How to Streamline the Mailing and Sorting Process

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Even though email, texting and video chatting have taken a lot away from the postal mail industry, there are still a lot of reasons to mail letters, documents and packages in this day and age. If you are involved in an industry where you need to mail items and sort mailed items, you know that it can be a cluttered business.

To streamline the process of mailing large quantities of letters and envelopes or packages, there are few key things you need to remember.

Getting Organized With Mail

First, decide what you want to accomplish by being more organized with your mail. For example, are you looking to downsize waste? Do you have trouble remembering who you mailed what to and when? Do you want to cut overall costs. Having an agenda will give you a big head start.

Cutting Costs

One of the pitfalls of sending out mass quantities of mailers or any sort of documents is that it can be rather expensive. For some large companies and businesses, profits far outweigh the expenses of paper, envelopes and postage. But for others, these small costs can really cut into profits if you’re not careful. It’s important to look for ways to cut costs if you can.

The first place to look is with your mailing list. If you regularly send out mailers or documents, you need to know who is actually reading them. One way to find out is to do a survey. If that doesn’t work, you can start charging a little bit for receiving mailers. If the recipients of your mailers notify you that they do not want to pay for the documents, you will know who you should continue writing to and who you should avoid.

Similarly, you should look for ways to cut costs with envelopes, postage and paper. Start by buying in bulk. You can also speak with your mail office and paper and envelope supplier to see what kinds of discounts they may be able to provide you with.

Streamlining Your Organization

You should remember that organization is key when it comes to being productive with mailing and sorting. If you have a mailing list, you are already headed in the right direction. You should make sure that you keep this list updated with all the right addresses and household members or businesses.

If you send documents to individuals or companies with the hopes of receiving something in return, such as a filled out survey or return forms, you should also document this on your mailing list. Altogether, this means that having your mailing list either in a spreadsheet on your computer or online is the best idea. These ideas should get you started on being more organized with your mailing system.