Can A Turtle Become A Gazelle?

By Paul Johnson, President Complete Mailing Solutions

Today’s companies are in transition. Mailroom processes have reached a tipping point between old school “turtle” thinking entrenched in “business as usual” and progressive “gazelle“ thinking that is focused on flexibility, speed, responsiveness and efficiency.

With increased labor and processing costs, strict legal requirements concerning customer privacy (e.g., HIPAA and Sarbanes-Oxley), steep penalties for non-compliance, and customers expecting responsiveness, companies can no longer afford to fall back on old school thinking by hiding in their shells.

How To Become a Gazelle

State-of-the-art mailroom Process Integrity Solutions (PIS) provide the ability to combine hardware and software technologies to ensure mail preparation is secure, content is correct, visibility is instantaneous and costs are reduced. Consider these additional benefits:barcode-with-push-pin

  • Increased efficiency – eliminates slow, manual processes that lead to errors, mismatched documents, privacy breaches, and high handling costs.
  • Visibility and tracking – barcode technology groups documents by customer and reports the status of individual mail pieces.
  • Cost Savings – combines multiple communications into one mailing based on the individual, which saves significant postage costs.
  • Security – automated processes ensures accuracy and eliminates the risk of private information being exposed.


Process Integrity Solutions increase operational efficiency, eliminates error-prone manual processes and ensure a superior customer experience.

What are some of the components of a Process Integrity Solutions suite?

  • Software that:
    • Centralizes the creation and management of communications
    • Ensures the right documents are delivered to the right customer in accordance with their preferences (mail, email, web portal, etc.)
    • Provides addresses accuracy and correct formatting
    • Provides visibility and trackability in the mail stream
    • Turns standard communications into marketing opportunities
  • Equipment designed to interface with software to eliminate manual processes and provide greater responsiveness

Working in tandem, PIS can dramatically transform your mail center and improve financial performance as well. A turtle can become a gazelle.


Want an overview of other ways you can improve your mail center? Read this white paper on How Your Mail Center Can Improve Your Financial Performance. You’ll learn more about the various areas of a mail center that can improve your company’s flexibility, speed, responsiveness and efficiency.

How Much Money Are You Wasting?

By Paul Johnson, President Complete Mailing Solutions

Oh, the humble folder/inserter. No one gives it much thought. However, it’s an unsung hero for saving both time and money for your organization.
Are you:

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  • Pulling staff from day-to-day tasks to help stuff envelopes, causing delays in other projects?
  • Paying for temps to help process statements or mailings so your staff can stay focused on their work?
  • Processing multiple page invoices or statements manually?


On average, an office worker can manually stuff 2 inserts in about 95 envelopes per hour, compared with a minimum of 1,350 envelopes on an entry-level machine, or up to 12,000 envelopes on more sophisticated models. Matching, folding and inserting multiple pages by hand reduces that average exponentially.

Old school thinking says: “Employees are at work for 8 hours anyway, so what does it matter?”
Progressive thinking asks: “How can we maximize our employee’s time and profitability?”

Utilizing the right tools can:

  • Improve employee morale –tedious, disruptive projects can increase frustration
  • Increase accuracy – reduce error rates inherent in manual processing
  • Improve timeliness of communications – missed deadlines can result in revenue delays
  • Maximize communications – seasonal volume and #/type of inserts are easily accommodated
  • Impact customer satisfaction – prompt communications lead to greater customer satisfaction


A folder/inserter, working in tandem with output management software, provides greater flexibility, accuracy, cost-efficiency and timeliness when sending communications to your customers. The need to handle communications with varying number of inserts manually is a thing of the past. Technology adapts automatically, so you can tailor communications to specific customer groups on the fly.

Want to quickly identify areas for potential cost savings and productivity improvement? Check out our Labor Cost Comparison to better understand the savings available with a folder/inserter. It includes an ROI Calculator to help you determine specifically how much you can save.

How have you improved profitability in your company? Share your experience with us!