Sending mail and packages is an essential part of running any business. Choosing the right postage solution for your needs can help streamline operations and reduce costs. Here is a guide to selecting the best postage solutions for your business.
Evaluate Your Postal Volume
The first step is to evaluate your overall postal volume. How many letters, postcards, packages, and larger mail items do you send out on a regular basis? This will determine if investing in a postage meter or outsourcing to a mail service makes more economic sense versus just buying stamps.
Higher volume mailers will benefit most from postage meters or mail services. If you only occasionally need to send letters and small packages, stamps may suffice. Tracking your current and projected mail volume will clarify the best solution.
Mail Service Versus Postage Meter
If your mail volume is substantial, the two main options are using a mail service or investing in a postage meter. Mail services act as an intermediary, providing the postage and handling the mailing process. With a postage meter, you buy and load postage yourself and print it directly onto envelopes or labels.
Mail services are ideal for mail volumes too low to justify buying a postage meter. The mail piece handling is outsourced, saving you time and hassle. For larger volumes, owning a postage meter allows more control and potential cost savings.
Postage Meter Features
When selecting a postage meter, look for essential features that match your needs:
- Fast and easy mail piece processing
- Ability to track postage expenses and generate reports
- Digital scale built into the system
- Barcode printing capabilities
- Online postage refills and cloud-based access
- Options for envelope moistening and folding
Newer meters offer increased convenience with features like wireless connectivity and mobile device integration. Evaluate both upfront and ongoing costs when choosing a postage meter.
Comparing Mail Service Providers
If you opt for a mail service, research and compare providers. Key factors to consider include:
- Reputation and reliability
- Range of services (letters, flats, packages, etc.)
- Pickup and delivery options
- Tracking and reporting capabilities
- Cost savings opportunities (presort discounts, commingling, etc.)
- Customer service responsiveness
Larger national providers like USPS and UPS offer strong infrastructure and services. But regional or local mail houses may provide more customized solutions at competitive rates.
Integrate with Order Fulfillment
Look for postage solutions that can integrate with your order fulfillment processes for added efficiency. Automation tools like shipping software can seamlessly connect postage expense tracking, address verification, and label printing from a single interface, such as Certified Mail Labels.
Choosing the right postage solutions for your business mail and packages provides convenience plus potential postage savings. Evaluating your volumes, needs, and options will ensure you select the most suitable postal services for efficient operations.
Research Implementation and Support
When selecting any postage system or mail service, research the implementation, training, and ongoing support offered. Adequate resources and staff training will ensure a smooth transition and maximize utilization of the features and capabilities. Tech support availability is also key in case any issues arise.
Finally, routinely analyze your postage volumes, expenses, and workflow efficiency. As your business evolves, your mailing needs may change. Leverage postal expense reports and metrics to identify any areas for optimization. Adjust mail service levels or postage meter settings accordingly to control costs.
