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The Future of Mailing - Remote On Demand Shipping & Mailing Services

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Postal Advocate manages the mailing and shipping spends for some of the largest organizations in North America. The world is changing and so is the way we communicate. Documents still need to be generated and processes need to evolve when employees are working from home, flex office space or in the office. The webinar will focused on the new technology and services available that can help streamline your organization’s needs.

Items We Covered:
1) The evolution of shipping & mailing
2) Cloud-based shipping & mailing solutions that can support a blended workforce
a. PC Postage
b. Enterprise PC Postage
c. Multi-Carrier enterprise shipping and mailing
3) Remote Printing
4) Inbound mailing solutions that support a remote workforce
5) Virtual on demand mailing services
a. How it works
b. Onsite vs Offsite
6) Best practices and tips

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The Future of Mailing - Remote On Demand Shipping & Mailing Services

  1. 1. The Future of Mailing – Remote On Demand Shipping & Mailing Services
  2. 2. Adam Lewenberg - Background and Experience • President of Postal Advocate Inc. – The only mail audit and recovery firm in the US and Canada – Manage a portfolio of over 160,000 pieces of mailing and shipping equipment for the largest US companies. – Speak and teach nationally on mail savings and industry trends. • Former Industry Co Chair- Boston Postal Customer Council/Mail Systems Management Association member. CMDSS and MDC Certifications. • Featured Writer for Mailing Systems Technology Magazine. • Worked for one of the largest mailing vendors for over 17 years – Director of national sales for presort, tabletop inserters, addressing hardware/software and green offerings. – Was one of the top 5 account managers nationally working with some of the nation’s largest accounts. • Not affiliated with any mailing vendor - Unbiased advice. September 23, 2020 2
  3. 3. Overview • Our new reality • Challenges of running a business with a remote workforce • The evolution of Shipping & Mailing • Cloud-Based Shipping & Mailing solutions that can support a blended workforce • Inbound mailing solutions that support a remote workforce • Virtual On Demand Mailing Services • Best Practices and Tips September 23, 2020 3
  4. 4. New Reality – Many workers will continue to WFH after the pandemic • Reduced real estate costs • Happier staff – Improved morale – Less commuting – More control of schedule – Better work/family life balance • Reduced Attrition – 95% of employers state tele-work has a high impact on employee retention. • Reduced unscheduled absences – American Management Association - 63% reduction in unscheduled absences because employees can be in more control of their schedule. • Increase in productivity • Better for the environment Infrastructure is now set up to work remotely due to COVID-19 and many workers will not want to go back to full time in an office September 23, 2020 4
  6. 6. Evolution of Shipping & Mailing • Approximate dates 2020-09-23 6 ParcelManifest–WebBased ParcelRegister PCPostage ParcelManifest–PCBased ParcelManifest(ScaleBased) PostageMeter PostageStamp 201119991990198519201840 PCPostage-WebBased 2015 2017 PCPostage/ParcelManifest -WebBased PCPostage-Enterprise 2007 Web based technology has created the biggest jump in adoption and accessibility
  7. 7. Mailing and Shipping Remotely – Technology Options Solutions need to: • Access information electronically through the cloud • Send mail and packages from any computer • Control where items print and or what way the recipient receives the information (Print, email, fax, text) • Control incoming mail including how to electronically route to the right department and recipient • Simple to implement and maintain with limited to no IT resources required • Ability to control users and have visibility across all locations. • Save money with a positive return on investment September 23, 2020 7
  8. 8. USPS® Options • Order stamps to be delivered – USPS.com Postal Store – 5-7 day delivery - $1.30 shipping and handling • Order mailing supplies shipped for free. • Click-N-Ship® - Generate 4x6 shipping labels online for your packages. (Retail rates only). • Every Day Direct Mail – Advertising mail to a covered geographic area. No address labels, printers to fullfill work. • Premium Mail Forwarding Service Commercial – USPS will consolidate mail and expedite to where it needs to go. • USPS Business Customer Gateway – One website to be able to access all mailing accounts and services. September 23, 2020 8
  9. 9. PC Postage – Fastest growth segment of the mailing industry • Inexpensive compared to postage meters and typical costs range from $10-30 per month. • Cloud based and can be accessed from any device. • Easy to deploy and use – Within a week or two, you can receive your login credentials, a scale and starter labels. There are simple online tutorials to get you started quickly. • Visibility to all history and package tracking statuses. • Some systems have multiple carrier options to process UPS®/FedEx® • Significant postage savings – Some newer postage meters may come with a PC Postage subscription to get these rates. (Some newer mailing systems are including PC Postage to get these discounts). September 23, 2020 9 Mail Type Stamps Postage Meter PC Postage Savings % Savings 1 Ounce Letter $0.55 $0.50 $0.50 $0.05 9% 1 Ounce Certified Mail with Return Reciept $6.85 $5.60-6.80 $5.60 $1.20-1.25 18% 5 Ounce First Class Parcel $4.39-4.81 $4.39-4.81 $3.18-3.63 $1.18-1.21 25-28% 10 Ounce First Class Parcel $5.19-5.66 $5.19-5.66 $3.82-4.33 $1.33-1.37 23-27% 15 Ounce First Class Parcel $7.35-12.20 $7.35-12.20 $4.94-5.53 $2.41-6.67 33-55% Priority Mail 1LB $7.35-12.20 $7.35-12.20 $6.95-9.91 $.80-2.29 4-19% Priority Mail 5LB $9.80-34.80 $9.80-34.80 $7.81-28.84 $1.99-5.96 17-25% Priority Mail 10LB $13.10-59.90 $13.10-59.90 $9.38-50.38 $3.72-9.52 16-40% Priority Mail Express $25.60-56.10 $25.60-56.10 $22.74-49 $2.86-7.10 11-13% Prices lower than available through postage meters.
