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Business Continuity - The Best Mailing &
Shipping Solutions For A Remote Workforce
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 top accounts.
• Not affiliated with any mailing vendor - Unbiased advice.
April 14, 2020 2
Overview
• Our new reality
• Challenges of running a business with a remote
workforce
• What technology is available to mail and ship remotely?
• Traditional mail process to digital mail transformation
• Best Practices
April 14, 2020 3
New Reality – Many workers will stay working
from home after the crisis
• 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
April 14, 2020 4
THE CHALLENGES- ENTERPRISE BUSINESS CONTINUITY FOR A REMOTE
WORKFORCE
MULTIPLELOCATIONS/WORKPLACES
FRAGMENTED/INCOMPLETEDATA
INCOMPLETEVISIBILITY
MULTIPLETECHNOLOGIESAND PROCESSES
RISINGCOSTSAND INCREASES
What technology is available to help with
mailing and shipping remotely?
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
April 14, 2020 6
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.
April 14, 2020 7
PC Postage
• Most common remote mailing solution
• Subscription model
• Print from any computer with an internet
connection and a printer.
– 4x6 - 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
April 14, 2020 8
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 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).
April 14, 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.
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.
April 14, 2020 10
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.
April 14, 2020 11
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.
April 14, 2020 12
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.
April 14, 2020 13
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 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.
April 14, 2020 14
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
Incoming Mail
If staff are working remotely, how are they going to receive
incoming mail that is essential to the business?
April 14, 2020 15
The Remote Mailroom – Going Digital
April 14, 2020 16
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.
April 14, 2020 17
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
April 14, 2020 18
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.
April 14, 2020 19
Helping multi-location
organizations streamline
their mailing costs
Over 160,000 pieces of
equipment, managed
by Postal Advocate
Recovered over
$16,500,000
in lost postage, vendor
overcharges and fees
ENTERPRISE-WIDEMAILAUDITANDRECOVERY
OVER $61,000,000 IN CLIENT SAVINGS
$1.6M
58%
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)
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
Upcoming Webinars
Top 10 Ways to Optimize your USPS® Permit Accounts
May 20, 2020 – 11:00AM EST
How To Save Money on Carrier Management Services
Across Your Enterprise
June 17, 2020 – 11:00AM EST
Register through www.postaladvocate.com
April 14, 2020 23
April 14, 2020 24
Contact: Adam Lewenberg - President
888-977-MAIL X 501
adam.lewenberg@postaladvocate.com
Questions?

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Business Continuity - The Best Mailing & Shipping Solutions For A Remote Workforce

  • 1. Business Continuity - The Best Mailing & Shipping Solutions For A Remote Workforce
  • 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 top accounts. • Not affiliated with any mailing vendor - Unbiased advice. April 14, 2020 2
  • 3. Overview • Our new reality • Challenges of running a business with a remote workforce • What technology is available to mail and ship remotely? • Traditional mail process to digital mail transformation • Best Practices April 14, 2020 3
  • 4. New Reality – Many workers will stay working from home after the crisis • 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 April 14, 2020 4
  • 5. THE CHALLENGES- ENTERPRISE BUSINESS CONTINUITY FOR A REMOTE WORKFORCE MULTIPLELOCATIONS/WORKPLACES FRAGMENTED/INCOMPLETEDATA INCOMPLETEVISIBILITY MULTIPLETECHNOLOGIESAND PROCESSES RISINGCOSTSAND INCREASES
  • 6. What technology is available to help with mailing and shipping remotely? 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 April 14, 2020 6
  • 7. 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. April 14, 2020 7
  • 8. PC Postage • Most common remote mailing solution • Subscription model • Print from any computer with an internet connection and a printer. – 4x6 - 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 April 14, 2020 8
  • 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 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). April 14, 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. 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. April 14, 2020 10
  • 11. 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. April 14, 2020 11
  • 12. 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. April 14, 2020 12
  • 13. 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. April 14, 2020 13
  • 14. 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 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. April 14, 2020 14 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
  • 15. Incoming Mail If staff are working remotely, how are they going to receive incoming mail that is essential to the business? April 14, 2020 15
  • 16. The Remote Mailroom – Going Digital April 14, 2020 16
  • 17. 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. April 14, 2020 17
  • 18. 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 April 14, 2020 18
  • 19. 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. April 14, 2020 19
  • 20. Helping multi-location organizations streamline their mailing costs Over 160,000 pieces of equipment, managed by Postal Advocate Recovered over $16,500,000 in lost postage, vendor overcharges and fees ENTERPRISE-WIDEMAILAUDITANDRECOVERY OVER $61,000,000 IN CLIENT SAVINGS $1.6M 58% 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)
  • 21.
  • 22. 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
  • 23. Upcoming Webinars Top 10 Ways to Optimize your USPS® Permit Accounts May 20, 2020 – 11:00AM EST How To Save Money on Carrier Management Services Across Your Enterprise June 17, 2020 – 11:00AM EST Register through www.postaladvocate.com April 14, 2020 23
  • 24. April 14, 2020 24 Contact: Adam Lewenberg - President 888-977-MAIL X 501 adam.lewenberg@postaladvocate.com Questions?