National Postal Forum 2012 Five Guidelines for Eco-Friendly and Cost-Effective Mail Management Practices


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Many of the worlds\' enterprises, large and small, are committed to environmental sustainability by launching innovative programs. A significant number of these initiatives are not only reducing energy consumption and waste, but also saving money – a critical element of any corporate strategy in today\'s challenging economy. To help promote these goals in the document management arena, Océ Business Services periodically shares our insights on implementing sustainable and cost-effective practices across the document lifecycle, which spans document creation through disposal.

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National Postal Forum 2012 Five Guidelines for Eco-Friendly and Cost-Effective Mail Management Practices

  1. 1. National Postal Forum April 1 – 4, 2012 Orlando, FLTitle: Five Easy Pieces: Five Guidelines for Eco-Friendly and Cost-Effective Mail Management PracticesScheduled For: Sunday, April 1 – Naples 3 2:30 pm – 3:30 pmPresented By: James P. Mullan, CMDSM, EMCM, MDC Oce Business Services Marlene O’Hare, CMDSM Linde North America, Inc. 1
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  3. 3. Introduction•Many of the worlds’ enterprises,large and small, are committed toenvironmental sustainability.•Reducing energy consumption andwaste while saving money.•Implementing sustainable andcost-effective practices across adocument’s lifecycle, spanningcreation through disposal. 3
  4. 4. Five Easy Pieces•Mail Management Practices can helpcompanies reach both their environmentaland cost-reduction goals.•To significantly reduce the use of papersaving trees, gas in shipping the paper andphysical space to store it.•Mail and shipping practices have a highimpact on reducing costs, driving fastertime to market and improving operationalefficiency. 4
  5. 5. Five Easy Pieces UpdatingMail Lists Document DesignDuplex PrintingSourcing PaperDirect Mail 5
  6. 6. House List Hygiene•Two percent of all mail is returned the totalcost of re-mail is $3.50 to $4.50 per piece•Regularly update mailing lists to limitduplication and waste•When a mail piece is returned as undeliverable,update the database as soon as possible•Consistently update databases for a positiveimpact on sustainability and cost-reduction 6
  7. 7. Document Design Dividends• Design to print on both sides of the paper to cut paper use and reduce mailing costs• Decrease the margin and font size to reduce the number of pages• Variable data and document composition tools can combine two documents/mailings into one• Transpromo combines a transaction printing (statement) with promotional/marketing content 7
  8. 8. Defaulting to Duplex• Most multi-page documents don’t require the text to be printed on one side of the page.• Can decrease paper use by up to 50 percent by making duplex printing the norm• Move print production to copiers that can duplex significantly reduces paper consumption to realize thousands of dollars in cost savings 8
  9. 9. Certified Paper Trails• The United States Postal Service (USPS) recommends using paper from forests organizations with SFI forest certification.• To be certified, forest operations must be audited against the SFI forest standard.• This practice focuses mainly on sustainability.• By choosing SFI-certified products, a company can use its buying power to improve forest management while sending a clear signal to customers it cares about forests. 9
  10. 10. Greening Direct Mail• Impact of direct mail accounts for 2.3 percent of landfill waste.• Look for agri-based inks and less ink usage / coverage (fewer colors mean fewer chemicals).• Work with “local” business partners to reduce your carbon footprint.• Work with vendors that use renewable energy sources.• Use print-on-demand technology. 10
  11. 11. Any organization can implementthese strategies – internally or withan outsourcing partner – to benefitthe bottom line as well as theenvironment. As many companiesare demonstrating every day, greenbusiness can also be good business. 11
  12. 12. PresentersJames P. Mullan, CMDSM, Marlene O ’Hare,EMCM, MDC CMDSM Supervisor OfficeOBS National Operations ServicesManager for Chubb & Son Linde North America, Inc.15 Mountain View Road 575 Mountain AvenueWarren, NJ 07095 Murray Hill NJ 07974908-903-2869 W 908-771-1275 W908-903-2027 F 908-771-1701 F201-779-9355 C 908-906-4961 marlene.o’ 12