Minding Your Mailing Dollars Mailing Systems Technology

Mail centers are no longer out of sight and out of mind. Today, more than ever, organizations require its mail centers to be productive low-cost centers whose primary task is the consistent flow of information in and out of the organization.

Mail center managers need to utilize every conceivable advantage to improve productivity, manage cost and ensure the flow of information. So many look to sophisticated software and hardware solutions to help. But, where should they start, and what criteria should they use?

It is often difficult to decide which specific functions of the mail center will benefit most from technology solutions. Therefore, it is important for mail center managers to utilize industry experts to guide them though the process. This can be accomplished through consulting carriers, industry associations and through affiliations with companies in similar businesses or trusted vendors. No matter who helps, the emphasis should be on understanding the mail center applications, ensuring that the solutions selected provide the actual benefits advertised and that they can be seamlessly implemented.

Typically, mail center managers must deal with a variety of issues when trying to prioritize how they allocate their mailing dollars. Operational difficulties, space limitations and the maintenance of older equipment can often get in the way of implementing new processes.

To ensure a satisfactory result, mail center managers can follow a logical progression. However, it will involve the commitment of time and the need to be realistic about potential solutions. Make sure those solutions that get serious consideration are within the mail center budget and are suitable for your current and future growth needs. It's easy to get caught up in the excitement of automation and overspend for solutions that work but do not have the right cost/value relationship. Also, be realistic about your space requirements. Don't try to accommodate a large piece of equipment to the point where it disrupts the workflow.

The Logical Progression

1. Decide what the mail center needs to do. Be specific about what processes must be completed in the mail center and what can be done in other departments.

2. Review the layout and workflow of the mail center. Is there adequate space to do the jobs required? Are the operations laid out to accomplish the tasks quickly and efficiently? For example, are workers needing to "step over one another" to do their jobs?

3. Review each of the daily processes. Break them down into component tasks. Look for synergies where tasks can be either eliminated or combined. Analyze whether or not reordering the task can improve the process.

4. Review the state of existing equipment and software:

What does it do well?

What does it do poorly?

Does it meet expectations?

What is its current condition?

Are maintenance costs exceeding equipment value?

How soon will it need to be replaced?

What upgrades are available to improve performance or extend its useful life?

5. Review the processes that can be accommodated by existing solutions and which ones need new solutions.

6. Evaluate whether new technology can combine multiple processes thus replacing existing equipment and software. Bring in vendors to learn what kinds of solutions are available. Talk to other members of trade associations to network with other companies with similar needs.

7. Get references and call them. Direct your questions to the areas you feel may be problematic in your organization. Ask about the real productivity increases and compare them with what your vendor is advertising.

Boost Productivity with Automation

Document Handling Document handling equipment (folding and inserting equipment) can provide automation of the most tedious task in the mail center, hand-folding documents and inserting them into envelopes. Systems are available from small desktop units to large console inserters. Vendors can help you match your needs to particular systems. In general, technology has improved to the point where many of the features formerly only available on large production units are now available on smaller units. These features include optical mark reading (OMR) or barcode reading for managing multiple page documents and programmable job settings that eliminate or greatly reduce operator setup time and intervention, to name a few.

Mail Processing Current technology and equipment allow mail center managers to easily streamline the incoming and outgoing mail flow. Tasks such as weighing, sealing and metering can now be fully automated into a single system. Interconnection between systems used in the mail center helps to optimize shipping and mailing options per carrier, type of service, class of service and level of urgency.

Presorting and Barcoding Mail By printing delivery point barcodes on each mailpiece and using software to verify addresses and manage presorting volume, mailers can achieve significant postage cost savings. Direct impression printers can print the address and barcode, while addressing software can provide for database management, presorting forms and tray labeling and address verification against the USPS active database. This is a must for direct marketing programs. Barcoding mail in conjunction with the CASS certification (address verification) will also help the mail get delivered faster and with fewer returns.

Information Capture and Reporting Systems exist to help manage departmental postal budgets by tracking and providing reports on departmental postal expenditures. Mail center managers should look at systems that can:

1. Manage postal and shipping budgets and be able to generate selectable reports that include the following criteria; weight, class, carrier, zone, department, client and more

2. Provide tracking and trend analysis

3. Allow faster billing to improve cash flow

4. Support a multi-station interface and allow information to be shared and consolidated easily

Space Optimization and Workflow Planning Map out the process and ensure that adequate space exists for mail preparation, processing and distribution. Organize equipment so that it enables workflow. For example, place the staging area of a mailing machine near the exit tray of a folder inserter. Consider utilizing a space designer to work closely with the equipment vendors when evaluating and installing new equipment.

Potential cost savings and enhanced mailing capabilities are likely in many cases, so it's important for managers to reassess their mailing operations as industry changes occur.

New technology is also shaping the future of the mail center. Advances in hardware and particularly software have been instrumental in allowing low- to medium-volume mailers to take advantage of features and information previously available only to high-volume mailers.

Remember that technology has improved markedly, however, it must be matched to the specific needs of your organization in order to be an effective tool. Do the homework, then enjoy the benefits.

Jerome Agnola is senior product marketing manager for Neopost Inc. He can be contacted by phone at 510-489-6800 or jeromeagnola@neopostinc.com.

Minding Your Mailing Dollars

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