The Easiest Ways to Overcome Manual Mail Prep Challenges

August 10, 2020
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Improve document security, speed up production and create an ideal customer experience without IT involvement

Does this sound like you?

  • I want to reduce manual tasks.
  • I want to eliminate mail prep errors.
  • I want to cut down on mail handling costs.

There are inherent challenges and risks associated with preparing mail manually: the strain repetitive tasks have on workers; the cost of creating, preparing and distributing mail; and potential errors that affect customer experience. Here are the different ways your business can alleviate these manual mail prep challenges without disrupting your organization or IT involvement.


1. How can I reduce manual tasks?

In a typical low-performing organization more than 75% of each core back-office process is a manual process”

*Data from the Association for Intelligent Information Management (AIIM)

Having the right tools is key to improving mail process productivity. The folder inserter is step #1 for freeing up valuable employee time from folding, stuffing and sealing envelopes. But you don’t have to stop there. The next step is automating the mail preparation process that includes:

  • Manually pulling exception documents
  • Manually merging documents together
  • Manually sorting documents into piles of 1, 2, or 3

This is where barcoding technology becomes a great tool. Barcodes identify for the folder inserter mail pieces that go to the same recipient so there is no more pulling exceptions, manually merging documents for the same customers, flagging certain customers for special BREs or marketing mail pieces. That information is now all in the secure barcode.


2. How can I eliminate mail prep errors?

It’s no secret that data privacy regulations around the world have become increasingly strict. Especially in fields that deal with sensitive customer information such as Healthcare, Finance and Insurance. Errors in how customer data is handled and distributed can cause compliance fines and customer complaints. However, there are ways that your business can ensure that the right business-critical documents get to the right customer.

By adding barcodes to your documents when they are created there is no double-, triple-checking that the right documents are in the right envelopes. We guarantee that sensitive customer information is going to the right person. 


3. How can I cut down on mail handling costs?  

More than 43% of managers responsible for printing and mailing want to cut down on costs while speeding up production.”

When there are tight deadlines and even tighter budgets, it is important that your department or the department that you oversee is able to handle changing mail volumes easily and under budget. There are 4 simple and effective ways businesses can speed up production and reduce their mail handling costs:

  • Qualify for pre-sort rates with address validation software
  • Automate document preparation with software (directly print mail pieces with the proper insertion marks and stop handling piles of paper)
  • Offer “paperless” delivery options with e-Delivery
  • Outsource some or all of mail jobs

Whether you explore one or all of these options, they can each help your business improve the efficiency and security of your mail process--and directly affect your bottom line. There is no reason businesses of any size should be deterred from improving their processes because of costs or IT difficulties. Talk to a Quadient specialist who has the expertise, experience, and vision to digitally transform your business. 


Reducing the manual processes in your mail workflow doesn't have to be difficult, expensive or include IT involvement.

Request a FREE demo, tailored to your needs! 

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