Workflows in any type of production greatly impact efficiency, accuracy, and quality. When they are not consistent or continuously improved, errors and wasted time can add up. In print-to-mail workflows for transactional communications, processes must be rigid, compliant, secure, and repeatable.
Let’s review the ideal workflows, so you can understand where gaps may exist in your current operations.
What Is a Print to Mail Workflow?
Multiple steps occur in the lifecycle of data, from layout to printing to mailing. These workflows can be complex, depending on the type of communication and the relevant regulations. Not every provider has the same map, but they should at least have a concept of one.
Print-to-Mail Workflow: Step by Step
Here are the main parts of the workflow.
- Data transfer: Companies send electronic files via a secure upload mechanism, SFTP (Secure File Transmission Protocol).
- Data scrubbing: This action uses address hygiene tools to access USPS address change data, fix misspellings, remove duplications, and compare information to the “bad” addresses database.
- Presorting: To ensure the best postal rates, electronic postal presorting occurs using the USPS Intelligent Mail® barcode (IMb).
- Sample generation: The system delivers samples for review and approval.
- PDF composing: After approval, the next step is PDF creation to be ready for printing.
- Printing: High-volume inkjet printers produce the letters and envelopes.
- Insertion: Each document has a 2D barcode, and the inserter scans this to know which pages to fold into each envelope. Another camera captures this for verification. This step ensures the highest level of accuracy.
- Mail stream: Finished packages, then head to the USPS mail stream. Companies can track through delivery.
The key to having a reliable workflow includes regular auditing to identify issues and correct them.
Other Workflow Steps for Special Mailings
These are just the main steps for most transactional communications. Others may exist if it has special considerations, like USPS Certified Mail.
Preparing certified mailings involves steps for attaching a proof of mailing manifest, in-route letter tracking, and a final electronic return receipt (ERR) for confirmation. It’s a production process that doesn’t require forms or stickers.
Another part of print-to-mail workflows is the ability to use variable data printing. This option starts with the White Paper Factory, a framework for production that uses large reams of white paper fed into printers. It combines composed files with in-line production.
The variability factor isn’t just the information specific to the person’s account. It’s also in the messaging on the invoice or document that can be customized. It’s an opportunity to inform, cross-sell, and upsell.
Print to Mail Automation
Each area of the workflow does weave in automation. That’s critical in being able to produce high volume. However, automation doesn’t exist organically.
Technology and equipment drive it, including high-speed inkjet printers and inserters. However, its foundation is always defined and repeatable workflows, as outlined in Lean Manufacturing standard works. These are documents that break down every task of a job, developed by those who actually do the work. These are also what you audit against.
Automation removes manual work that’s repetitive in nature, boosting output. The ability to use the IMb also supports automation around sorting and commingling of like ZIP codes.
Is Your Workflow Improving Accuracy and Efficiency?
A defined print-to-mail workflow, as described, offers a process that saves time, money, and resources. It’s also secure and compliant. Each task is fine-tuned continuously to support this. If you’re rethinking your production processes, let’s talk.
Contact us today to learn more.
