Thursday, February 29 is Leap Day. It’s a cool opportunity that only comes around once every four years, but it got us thinking. What if you could save an entire day every month just by automating one part of your mail assembly process? We can’t change the calendar, but we can help you prepare mail more efficiently so it feels like you get an extra day of productivity. Here are 5 things you can do each month to speed up mail prep and prepare mail more efficiently.
#1 Save at least 8 hours per month preparing mail
That’s an entire workday, including your lunch hour! Whether you’re collating documents for the mail or stuffing envelopes by hand, manual processes like these are huge productivity eaters. Mail is an important business function that drives cash flow, but it doesn’t need to be done by hand.
One of the best ways to automate your mailing process is to use a folder inserter. Folder inserters cut manual processing time by 75% or more. With a folder inserter, one person can do the job of many in a fraction of the time. This reduces labor costs and frees up everyone at your company so they can focus on other tasks like growing the business.
Manual processes are also prone to errors that can expose your business to unnecessary issues and risks. Not only can this lead to customer dissatisfaction, but it can affect payment cycles and delay cash flow.
#2 Improve payment time and revenue cycles
Did you know that 39% of all invoices sent are paid late and 61% of late payments are due to mistakes and errors? In this case, time also equals money. Invoicing is a chore. Rely on automation to collate, fold, stuff, and seal envelopes so invoices get prepared and out the door much quicker. There are also ways to follow up on overdue payments that can save your collections teams at least a day or two each month! You can use mail automation software to send email payment reminders with your mailed invoices. This has been shown to reduce DSO and impact outstanding receivables, and it’s a great first step toward digital invoicing for your business. The bonus: you can send, track, and manage your mailed and emailed invoices within the same centralized platform.
#3 Avoid unnecessary trips to the Post Office
Ever calculate how much time it takes employees to do a Post Office run? End to end, it could take 1 to 2 hours if there’s also a stop at Starbys! Using stamps or shipping packages requires going to the Post Office if you don’t have a postage meter. Postage meters offer multiple benefits, from saving 6% on the cost of postage for each letter to eliminating the risk of under or overpaying. Postage meters enable 24/7 access and, depending on your mail volume, are eligible for Commercial Base Discounts and make tracking and billbacks much easier.
#4 Validate and correct addresses before mailing
Did you know it could take as many as 10 to 15 days for each undeliverable mail piece to be returned to your office? Think of the invoices with yellow stickers that are piling up in your office and haven’t even been delivered. Now imagine what that’s doing to your cash flow. Wrong addresses lead to undeliverable mail, which not only equals missed invoicing and marketing opportunities, but also wasted time and postage. Integrating address quality software ensures you use up-to-date customer information and save on postage costs.
Addresses can be validated and corrected easily in just a few clicks—it only takes a few seconds to get your mail going in the right direction.
#5 Speed up mail delivery times
First, ensure your mail is created in an automation-compatible fashion. The goal is to speed internal mail processing so you can reclaim an extra day or two that your mail will be in transit. The more you can do to automate your mail prep – the better! Second, think about the Intelligent Mail barcode. You’ve probably seen it. It’s the 65-bar Postal Service barcode near the recipient address or edge of the envelope. This barcode is used to sort and track letters, cards, and flats. It carries extra information and gets your mail through the P.O. facilities and into transit quicker. Plus, it offers better tracking in the mailstream and qualifies your business for significantly reduced rates on postage (win-win).
Wouldn’t it be great to save time and money every day, instead of waiting every four years? Consider spending the extra day in February connecting with a Quadient Expert assessing your mailing operations to see if one or more of these solutions would benefit your organization. Why wait four years for an extra day when you can boost productivity daily? Many of these solutions pay for themselves in a relatively short time.
Ready to take the leap?
Connect with a Quadient solution expert to learn more, request a quote or see a live interactive demo.