Streamlining processes to maximize efficiency is key for any organization looking to reduce costs and improve productivity. One area ripe for efficiency improvements is business mailings and shipping. With a few simple strategies, companies can overhaul their mailing operations to save time and money.
Utilize Centralized Mail Services
Rather than having employees throughout the company handle mail tasks individually, centralize these activities through a mailroom or mail services department. This allows you to consolidate supplies, equipment, and staff knowledge in one location, preventing duplication of efforts across departments. The mail team can also take advantage of economies of scale and develop expertise in mailing procedures and regulations.
Invest in Automated Equipment
Automated folding, inserting, addressing, and postage machines streamline the assembly and processing of outgoing mail. While the upfront equipment costs are an investment, they quickly pay for themselves through massive time savings compared to manual preparation. Automated systems also minimize errors that occur with repetitive manual work. Postage meters speed up imprinting and accounting for postage costs.
Leverage Presort Discounts
Work with a presort mailing services provider to receive substantial postage discounts on bulk business mailings. The vendor will presort your mail items by ZIP code before bringing them to the post office for delivery, ensuring the discounted rates in business. This saves up to 5-8 cents per item compared to standard postage rates.
Go Digital When Possible
Transition communications like customer invoices, statements, marketing materials, and internal memos to digital formats sent through email, social media, or web portals. Electronic distribution is faster than physical mail and reduces material and postage costs. However, physical certified mail is still recommended for communications requiring proof of sending or legal notices. Check the rates at Certified Mail Labels.
Choose Cost-Effective Mailing Options
When mailing physical items is necessary, select the most affordable service based on speed requirements, package size, and delivery needs. For example, Presorted Standard Mail can offer big discounts compared to First Class for large mailings that don’t require urgent delivery. Compare USPS commercial pricing against UPS and FedEx rates for packages.
Centralize Mail Processing
Consolidate outgoing mail handling to 1-2 days per week instead of daily. Items can be collected from departments in mail bins and processed in batches by the mailroom. This saves trips to the post office and takes advantage of presort discounts. Schedule mail pickup online with the USPS for further convenience.
Track and Optimize Your Mailing Processes
Analyze metrics on mailing volumes, postage expenditures, processing time, and delivery times to identify opportunities for improvement. Monitoring performance over time allows you to test changes and quantitatively measure impact.
For example, you may find that transitioning customer statements to email slashes printing and mailing costs by 40%. Or centralizing mail activities reduces staff time spent on these tasks by 10 hours per week. Use data to refine workflows.
Automate Mailing Address Updates
Maintain accurate mailing lists and update address changes automatically by integrating with the USPS National Change of Address (NCOA) database. This prevents wasted postage and delays from mail sent to incorrect addresses. By implementing these best practices, companies can trim mailing expenses, reduce labor hours, and eliminate wasted time from duplicative processes. Analyze your current mailing workflows and identify areas for improvement to boost productivity and realize significant savings. An efficient mail operation keeps communications flowing smoothly and adds to your bottom line.
