Flexible Solutions for a World Class Short Run Mailing Operation
With mailing runs consistently declining and an increasing demand from organisations for more targeted and personalised communications, the demands on production mailing facilities are changing dramatically.
The question that is often asked, is "...am I geared up to meet these changing needs and what technology is available to help meet the new trends in the market place?" Choosing the right technology has enabled forward-thinking organisations to flourish in these changing times.
This short guide, from Neopost, looks to address this question and share insight into what is available.
Addressed letter volumes fell by 5% in 2018
THE UK POSTAL MARKET
The shape of the market for UK mail items.
Marketing mail contributes 27% of UK addressed letter volumes.
Transactional mail estimates suggest a declining Compound Annual Growth Rate (CAGR) of -5% to 2023.
Managing the cost of operations through automation and supporting operator requirements.
Introducing efficiencies into manual and labour intensive internal processes and mitigating the risk of potential breaches.
Handfill & Benchworking
With the implementation of GDPR and Data Protection Act (2018) are internal processes compliant and secure?
Compliance, Integrity & Information Governance
How to remain efficient in a climate of reducing run lengths.
Typically there is a high reliance on expensive, skilled operatives to run short run inserting systems and follow process compliance requirements. These costs often far exceed the living wage. Added to this the increased impact of machine set up times and/or high reliance on hand fill and manual reconciliation and reporting, the true production cost per envelope is often excessively high.
Neopost’s new range of automated production inserters and AIMS production management Software have been developed specifically to address the needs of this new market. Key features that many of the UK's leading mail service providers are discovering include:
Easy to operate reducing reliance on skilled operators. Job changes are carried out automatically on job download, this reduces need for operator adjustment or fine tuning. No tools are required.
The common interface across all inserter platforms enables operators and jobs to move between systems and for jobs to be split across multiple platforms.
Our intuitive and user-friendly interfaces mean that a single operator can keep the system running whilst dealing with completed output, preparing material for the next job and managing spoils.
AIMS integrity and reporting platform provides clear operator instructions, ensure compliance and creates logs and reports without any operator intervention.
The benefits are improved productivity and reduced costs and the dedicated UK Installation team can ensure new technology placements can be quickly up, running and delivering savings.
The mailing Market has changed significantly. Content has to be relevant and tailored to individual needs. This has driven down batch sizes and increased job variety. Add to this the customer demands for increased compliance and reporting, and it is clear to see why service providers are seeking new technology solutions.
Neopost’s new range of automated production inserters and AIMS production management Software have been developed specifically to address the needs of this changing market. Key features that many of the UK's leading mail service providers are discovering include:
Automated system adjustment enables a complete format and material change to predetermined settings within seconds.
No operator adjustment or fine tuning is required, enabling operators to load material for the next job and be running at full speed in less than a minute.
Your production can be running seamlessly, without make-ready and fine tuning losses.
High loading capacities, on in-feed and output modules, means that a single operator can keep the system running whilst dealing with completed output, preparing material for the next job and managing spoils.
The benefits are improved productivity and reduced costs, rapid pay-backs to support the Return on Investment (ROI).
Production mailers have requirements to meet the needs of customers, across varying jobs. The shape of jobs can vary from high volume generic mailing campaigns, to shorter run more personalised delivery. The challenge for many organisations is how to manage this variety of work, in an efficient manner.
For longer mailing runs, high speed production systems are the ideal choice. However, when the nature of work reduces in length and a variety of requirements introduces more complexity, high volume systems may struggle.
Neopost's production systems are ideally suited to removing the pain of managing more complicated jobs. We have significant experience in working with customers to ensure their technology platforms are capable of meeting different requirements.
For many customers, the introduction of a DS-1200G4i has resulted in significant efficiency gains. Rather than having to reconfigure high speed systems to manage a complicated, short run job, the introduction of a complimentary system ensures that the technology platforms in place are best suited to the different requirements.
Typically, introducing a complimentary Neopost system reduces significant downtime, due to reconfiguring a high speed machine. In this instance, complex jobs would be migrated across, allowing the high speed system to focus on it's core functionality in managing longer, more generic runs.
HANDFILL & BENCHWORKING
Hand fill work is often an area kept separate from the main production and requires not only manual fulfilment but manual reconciliation and reporting. This results in high costs and is often the area that contributes to most breaches.
Neopost technologies are ideally suited to short run requirements, which enables multiple hand fill stations to be linked to a common production management server and interface.
Hand fill production is optimised, reconciliation is automated and integrity assured (jobs can be set so the operator has to scan every sheet before a mail piece can be logged as completed).
Multiple hand fill stations are linked to the main AIMS Base Station to enable a single Management view across the entire short run factory and the ability to segregate larger jobs across multiple inserters and hand fill stations.
Where applicable items removed from the Neopost inserter can be hand scanned (every sheet in the pack) and the pack status changed to “good” so reducing re-print costs and time.
For non sensitive items jobs the requirements on the operator can be reduced i.e. to verify first sheet in each pack or batch verify item count for an entire job. The level of verification is governed by the job settings and can vary between jobs.
COMPLIANCE & INFORMATION GOVERNANCE
Customers expect the secure handling of their personal data and the peace of mind that outsourced processes are suitably robust. Data protection legislation is driving this demand and is increasingly a prerequisite of delivering services.
The highest levels of integrity are ensured across all platforms including hand fill. Every step of the inserting process is logged, this means that even partially completed packs that are removed from the system can be accounted for. The ability to account for removed material can be a key requirement for high value or sensitive applications such as tickets, vouchers, ID Cards, bank cards health or financial documents.
Different modes of operation can be selected so the highest level of integrity is utilised for a particular application e.g. 'closed loop' for jobs with a reference data file, Audit mode for coded jobs without a file and Statistics Mode for jobs without any file or coding. Items removed from a system can be completed by hand and every sheet verified by hand scan with operator confirmation that is date and time stamped.
This can greatly improve productivity on highly governed or regulated applications and result in significant reduction in re-print costs. In fact, our clients have estimated savings of up to £5,000 for every million packs.
- Andy Cromack, Gecko Direct
With the introduction of the DS-1200 from Neopost, our production downtime has reduced to an almost negligible 0.2%!
NEOPOST AT YOUR SERVICE
Neopost is the only vendor completely focused on the print and mail sector with leading technologies for managing short run mailing requirements.
Our technologies are designed with compliance in mind. Integrity, compliance and transparency form our technology DNA.
Peace of Mind
Neopost production mail and software systems are designed and developed in the UK, with a full local support team comprising Account Management, Product & Technical Support, Marketing and Customer Service.
Support when you need it
3rd Floor Press Centre
14 East Bay Lane
London E15 2GW
To find out more please feel free to contact us.
DS-1200 G4i Short Run Mailer E-Book
A guide to effectively, efficiently and securely managing a short run mail production factory.