Our industry has changed substantially since postal reclassification in 1996 when the U.S. Postal Service offered business mailers significant discounts to automate their mail. Consequently, most mid- and large-sized mailers have changed the way mail is prepared and processed. We have added computers, software and hardware and upgraded our equipment to increase efficiency and speed.
Generally, we all tend to assume that our peers in other departments within the company are familiar with what goes on in the mail center. In truth, the average employee at your organization probably doesn't have a clue how the mail is processed. At the National Postal Forum and Mailcom conferences, speakers frequently address the value in educating your company's employees about the mail center. I decided to heed their advice.
The Publication Services Department at Dairyland Power Cooperative includes graphic design, print shop, laser printing services and mail processing. Our work areas are located adjacent to one another, but employee entrance into the areas is limited. When I brought up the idea of an open house at a department meeting, the staff was overwhelmingly in favor of it. One employee from each work group volunteered to plan the event.
We considered guided tours much like we conduct for our consumers but elected to make it a more informal open house where employees could stop by at their convenience. We selected a Friday afternoon from 1:30 to 3:30 for the event. The open house was announced in our bi-weekly company newsletter, which is accessible to all employees. Dairyland has 600 employees working in three different cities. The administration building, where we are located, is in La Crosse, Wisconsin, and houses approximately 300 employees.
We wanted to make the event both educational and fun. Each work area selected what they wanted for food and decorations. Graphic design chose elegant hors d'oeuvres and played classical CDs. The print shop chose a meat and cheese tray with crackers, and the mail center selected healthy, low-fat snacks purchased from the local food co-op. All three areas served sparkling water in plastic wine glasses and had artsy plates and napkins. Food and decorations cost less than $200.
The morning of the open house, we posted decorative signs on the building entrances and bathroom doors to help remind people to come. We also decorated the entrances outside our work areas with balloons and crape paper.
Each employee attending signed up for a drawing for prizes donated by our marketing department. Prizes included a travel bag, a hooded company sweatshirt and hats with our company logo. We also handed out a "stats" sheet with information about our capabilities, workload, postage dollars, customers, etc.
The graphic design staff demonstrated on-screen some of the capabilities of their PageMaker, PhotoShop and Illustrator software. All the presses in the printshop were running as well as the folder and bindery system. In the mail center, we had the high-speed production laser printer running and two inserters going, and we were demonstrating the inkjet and labeling equipment. Most of our employees have never seen any of this equipment run.
The open house was a huge success. Over half of the La Crosse employees registered even the CEO and VPs attended. We ran out of food and still had employees in the areas a half an hour after 3:30 PM.
Not only did Dairyland's employees learn a lot about our department, they also gained a new respect for what Publication Services employees' responsibilities include. It was amazing how unaware our company employees were of the complexity and sophistication of our operation. Many employees approached us afterward to express how much they learned and enjoyed the event.
The extra bonus was how it made my staff feel. That fact that we opted for the open house rather than guided tours was beneficial because it gave all staff members an opportunity to talk and interact with employees. They were proud to discuss and demonstrate their expertise and skills. It was a truly positive step to boost the confidence and morale of the Publication Services department.
Don't assume your peers and co-workers at your company know what goes on in your mail center. I highly recommend conducting an open house and tour to all company's employees you won't regret it.
Lynda J. Kemp, CMDSM, is the manager of Publication Services at Dairyland Power Cooperative in La Crosse, Wisconsin. For more information, contact her at 608-787-1314 or by e-mail at ljk@dairynet.com.
