An article in today’s Wall Street Journal brought back memories of summers past.  Summer Vacations Bring Strain to Trimmed Staffs reports that today’s leaner staffing levels have helped maintain profits, but can cause disruption when multiple employees take time off in the summer.

 As a small company in business for over 20 years, DataWorks knows the advantages of running lean, and we constantly review operations and look for ways to increase efficiency.  In the early years, we dreaded the vacation-heavy summer months because we often felt under-staffed and over-stressed.  Limiting staff vacation time is not an option, because our staff work hard all the time and deserve to enjoy time off in the warm summer months.  So we developed a three-pronged solution which works well for our customers and for us.

• We identified each daily, weekly, monthly, quarterly and yearly task for every ongoing customer project. For each task, we documented the steps and trained a backup person.  Now when someone goes on vacation for a week or two, we don’t scramble to parcel out their work and train the people.  Our Administrative Services Supervisor checks the backup list routinely and assigns refresher training when necessary.
• We implemented a task management system that tracks all of the periodic tasks assigned to each staff member.  If someone is out sick or on vacation, the supervisor or project manager reviews the list of tasks due, confirms the work with the backup person(s), consults the documentation, and checks off each task after it is completed.
• We developed good relationships with trusted vendors who can provide us with extra help when we need it.  For example, we have used one temporary staffing firm exclusively for 12 years.  They know our specifications for workers, test their applicants extensively, and provide us with high quality, screened temps with just 24-hour notice.  Extending this relationship one level further, some of the workers they have placed with us have asked to be on call for future assignments because they enjoy working here. 

None of this happened overnight, and we must update the information frequently to keep the system working well.  But we are committed to our system because it has improved the quality and consistency of our services – and reduced the stress level around the office! 

If you need reliable, efficient, high-quality work in the summer months – or any time – Call DataWorks!  We are dedicated to helping companies in the Lehigh Valley of eastern PA, and beyond, get the most for their database and marketing program dollars.

Here's to less stress in the summer!

DataWorks is very fortunate to have an outstanding project manager in Wendy Fox.  Over the years our customers have worked closely with Wendy on many different types of projects.  Whether the work includes order fulfillment, direct mail, data entry, phone calls, or a combination of many different tasks, Wendy has the experience to get the job done right, coupled with the instincts to react quickly to changes.

Wendy and I recently had a conversation about the nature of project management and the factors that contribute to making a project run well from beginning to end.  Here are Wendy’s top tips for successful project setup and implementation.

 Plan, plan, plan.  (This reminds of the three rules of baseball, according to my kids’ first Little League coach: (1) Keep your eye on the ball. (2) Keep your eye on the ball! (3) Keep your eye on the ball!!)  There are many details that can come into play for even a simple mailing or data entry project.  DataWorks has developed a robust work order system that we use to define project specifications and track progress.  Great project managers like Wendy have great instincts, but a good organizational tool helps to make sure that nothing gets missed.  Wendy sets up a work order as soon as she is notified of a new project, and as the work progresses she updates the work order every day with new information.

Communicate.  Wendy asks the questions needed to get complete specifications, and she thinks ahead to define “what if” scenarios.  When specs change, as they often do, Wendy communicates this to everyone and follows up as needed.

 Look for efficiencies.  At DataWorks we always try to identify cost-saving measures and suggest them to our customers.  Wendy is an expert in reviewing packaging, shipping methods, and workflow processes to determine the solutions that will save the most time and money.

Beware of pitfalls.  There are some common errors that can derail a project, and Wendy knows how to avoid them.  We check every data file, letter, printed piece or other communication that is sent to us for a project before we start the work, making sure everything is in order. 

Build a relationship.  DataWorks has been in business for 21 years, and Wendy has managed our customers’ projects for the past 10 years.  Wendy gets to know our customers and their operational needs, and she gives them good suggestions based on this knowledge.  Her caring attitude and attention to detail are greatly appreciated by DataWorks and by our customers.

Contact DataWorks today to find out how we can help with your mailing, data entry, database, or data management project!

We all like to save money. Most of us like saving our bosses money even more. That’s nothing new. But you may not realize that you can find simple ways to lower your company’s mailing and shipping costs without compromising the frequency, volume, or quality of your business communications. Follow these tips, and you’ll be a marketing hero. It’s easy once you know where to look.

Keep your mailing lists up to date.  People move, companies go out of business, data entry mistakes are made. It happens every day. But savvy business mailers use postal endorsements, correct their address lists, and update addresses from returned mail to ensure that messages get delivered to the right places every time.

