Advancements in technology have undeniably improved communication, the key point being the wide accessibility of email. However, this hasn’t phased out physical mail because of its ability to command attention and intimate person-to-person communication. Be that as it may, sending physical mail requires lots of manual labor to fold, stamp, and confirm addresses.
Fortunately, corporate mailing systems can help businesses automate physical mail, while saving time and costs. Here, we’ll discuss everything about corporate mailing systems and how they can benefit a business.
Going to the post office to process all physical mail as a means of communication is incredibly labor intensive, which can decrease productivity. A corporate mailing system seeks to solve this problem. It consists of all office equipment necessary for automating mail preparation, processing, output, and delivery. So, generally speaking, it sort of brings the post office to your business.
For a mailing system to be efficient, it has to have the following components:
As the name suggests, a folder or inserter, also called an envelope-stuffing machine, helps in folding and inserting mail in envelopes.
Usually, these machines have an operator where you can set your preferred mailing settings. To begin the process, you feed the printed mail into the folder section. It consists of rollers and belts that grab the mail and feed them through the folding mechanism. The machine has different folding styles, including single-fold, bi-fold, and tri-fold, which you can pre-set depending on your preferences.
The process doesn’t stop here. Next, you feed envelopes in the inserter section, which also uses rollers and belts. As the folded documents move in the machine, the inserter picks them and places them accurately into the envelopes.
The machine also seals the envelopes. So, there will be no more manual folding and inserting work needed from you. Plus, they process mail in batches, though the number of documents a machine can hold varies depending on its size.
Simply put, a postage meter is a digital machine that replaces manual adhesive stamping. One activity it carries out is weighing the mailpieces. This is pretty straightforward. You place the mailpiece on the built-in scale, and it gives accurate measurements.
The other thing is that it makes postage calculations. To do this, you have to input mail details and other special services required. In the end, the machine imprints a digital stamp with all the mail details, including addresses, postage rate, date, and a unique identifier for tracking purposes.
The postage meter is also connected to a payment account. It offers different payment options, such as purchasing postage refills or making rental agreements. You prepay the postage amount directly from your account.
All that’s left is to have a postage carrier pick up all your mail for USPS to dispense worldwide.
The mail system software is the backbone of the mailing system. It helps optimize functions performed by other machines. For instance, it validates the accuracy of recipient addresses by comparing them against a postal database. It can catch errors before sending the mail for delivery, reducing the rate of returned mail.
Also, it helps in sorting mail by different criteria such as mailing class, destination, and rate to streamline workflow. Most importantly, it helps track mail and generate a report on its status and location.
An example of mailing system software is MailOne. It integrates with the United States Postal Service (USPS) database to provide users with accurate, real-time information on mail recipients.
Corporate mailing systems require a heavy initial investment. So, before buying (or renting) the equipment, it’s always important to know what benefits it’ll bring and whether they align with the specific business needs. Here are the benefits of a corporate mailing system:
Each business has unique mailing needs. And there are all kinds of mailing systems to meet these unique needs. So, before choosing a corporate mailing system, it’s crucial to make all the necessary considerations.
First, there’s not much use in buying a system that will sit idly in the office. So, consider the volume of mail you’ll be sending daily and go for a mailing system that matches that range. For instance, if you send 15 to 30 envelopes daily, a small mailing system will suffice. However, it’s important to note that smaller mailing systems might not have some advanced features, such as automatic sealing.
Different business needs keep growing by the day. If you expect your mailing needs to increase in the future, go for a scalable mailing system. Such a system will be easy to adapt to the changing business needs, and you won’t have to incur replacement costs.
Efficient corporate mailing systems are the ones that integrate seamlessly with other existing business systems. By considering compatibility, you’ll keep your business running without disruption or the need to replace some equipment.
Finally, you should consider the cost. While some equipment can be bought, postage meters are restricted for leasing or renting, so you’ll have to contact a registered leasing service to get one.
However, postage done via meters is often cheaper by a few cents per envelope compared to buying stamps or post office processing. Over time, and with significant mail requirements, this can offset the cost of the system. Additionally, leasing agreements usually provide maintenance and repairs as part of the package deal, reducing downtime.
Finding the right corporate mailing systems saves businesses time and money. These systems automate most mail-processing activities, eliminating the need for manual labor. If your Kentuckiana business is looking for a corporate mailing system, Duplicator Sales & Service is here to help. Contact us if you’re in Louisville, Lexington, Elizabethtown, and Paducah.