In any government authority, the efficiency of people, processes and technology is the primary challenge and concern. Addressing the peaks and troughs of outbound mail is one of the most challenging dilemmas, looking for a method to streamline the flow of documents that pass through the mailroom. For many government offices, the mailroom is the hub of day to day activity.
The outbound mail processes and the mail streams are primarily manual and very time consuming. Costs can spiral or fluctuate, and because of the manual processes, there is limited access, if any at all, to postal discounts. The average cost to send a blank, single-sided letter is on average 95p.
Manual mail handling and processing are prone to human error. According to AIIM 20 documents per day are misclassified or wrongly addressed. This error rate could further increase when mail volumes increase. Satori suggests that the cost of each returned mail is £1.47. This amount does not only affect cash flow but also affects the customer experience, as the risk of exposing confidential information to the wrong person is high.
On top of the already inefficient and costly document management process, the volumes of paper and the tasks of folding and inserting documents into envelopes can reduce morale among staff. This can have an effect on employees throughout the organisation with the potential of good staff leaving because of a bad mailroom experience.
Solution
Connect streamlines and automates outbound print and mail runs. Before a mail run, Connect automatically and electronically centralises and consolidates each batch to ensure greater efficiency for the best cost savings on mail postage. The cost per mailing is reduced considerably, and with barcode technology, expensive franking machines are no longer needed.
When laborious manual tasks are eliminated from the mailroom, the task of managing and processing important documents becomes easier and more efficient. With staff spending less time on mailroom tasks they can be better deployed to add value to their employer.
Pressure is alleviated on the mailrooms, and fluctuating workloads are eliminated. The mailroom can be optimised to the point that it can become an asset that is outsourced to other organisations who require an efficient sorting and mailing solution.
The solution is ideal for large volume government mailings of documents such as council tax bills. However, because Connect is so efficient, it also brings cost savings to smaller, ad-hoc print and mail runs.
Business Drivers
- Cost: costs must be cut wherever they can, paper, mail or labour.
- Volume: optimise the mailroom to better manage larger volumes of mail. Create an opportunity to outsource the mailroom to other authorities and create a revenue stream.
- Efficiency: to manage workloads better, key business processes need to be streamlined and automated.
Ideal Documents
- Council tax
- Housing benefits
- School admissions
- Revenues and benefits
- Social and disability letters
Benefits Of Using Connect Within Government
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Save Money
Postal discounts are accessed through improved mail integrity, consolidated pre-printed stock and better mail sorting.
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Make Money
Outsource the mailroom to other authorities in need of an effective and efficient mailing house.
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Improve Efficiency
Laborious manual tasks such and folding and inserting are eliminated and likewise the potential for human error is removed.
Got a question?
Book a free phone consultation with one of our document automation specialists.
Case Studies
Connect has been successfully implemented in many organisations, bringing improvements to their document management processes, enhancing customer experience and improving the bottom line.