Your Team
Virtual mailbox services are only as good as the systems that are put in place. Successful companies train and set the right processes from the start.
To start, set clear protocols for mail handling. Who reviews which type of mail? How quickly should certain items be processed? What gets archived vs shredded?
Train your team on the platform and best use cases. While most digital mailboxes are extremely intuitive, it’s always a good idea to ensure everyone is on the same page with a quick training session.
Pro Tip: Set up automatic mail forwarding rules for recurring items. Bills go straight to accounting. Magazines get forwarded to the breakroom. Junk mail gets shredded automatically.
There is one thing most people fail to do…
When setting up your virtual mailbox, be sure to use that business address for everything business-related. But set up a separate address for your personal mail. It makes taxes, expense tracking, and organization SO much easier.
The Security Advantage Nobody Talks About
Virtual mailboxes offer security features that a physical mailbox could never hope to match.
Every piece of mail is logged and tracked. You know exactly when items are received, who viewed the items and what action is taken. You can’t get that kind of accountability and traceability out of a traditional physical mailbox.
Sensitive documents remain encrypted and password protected. Multi-factor authentication is required to gain access to your account. When someone leaves your company, you can simply revoke access. No need to change locks and worry about copied keys.
Best of all:
Most services offer secure shredding for any documents you no longer need. Your sensitive information gets destroyed properly, not tossed into a recycling bin where just about anyone can grab it.
The Cost Breakdown That Might Surprise You
Virtual mailbox services are expensive right?
Let’s do the math. A decent virtual mailbox service can cost anywhere from $15-99 per month. Compare that to:
- Rent for office space to house a mail room
- Staff time for sorting and processing mail
- Gas to drive to the post office
- Storage costs for spaper files
- Security systems for on-premise mailrooms
The vast majority of businesses are saving hundreds if not thousands of dollars each month by making the switch to a virtual mailbox. Not to mention the fact that it’s 100% tax-deductible.
Wrapping It All Together
Virtual mailbox services are changing the game of business communication in ways many people aren’t even aware of yet.
It eliminates the headaches associated with physical mail while also providing much better security, accessibility, and organization than traditional systems could ever hope to. Your team is always connected regardless of their work location. Important business documents never get lost. And you appear as a more professional business with a premium business address.
The only question that remains is not whether or not you should use a virtual mailbox service.
The question is: How much longer are you willing to let the antiquated method of mail handling slow down your business?
Start with a basic plan and test out all the features. From there you can always scale up as needed. Within a month you’ll never want to go back to the old way.
Because once you experience the luxury of managing your mail from your laptop on the beach in some far off location, you will realize that the old way was never the right way.