  10. 10. PC Postage • Most common remote mailing solution • Subscription model • Print from any computer with an internet connection and a printer. – 4 x 6 - Shipping labels • Regular paper (To be taped to the item or use labelope) • Avery type labels (Purchased from office supply provider) – Postage stamps • Directly onto envelope (Along with destination and return address) • Stamp Sheets (Most common) – Purchased from PC Postage provider. • Vendor provided label printer September 23, 2020 10
  11. 11. Cloud-Based Enterprise Options – PC Postage Enterprise PC Postage is the same as standard PC Postage with the main difference being how multiple locations can be controlled under a central administration license. This offers the following benefits: • Simplicity of onboarding new users • Reporting on all location and user activities from a central dashboard. • Managing billing for subscriptions, supplies and postage • Controlling user access (This includes removing users who are no longer active) • Single Sign On - Some systems have this option to link to an active directory to eliminate password management. • If you have more than 10 locations using PC Postage, we recommend having them controlled through an enterprise license. September 23, 2020 11
  12. 12. Multi-Carrier Enterprise Mail and Shipping • Similar to enterprise PC Postage but more focused on the shipping – More robust rate shopping between carriers and service levels. – Create rules that can be enforced automatically. • Example: Only director levels have the ability to do 8:30AM shipments that cost an additional $25 each. • Example: Intercompany shipments default to 2 day or ground shipments. – Improved user management and reporting options. – Enhanced single sign-on (SSO) – Some systems provide the option to print postage stamps on the same platform as packages. September 23, 2020 12
  13. 13. Why is it easier for a company to send an $8 Overnight item than a $.50 letter? • Use free carrier provided solutions • Simple to use and defined process across the organization • All users can ship from any location at any time – Includes home office and traveling users. • All charges are summarized by cost center and downloadable into an excel file for uploads • Multiple ways to process – Postage Meters – PC Postage – End users purchasing Stamps • No defined process across the organization • The location determines how mail gets processed based on purchased technology – The majority of locations will need to drive to the USPS to purchase stamps and will not have the correct denominations for heavier items. • Limited visibility to postage spends. Fragmented process between vendors, petty cash and credit cards. September 23, 2020 13
  14. 14. Remote Printing • Remote workers will need online tools to print larger volume documents at locations with the proper staff and technology. • This is done with online tools that work through virtual print drivers or customized integration on larger jobs. Two Main Options 1. Onsite production facilities (In-house) – Software needed to control the process and workflow. 2. Professional mail service providers (Outsource) – Per job or Subscription services available. September 23, 2020 14
  15. 15. How Remote Printing Works • Print Driver - Launches the user interface • Dialog box shows your document with a box to highlight where the address appears. – The address needs to be in the designated area, or a cover page can be generated. – Addresses can be moved to fit a flexible area. • Variable page printing is managed by highlighting a changing variable Example: Invoice Number • Additional pages can be attached by adding files. Example – Special offer sheet • Templates can be saved to re-run in the future. • Jobs are sent to a virtual print cue where a central area prints and manages the output. September 23, 2020 15
  16. 16. Benefits of Remote Printing • Flexibility with output – Through the newest tools, they give the flexibility on how the item is sent. This can include paper, or electronic client delivery as an email, fax or text. • Mail Integrity - Placing 2D barcodes on each page to make sure the proper number of sheets are being inserted. This is especially important in variable page mailings like invoices or statements. • Address Validation - To ensure that each piece matches the USPS database. • Mail moves faster from central automated processes. • Mail tracking capabilities. • Documents are archived for retrieval in a central repository. • Postage discounts – As you can see in the chart below, moving mail from single piece rates to automation with barcodes provides huge savings. September 23, 2020 16 Mail Piece Examples First-Class Mail® Retail Single Piece First-Class Mail® Metered Single Piece Typical Presort Service - First- Class Mail® First-Class Mail® - Automation Marketing Mail® - Automation Marketing Mail® Non Profit- Automation 1 Ounce #10 Envelope $0.55 $0.50 $.419-.46 $.389-.439 $.259-.299 $.138-.178 3 Ounce Newsletter (6X9) $0.85 $0.80 $.419-.46 $.389-.439 $.259-.299 $.138-.178 8 Ounce Flat (9X12) $2.40 $2.40 $2.12-2.21 $1.83-2.12 $.651-.90 $.44-.69 Post Card $0.35 $0.35 $0.280 $.26-.285 n/a n/a Single Piece Rates Automation Mail with Barcodes
