In today's fast-paced business environment, small enterprises heavily rely on their mailroom operations for document distribution and communication and seek ways to boost efficiency while simultaneously reducing costs. These five strategic steps will transform your mailroom into a super-efficient and cost-effective communication center, streamlining processes and ultimately contributing to your company's success.
1. Upgrade to Postage Meters:
Replace traditional stamps with postage meters to achieve significant savings on mailing costs. By opting for bulk stamping and avoiding unnecessary trips to the post office, businesses can enjoy both efficiency and cost reductions. Meter users also benefit from discounts, including 9 percent off every First-Class letter and up to 40 percent on Priority Mail.
2. Embrace Paperless Solutions:
Streamline your mail processing by going paperless where possible. Outsource mail services that integrate seamlessly with your ERP or business application, enabling the quick dispatch of invoices, statements, and other documents within 24 hours. This approach eliminates the need for supplies, post office visits, and manual handling, saving valuable time for your business.
3. Explore Efficiency Through Mail Scanning:
Invest in folder inserters for scanning and stuffing documents to expedite mailing and reduce human error. This labor-efficient technology ensures precise mail delivery, sorting print jobs, and consolidating multiple letters into one envelope. Industries ranging from healthcare to insurance and law can benefit from the efficiency gains provided by this technology.
4. Fix Issues Around Bad Data:
One of the most common waste areas in mailing is the wrong address and recipient information. Eliminate wasteful spending on insufficient data by removing incorrect, incomplete, or duplicated addresses and information. As a business, you can save up to $25 per mail piece by eradicating returned mail and parcels. This avoids unnecessary costs and enhances marketing response rates, revenues, and customer satisfaction.
5. Monitor Postal Spend:
Effectively track and understand your business's postage expenditure to identify opportunities for efficiency improvements. Companies that monitor their postal spending can identify departments suitable for bulk mailing, collating, or pre-sorting to reduce postage costs. Utilize a postage meter for quick and easy chargeback tracking.
Learn how CDS Automated Mailing Solutions via Quadient can transform your mailroom into a cost-cutting asset for your business today.
Beyond copiers and printers, CDS offers a full suite of technology solutions ranging from Managed Print Services, to Managed IT Services, and Project-Based IT Services, providing our customers a Single Source for all their business technology needs.
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