Follow the U.S. Postal Service guidelines for mailpiece design.  The size, shape and weight of your mailpiece can have a huge impact on the postage cost for your direct mail or fulfillment project. See our articles on postcard design, letter design, and flat mail design for cost-saving ideas and examples.

Use free shipping boxes and envelopes provided by UPS, FedEx, and the U.S. Postal Service (USPS).  Free boxes, envelopes and even tubes are available in many shapes and sizes for express UPS or FedEx shipments and for USPS Priority Mail shipments.  You can order UPS supplies, FedEx supplies, and Priority Mail supplies online.

Use flat rate Priority Mail envelopes and boxes.  If you have determined that Priority Mail is a good option for your project, check out the USPS’s free flat rate envelopes and boxes.  Each size box has a set price no matter how much you stuff into it and where it is going in the U.S.

Use standard mail instead of first-class mail for large non-custom mailings.  If everyone on your mailing list is getting the same information and you can accept a few extra days in the delivery date window, you can save a lot on postage by sending it standard mail.  We’ve found that standard mail works best for a mailing of at least 1500 pieces; this ensures the postage savings more than offset the extra cost of presorting the mail.

Compare shipping methods to find the most cost-effective solution for your project.  It pays to spend time exploring your mailing options. We helped a customer determine that for a yearlong job of shipping products to a limited residential area, USPS Priority Mail with delivery confirmation, plus a free priority mail shipping box, was the lowest cost solution. Better yet, this method still got the materials there the next day!

Negotiate shipping discounts with FedEx and UPS.  The major shipping services are always looking for business and will offer volume discounts based on shipping history or expected shipping volumes. You may not know how much you can save until you ask.

Send newsletters and similar marketing communications by email.  No postage or printing required!  Direct mail still has a higher open rate than email, so you probably don’t want to stop mailing entirely–but you can add targeted email communications to your mix for a relatively low cost.  Don’t forget to keep your email lists up to date.

Plan ahead. Easy to say, sometimes hard to do.  But if you design mailpieces to fit within standard size guidelines and build time into the production schedule to allow for non-expedited shipping, you can save a surprising amount of money on shipping and still reach your target audience on time.

Call DataWorks! DataWorks project managers review every mailing and fulfillment project for opportunities to increase efficiency and save money.  We are dedicated to helping companies in the Lehigh Valley of eastern PA, and beyond, get the most for their mailing and fulfillment dollars. Please contact DataWorks mailing services for more information.

Take a real-world example from one of our ongoing fulfillment projects, which includes the shipment of about 5500 three pound Priority Mail packages per month within zones 1 and 2. The retail postage rate for such a package is $5.70; the Commercial Plus postage rate is $4.91. (The USPS has more information on how postal zones are calculated). Commercial Plus offers a savings of almost 14%. For our customer, this is a savings of $4345 per month over retail rates!

 Commercial Plus pricing is a relatively new option, and it is only available to shippers who send out 6,000+ pieces of Express Mail per year or 100,000+ pieces of Priority Mail per year.  Shippers must also use a USPS-approved online postage provider. (We use Endicia.)  As an added benefit to shippers using an online postage provider, electronic delivery confirmation is free!

A note on Priority Mail:  Sometimes, you can save money simply by choosing this shipping option. Priority Mail contains no surcharges for residential deliveries, fuel, or address corrections. (FedEx and UPS charge extra fees of about $2 for residential deliveries and $10 for address corrections – per package.) This doesn’t mean Priority Mail stamps out shipping alternatives for every mailing project! DataWorks can work with you to create a shipping plan that will best meet your project’s needs.

We are very happy to be able to offer Commercial Plus postage rates to our customers.  DataWorks project managers review every mailing and fulfillment project for opportunities to increase efficiency and save money.  We are dedicated to helping companies in the Lehigh Valley of eastern PA, and beyond, get the most for their mailing and fulfillment dollars. Please contact DataWorks mailing services for more information.

Highlights of the Lehigh Valley Postal Customer Council’s spring meeting last week included a speech from a mailing industry representative on designing mailpieces to maximize postage savings and a report by a consultant on projected mail volume trends through 2020.  Just as interesting were the informal conversations among meeting attendees, a group comprised mostly of marketing managers, advertising planners, and mailroom managers.