  17. 17. Onsite or Offsite? Things to Consider: 1. Do you have any internal production facilities that can process mail for the field locations? 2. Is there a risk to outsourcing your mail from a client or compliance requirements? 3. What is the cost difference of insource vs. outsourced mailings? 4. How is a solution going to managed? 5. Could there be a hybrid model where offsite mail services are used for specific jobs, to manage peak periods or for disaster recovery? September 23, 2020 17
  18. 18. Incoming Mail If staff are working remotely, how are they going to receive incoming mail that is essential to the business? September 23, 2020 18
  19. 19. The Remote Mailroom – Going Digital – How It Works September 23, 2020 19
  20. 20. Digital Mail Transformation Digital Mail Transformation creates savings from the following: • Reduce the delivery costs of the physical pieces of mail. • Faster response to incoming items – Example – Responding to customer requests for information. • Visibility to data and analytics on what is being received for improved tracking. • Elimination of data entry of information because the data can be received electronically. – i.e Returned Mail- Instead of needing to key in all of the items that the USPS sends back as “Undeliverable as Addressed”, the system can convert these addresses into an electronic file that can be sent to a specific area where addresses can be checked and updated. There are two core models for implementing this solution • Buy the scanners and software and run with existing staff. • Hire professional firms who specialize in this to manage the daily incoming mail operations either from a central facility or onsite at your offices. September 23, 2020 20
  21. 21. Central Administration – Key Aspect To Success With users spread out at different locations, working remotely and with different needs, how do you implement and manage these systems to ensure success? Requires Central Administration • Defining requirements • System implementation • Training • Onboarding users • Managing user access • Case and issue management • Monitoring usage • Reporting on key metrics • Quantifying savings • Expanding and promoting usage September 23, 2020 21
  22. 22. Best Practices • Enterprise options should be used where possible to give you room to grow and expand. • Analysis needs to be done to justify these solutions which involves getting details to the core data of the current applications. – Mail volumes – Package spends – Savings areas • Support may be needed on implementation and promoting use inside your organization. (Change management) • Ongoing support may be needed to manage the administration aspects of these systems. The core areas are: – First responder to questions – User administration – Reporting of activities and spends – Billing validation of the system and usage September 23, 2020 22
  23. 23. Summary • More and more people will be working remotely in the future. • Cloud based tools are needed to support their mail and shipping needs. • PC Postage can provide a way to mail from anywhere with an internet connection and printer. • Multi carrier tools are available to rate shop for the lowest costs to send. • Enterprise versions are available to manage all users on a single platform. • Larger mailings can be routed to onsite or offsite production facilities with the proper equipment and staff. • Incoming digital mail solutions can move paper electronically to where it can be actioned quickly. • All of these solutions create efficiencies and savings. September 23, 2020 23
  24. 24. Helping multi-location organizations streamline their mailing costs Over 160,000 pieces of equipment, managed by Postal Advocate Recovered over $18,000,000 in lost postage, vendor overcharges and fees ENTERPRISE-WIDEMAILAUDITANDRECOVERY OVER $66,000,000 IN CLIENT SAVINGS $1.9M 57% Average Client Savings Average Equipment Savings HOW WE DO IT • 175+ years of industry experience • Comprehensive web-based tool providing visibility of all mail and equipment spend • Time Savings - Assistance in fleet management visit www.postaladvocate.com or call (888)977-MAIL(6245)
  25. 25. Sign Limited Agency Agreement/Kick-Off Call. Provide copies of vendor invoices, AP export, location list, equipment inventory list. Present savings opportunities and get client approval. Postal Advocate provides ongoing support, manages renewals, billing and vendor compliance. Provide enterprise visibility of all spend, costs and documented savings through enterpriseAdvocate. Provide client log-in. 1 2 3 4 5 6 HOW IT WORKS Work with current vendor to build population report, contract terms/start/end dates, postage volumes, costs. Analyze spend, check for contract compliance, billing errors, vendor fees/overcharges, lost postage. Identify savings opportunities. Submit vendor credit requests, lost postage forms and eliminate avoidable fees. Negotiate pricing. Create catalog. Work with locations - asset validation, rightsize, termination… Full implementation of savings. visit www.postaladvocate.com or call (888)977-MAIL(6245) Conduct Analysis NO COST – AUDIT PHASE CONTRACTED CLIENT
  26. 26. Upcoming Webinars Top 10 Ways to Optimize Mailing & Shipping Spend November 12, 2020 – 1PM EST Register through www.postaladvocate.com September 23, 2020 27
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