With all the physical documents law firms are burdened with, it becomes quite cumbersome to manage. Rest assured, it is not necessary for you to struggle with this load if you use the very handy virtual mailbox services available.
This virtual mailbox service will help maximise efficiency in your firm and stay organised even when you are not in the office.
What Is a Law Firm Mailbox and How Does It Work?
This specialised service provides a permanent physical address where your mail can be sent. This means that your mail will not come to your home address unless you want that to happen.
What is great about a virtual mailbox is that you can view all your mail, whether it is business or personal, from anywhere. This is great for those who don’t want their physical address to be known or who spend most of their time travelling.
All your mail is sent to this mailbox and scanned. Then, all the envelopes and packages can be viewed online for a monthly fee. As your mail comes in, it will be scanned and uploaded to your dashboard, where you have virtual access to it.
From there on, you can decide what must happen with it, and even cheque deposits can be made online via this service.
Benefits of Using a Virtual Mailbox for a Law Firm
There are a number of benefits a law firm can enjoy from using a secure online mailbox service to streamline their business.
- Keep Your Paperwork Organised
As a law firm, you know that handling physical mail is a huge part of the business and needs to be managed properly. By using an online virtual mailbox, you can keep all your mail in one location for better management.
There is no need to search a huge pile of paper for a certain document; simply look for it in your dashboard.
- Much Better Security
All documents coming through the mail are located in one secure location and kept safe, preventing them from ending up in the wrong hands. Instead of mail possibly getting lost or even vandalised from an overfull mailbox or P.O. box, it is all taken care of.
You do not need to worry about mail getting lost if you don’t remove it quickly enough from the physical mailbox.
- Access From Anywhere
With a virtual mailbox, you have quick and easy access to all your mail from the safety of your home. What is also great is that you don’t need to wait until the next day when you go to the office.
So, you have unlimited access to your mail at any time, even in the middle of the night.
- Efficient Handling of Your Mail
A virtual mailbox service provides you with viewing access, and it will also process the letters and packages further once you are done. This means that they will shred mail you no longer need or forward important documents on your behalf to any address.
- Maintain Professionalism
Nobody likes to do business with a law firm that looks and feels sloppy and unprofessional. By handling all your mail efficiently, this service will help you maintain an impression of professionalism and instill trust.
Also, the permanent physical business address provides your firm with a certain sense of legitimacy for clients to feel more secure.
- Saving Costs
You don’t need to hire someone to come in to sort, file, and process your mail. All this can be done by a virtual mailbox service.
Is the Old Mailing System Spoiling Your Law Practice?
We all know that the old mailing system has its flaws, but there is nothing that can be done about it. Well, at least not physically, but you can mitigate these issues and improve the situation by using a virtual mailbox service.
Even though the old mail system is reliable, there are certain security problems that are not ideal for law firms. Damaged packages, overfull mailboxes, and theft are but a few of the problems a law firm might face when it comes to its mail.
Another challenge law firms have to face is that mail can simply get lost and end up in the wrong places. Virtual mailboxes provide far more security than the traditional physical mailbox at your address.
Tips and Strategies for Implementing a Virtual Mailbox in Your Law Firm
There are a few steps to get a virtual mailbox set up and implemented by your law firm. The following are the steps that will help you get it all ready and running without any hassles.
Exela’s Digital Mailroom Services
This mailroom technology is reliable and provides you with a wide range of solutions for more efficient mail management in your law firm. The flexible mail organisation system provides an option to merge electronic and physical delivery systems to save you time and money.
Following is a list of some of the benefits your company can enjoy with Exela digital mailroom services:
- Improved security where mail is delivered to the proper recipient and will only be accessible to them
- You can reduce postage cost with a range of cost-effective mail sorting and reduces cycle time applications
- A refined mail processing with optimised mailroom technology services for lost fund recovery and many more
- Easy storage of all packages and quick delivery to safe time and effort
- Your company receives a real street address for all mail and packages
Many Plans to Choose From
You have a range of plan options to choose from that will help to make the mailing system of your law firm more efficient. This includes a basic for beginners which can be upgraded if you need improved services for your company.
They have up to eight plans available for different tier levels and even for enterprise-level businesses. You will find that their plans are quite affordable, so even the start-up business will benefit from their mailroom technology.
As your law firm grows, your mailing technology can grow with it by providing you with more advanced features in higher-level plans.
Internal Training and Integration
Integrate this service with other technologies you may use and provide training for everyone on your team
Conclusion
Having a virtual mailbox for small businesses will be beneficial for your business and will provide you with a legitimate and professional impression. The secure services and ease of use of a virtual mailbox will help to streamline business operations.
The long list of benefits provided by most virtual mailbox service providers is what any law firm needs.