Two insights I took away from the meeting that may be useful to those of you considering your next marketing campaign:

• Paper is not dead! Catalogs and other forms of direct-mail advertising literature continue to drive purchasing traffic to websites. Companies that test their mailings among previous buyers find significantly higher purchasing volume in groups who receive mailed offers vs. groups who receive online offers. In fact…

• In 2010 and beyond, companies will buy more paper so that they can print more advertising literature. As a consequence, paper prices have started to rise and are expected to continue rising for a while.  Many companies are trying to get ahead of this trend by shopping worldwide for the best paper prices.

Direct mail advertising campaigns work, and companies are responding to this fact by printing – and sending – more literature. Even though mailing volumes have decreased after peaking in 2007, experts agree that we will see an upward trend over the next two years as companies send more advertising through the mail. Volumes are then expected to decrease again as consumers start to pay more bills online.  (Bills and bill payments currently make up the largest percentage of the country’s total mail volume!)

If you are planning a mailing project, make sure you’ve taken a look at our past blog articles on saving money via careful mailpiece design (for Flats, Letters, and Postcards) and mailing list maintenance (see Address Correction, Postal Endorsements, and Updating Addresses from Returned Mail).  In the coming weeks, I’ll pass on new tips and provide previews of some upcoming postal regulations. These new regulations are designed to give mailers a price break in return for helping the U.S. Postal Service process mail more efficiently.

In addition to sharing information, DataWorks is happy to help you review options for your next direct mail or fulfillment project. We help companies in the Lehigh Valley of eastern PA, and beyond, to get the most out of their mailing and fulfillment dollars. Please contact DataWorks mailing services for more information.

Business trend-watchers, take note:  Participation in professional credential programs continues to rise.

According to the Wall Street Journal’s 4/1/10 article, Exam Time: More Firms Are Requiring Test-Taking, registrations have jumped dramatically for certifications in areas including project management, human resources, technology and process efficiency.  This echoes a trend we have noticed here at DataWorks: significant increases in demand for every training program that we manage for customers.  The graphs below show 2007 – 2010 class attendance and online test volume for three of the manufacturing companies whose contractor training programs we administer.  Since 2007, Company A’s online test volume has increased 30%, Company B’s average seminar attendance has increased 41%, and Company C’s average attendance at its advanced training classes has more than doubled.

This is an exciting trend because it has such a positive and far-reaching impact.  Consider the example of contractors and other professionals in the building trades.  Contractors who attain professional credentials can compete better when jobs are scarce, can bid for larger or more complex jobs when times are good, and can command higher rates for their work.  As an added bonus, some credentials are gateways to other income-increasing activities such as the ability to sell extended warranties, or inclusion on a manufacturer’s online contractor locator.

Manufacturing companies who depend on skilled contractors to sell and install their products have responded to the increased demand for training by adding classes, providing training in more locations, switching to facilities that can accommodate larger numbers of attendees, and creating online training functions.  They are rewarded in turn by an increased comfort and skill level by those who sell and install their products.  The end result is more sales, better installations, and happier end-users.

Everyone wins when people are trained to do their jobs well!

DataWorks provides a suite of logistical support services for professional training programs.  We send invitations – take registrations – send confirmations – ship materials to class locations – send premiums and followup materials to attendees – tabulate feedback data, and more … and we do it all on time.  Let us take care of the details so that you can focus on training your audience.  Review the list of DataWorks’ meeting support services for more information, and contact us if you would like help managing your professional training programs.

This article is the third in a series on mailpiece design techniques that can help you save money on postage.  In the course of 20+ years of direct mail and literature fulfillment, the project managers at DataWorks have observed many missed opportunities for saving money on postage.  Often a slight change in the design of a piece can add up to big savings when it’s time to mail.

A “flat” is a mailpiece, typically a large envelope, that is larger than a letter-size envelope and meets the guidelines for size, weight and contents shown below.  Large envelopes are often used to send advertising materials such as 8 ½ X 11 brochures, to send documents that the sender does not want to fold, or to make a bigger impact than a smaller envelope might.  Sending materials first-class in a large envelope is more expensive than sending them in a #10 envelope, but if your mailpiece stays within the flat mail guidelines you can avoid paying priority mail or parcel post rates. 

To qualify for the first-class flat rate (also called “large envelope” rate) your mailpiece must be:

• Rectangular
• No more than 12 inches high by 15 inches long by 3/4 inches thick
• 13 ounces or less
• Flexible
• Uniformly thick

Most large envelopes designed for business use meet the size and shape guidelines above.  Pay close attention to the last three measures – weight, flexibility and uniform thickness – to keep your postage low.  If your envelope weighs more than 13 ounces, you will pay priority mail rates.  If your envelope is not flexible or is not of uniform thickness, for example if you stuff a binder, a thin box or a baseball cap into an envelope, you will pay parcel post rates. 

