Optimize Mail Processing

Are you struggling to manage your mail?  

Can’t find the time to do so?

This task may often seem cumbersome and unnecessary, nevertheless it is crucial to deal with it properly. 

How to proceed

Although each company has its own way of doing business, there are certain possible ways of optimization that come up regularly.

First of all, do not neglect the time spent on this work. Quite frequently, daily tasks that seem insignificant to us are often neglected. The majority of people prefer to leave that for later because they consider they have other priorities. While this reasoning is understandable, do not get tricked! In other words, rather than putting it off and hoarding work to be done later, take some time every morning to get up to date with your mail. It may take you 30 minutes, or maybe 2 hours, to figure out how much time you have available for that.

Secondly, define a ranking method that suits you. To do this, you obviously need to know the type of mail you receive and send. The idea is therefore to define an option that suits you, such as sorting your mail by date received/sent, by importance, by alphabetical order, or so to say, in the manner that is the most appropriate for you. There is no perfect solution, it simply has to be logical and effective in the context of your business.

Thirdly, do not hesitate to engage a professional to manage this type of tasks. For example, you could hire an administrative assistant, but this may be too expensive. This is why the solution might be to choose the services offered by coworking spaces, aiming to manage your mail, parcels, and emails, or even serve as a call center. In this case, you have total control over your documents, without wasting any time on dealing with them. As the provided services vary from one coworking space to another, it is more advisable to get the information directly from the relevant staff, to make sure you find exactly what you need. Be assured, these services are of course protected by confidentiality agreements.

Now let’s discuss the e-mail. We all know how difficult it can be to discern which emails need attention, and which ones are just spam and irrelevant ones. In order to reduce the amount of time spent sorting these different types of emails, you can simply install filters. This does not mean that you will no longer receive any spam mail, but the majority of the irrelevant emails will be redirected to the spam section of your mailbox.


As mentioned above, there are many ways to optimize your mail management, therefore it is up to you to find the one that suits you best. And do not forget, that you can always use a mail management and call center service, which will save you valuable time on other more important tasks!


Why should I domicile my company?

Every company needs a physical address, but not all know which one is better in their case. Yes, although it is a necessity, it can sometimes be difficult to choose the location of the company. This is where domiciliation makes the most sense. 

The domiciliation is, therefore, the registered address of a company. In some cases, and when the company can afford it, it uses its own facilities as the parent company. When the business is small, its founders sometimes register their own residence as a legal address. However, more and more organizations of all shapes and sizes are using a domiciliation company, which brings them many advantages.

Why the domiciliation?

Let’s be honest, the reasons can vary considerably from one company to another. To keep it simple, we list a number of them below, based on the most common and relevant ones for the majority of users:

  1. Good value for money: unlike renting an office, a commercial space, or even a building, in this case, you only pay for your mailbox and the service that the company offers you along with it. In addition, each company has to manage its expenses differently. This means that domiciliation allows you to reduce your costs for instance the ones needed to recruit a new employee to take care of the management of the internal files.
  2. Opportunity cost: the term is used in many contexts, but in this context, we are concerned with the time spent managing documents, appeals, etc… In other words, by using a domiciliation service, a person will take care of your mail, both physical and electronic, manage your referrals, or take care of your calls (optional service depending on the contract you have with the company). This service will give you more time to focus on your projects and goals.
  3. Business address: it may seem logical, but having your address in a corporate location brings the reputation of a serious organization. In other words, if your head office is registered in a recognized place that reflects professionalism (i.e. a domiciliation company), your existing and future clients will readily consider your company as a more serious and prosperous one. This is particularly relevant for SMEs that use their private home address as domiciliation, or those renting offices in a location unknown to the public.
  4. Important parcels: When you have to receive a large package, it can be quite frustrating, and especially time-consuming to take care of it. Therefore, it is more convenient to deal with an external company that will make the whole process easier for you, by receiving and sending the required parcels. You will no longer have to worry about where and when to pick up and drop off your packages.
  5. Archiving: In some cases, the domiciliation company even offers you the possibility of archiving your files. Of course, in this case (as in all the cases) contracts are signed to guarantee the total confidentiality of your documents.

And you ?

Every company has different reasons for using domiciliation services. What are yours?