Here are some examples for a mailing of 1000 10 X 13 envelopes:

• 4 oz., $1.39                                                =  $1390
• 4 oz., rigid or non-uniform, $1.73   =  $1730
• 13 oz., $2.92                                              =  $2920
• 14 oz., $4.90 minimum                         = $4900

As shown in the second and fourth examples, small differences in contents and weight can trigger big jumps in postage.  Sometimes it’s unavoidable to go up to a higher postage rate.  If you are supposed to send someone a baseball cap, then you can’t send them a brochure instead!  But if you plan ahead you may be able to shave ounces off a printed piece or design it to be flexible to keep from paying the higher parcel or priority mail rates.

There are additional requirements for sending letters by standard (bulk) mail or automation mail and maximizing your postage savings.  Please contact DataWorks mailing services if you would like help planning your next mailing. We help companies in the Lehigh Valley of eastern PA, and beyond, to get the most out of their mailing and fulfillment dollars.

This article is the second in a series on mailpiece design techniques that can help you save money on postage.  In the course of 20+ years of direct mail and literature fulfillment, the project managers at DataWorks have observed many missed opportunities for saving money on postage.  Often a slight change in the design of a piece can add up to big savings when it’s time to mail.

Letter-size mail most often refers to communications that are sent in a #10 envelope.  A #10 envelope measures 4 ¼ inches by 9 ½ inches and holds one or more standard sized 8 ½ inch by 11 inch trifolded sheets.  If your printed materials meet the letter-size guidelines for weight, shape and size, you can mail them at the letter rate, the most economical way to mail after the postcard rate. 

Here are the regulations for your envelope to qualify for the first-class letter rate:

• It must be rectangular.
• It must be at least 3 ½ inches high, 5 inches long and 0.007 inches thick.
• It must be no more than 6 1/8 inches high, 11 ½ inches long and ¼ inch thick.
• It must weigh no more than 3 ½ ounces.

Designers sometimes create non-standard shaped or oversized envelopes to make their mailpieces stand out in the crowd.  This can be an effective marketing tool, but it adds substantial cost to the mailing.  A square envelope adds $0.20 postage per piece to the first-class rate, and a 9 X 12 envelope adds $0.44 postage per piece. 

 Here are some examples for a mailing of 2000 envelopes:

• 2000 4 ¼ X 9 ½ envelopes, 1 oz., at $0.44     = $  880
• 2000 5 X 5 square envelopes, 1 oz., at $0.64  = $1280
• 2000 9 X 12 envelopes, 1 oz., at $0.88               = $1760
• 2000 4 ¼ X 9 ½ envelopes, 3.6 oz., at $1.39  = $2780

Note that in the last example, even though the envelope is a standard #10 size, the stuffed envelope weighs more than 3.5 ounces and is bumped up to the Priority Mail rate.  Ouch!  If the designer had used lighter weight stock for the contents to yield a final weight of 3.5 ounces, the mailer could have saved $0.44 per envelope on postage – a total savings of $880.

Of course you can send an email to 2000 addresses for much less than the least expensive mailing option above!  But at least now you have some guidelines for saving money on postage while you build your email list. 

There are additional requirements for sending letters by standard (bulk) mail or automation mail and maximizing your postage savings.  Please contact DataWorks mailing services if you would like help planning your next mailing. We help companies in the Lehigh Valley of eastern PA, and beyond, to get the most out of their mailing and fulfillment dollars.

This article is the first in a series on mailpiece design techniques that can help you save money on postage.  In the course of 20+ years of direct mail and literature fulfillment, the project managers at DataWorks have observed many missed opportunities for saving money on postage.  Often a slight change in the design of a piece can add up to big savings when it’s time to mail.

Postcards are a relatively low-cost way to convey a quick message, invitation or announcement.  The first-class postage rate for a postcard is $0.28 – which is much lower than the first-class rate of $0.44 for a one-ounce letter.  Eye-catching design is important since the vehicle is smaller than a letter, and some designers like to use an unusual or oversize shape as part of the design.  However, if the postcard does not meet postal guidelines, it must be mailed at the higher letter rate – and may even incur an additional surcharge after that.

Here are the regulations for a postcard to qualify for the $0.28 first-class postcard rate:

• It must be rectangular
• It must be at least 3 ½ inches high, 5 inches long and 0.007 inches thick
• It must be no more than 4 ¼ inches high, 6 inches long and 0.016 inches thick

If you send a postcard that is 4” X 7”, for example, you will pay the letter rate of $0.44.  If you send a postcard that is not rectangular, for example a square, you will pay the letter rate of $0.44 plus an additional $0.20 surcharge for an odd shaped letter.  (Only the U. S. Postal Service would consider a square to be an odd shape!  Seriously, it’s all about their automated mailing equipment and the way pieces flow through it.)

Here’s an example for a mailing of 2000 postcards:

• 2000 4 X 6 postcards at $0.28 = $560
• 2000 4 X 7 postcards at $0.44 = $880
• 2000 5 X 5 postcards at $0.64 = $1280

Use the square if you dare – but be aware that it will cost more than twice as much to mail!

There are additional requirements for sending postcards by standard (bulk) mail or automation mail.  Please contact DataWorks mailing services if you would like help planning your next mailing. We help companies in the Lehigh Valley of eastern PA, and beyond, to get the most out of their mailing and fulfillment dollars.

There are two great reasons to keep the addresses in your mailing list up to date: (1) Your message will reach more of your audience, and (2) you will save money on postage.  Previous posts have discussed several ways to improve your mailing list: address standardization, address correction, and updates from returned mail.  Postal endorsements are another weapon in the battle to keep mailing lists up to date.

 Postal endorsements, technically called “ancillary service endorsements”, are instructions printed on the outside of a mail piece to instruct the U.S. Postal Service on what to do with mail that is undeliverable as addressed.  Do you want this mail forwarded to the recipient’s new address?  Do you want it returned to you?  Do you want the USPS to dispose of it but notify you of the new address? 

First, let’s understand what happens to the mail if  no endorsement is used. 

• First-class mail is forwarded to a new address for the first 12 months after a move. In months 13 – 18 after a move, it is returned to the sender with the new address attached.  After 18 months, it is returned to the sender with the reason for non-delivery.  There is no charge for any of this.
• Standard mail that is undeliverable as addressed is simply thrown away.  (At no additional charge to you!)  In case you are unfamiliar with the term ”standard mail”, it is the class of mail that used to be known as “bulk” mail.

For a good reference on postal endorsements, see USPS Quick Service Guide 507d.  It lists all the endorsements, how they affect the handling of first-class and standard mail, and how much they cost.  Below is a summary of one popular endorsement, Address Service Requested.

Address Service Requested:

• First-Class mail:  In months 1 – 12 after a move, the mail is forwarded and the mailer is given a notice of the new address.  There is a $0.50 address correction fee for each new address notice.  In months 13 – 18, the mail is returned with the new address attached.  After 18 months, the mail is returned with the reason for nondelivery attached.  There is no charge for the returned mail pieces.
•  Standard mail:  Same as the actions for first-class mail, except that a weighted fee is charged for each returned mail piece, equal to 2.472 times the first-class or priority mail postage for a piece of that size and weight.

Why use the Address Service Requested endorsement?  For first-class mail, it will enable you to get a new address within the first 12 months after a move.  For standard mail, it will enable you to get a new address (remember, without an endorsement all undeliverable mail is thrown away) and, as for first-class, you will get the new address within the first 12 months after a move.

What will the Address Service Requested endorsement cost you?  This depends entirely on the quality of the addresses in your mailing list. Let’s use an  example of a letter mailed to 10,000 addresses, where 3% of the people moved within the last 12 months and another 3% moved before that.

     First-Class mailing cost:

          Outgoing postage:  10,000 X $0.44 = $4400

          New address notices:  300 X $0.50 = $150

          Returned mail:  300 X $0.00 = $0.00

          Total:  $4550

      Standard mailing cost: 

          Outgoing postage:  $10,000 X $0.26 = $2600  

          New address notices:  300 X $0.50 = $150

          Returned mail:  300 X $1.09 = $327

          Total:  $3077

Interesting … the cost of the new addresses/returned mail is more in the standard mail example, but the overall cost of the mailing is much less due to the smaller outgoing postage cost.  So if you want to get new addresses for your mailing list and your mail doesn’t require delivery within the first-class delivery date range of 2 – 3 days, then you can save a bundle by mailing standard mail with an endorsement.

Your needs will determine whether you should use an endorsement and which endorsement to use.  Other endorsements include Return Service Requested, Change Service Requested, Forwarding Service Requested, and Electronic Service Requested.  Refer to the chart in USPS Quick Service Guide 507d for a breakdown of services and fees.  If you need help analyzing the various options, please contact DataWorks mailing services.