Marrying Print and Mail What, Why, How? Thomas Roylance, Asst. Director BYU Print and Mail Production Center 1 NACUMS 2013 Austin, TX
Marrying Print and Mail What? Why? How? 2
What Is Print? Traditional (Large and Small Offset) Magazines Brochures Stationery 3
What Is Print? Digital / Copy Short run On-demand Self-mailers Variable data 4
What Is Print? Bindery / Finishing Cutter Binding Stitching Coil Scoring 5
What is Mail? Desktop First Class Parcels International Bulk Business Standard Periodical 6
Why Do It? Logic: Nearly everything you mail is PRINTED!! Mailing Is a Finishing Operation Last process before leaving your shop 7
Why Do It? Reduced Costs Labor Mail Piece Design Service Improvements Mail Piece Design Evolving Postal Regulations Mail Piece Design 8
Why? Mail Piece Design 8 ½ X 11 Post Card Mailing 9 NACUMS 2013
Why? Mail Piece Design Brigham Young University Sociology Department Provo, UT 84602 8 ½ X 11 Address Area City, State ZIP Post Card Postage Paid FOUNDER S DAY July 20, 2011 9:00 AM to 4:00 PM Post Card Mailing Historic Pioneer Park 123 Main Street Hyde Park, Utah Lots of food, fun, games, and other refreshments. Bring the whole family. 10 NACUMS 2013
Why? Postage Costs Budgeted Postcard cost $0.33 for 1500 pieces = $495 Too big so it s a letter $0.46 for 150 pieces = $690 Too long for Aspect Ratio (>2.5) 11
Why? Postage Costs Budgeted Postcard cost $0.33 for 1500 pieces = $495 Too big so it s a letter $0.46 for 150 pieces = $690 Too long for Aspect Ratio (>2.5) $0.66 for 150 pieces = $990 12
Why? Postage Costs Budgeted Postcard cost $0.33 for 1500 pieces = $495 Too big so it s a letter $0.46 for 150 pieces = $690 Too long for Aspect Ratio (>2.5) $0.66 for 150 pieces = $990 13
Why? Mail Piece Design MR JOHN JONES 123 MAIN STREET HOME TOWN, US 12345 14 NACUMS 2013
Why? Mail Piece Design MR JOHN JONES 123 MAIN STREET HOME TOWN, US 12345 15 NACUMS 2013
Why? Service Improvements One Stop Shop - Print to Post Former Print consultants become Job consultants Job status available via campus intra-net Faster turnaround More Service Offerings Variable data Additional print options 16
Why? Service Improvements Ink Jet Addressing On the Fly CASS Certification USPS Postnet Barcode Stitcher Trimmer Folder Perfect binding 17
Why? Evolving Postal Regs Size Restrictions Content Requirements Addressing Issues Business/Courtesy Reply 18
Why? Evolving Postal Regs Size Restrictions Square vs. rectangular From 3.5 to 6.125 and from 5.0 to 11.5 Shaped-based rates - CMM 19
Why? Evolving Postal Regs Content Restrictions Travel Insurance Recently relaxed, somewhat Infinity/Credit Cards OK to use logos as payment method 20
Why? Evolving Postal Regs Addressing Standards CASS Move Update Endorsements List Clean-up 21
Why? Evolving Postal Regs Business/Courtesy Reply QBRM USPS Approvals Automation Compatible 22
Why? Reduced Labor Costs Reduced Staffing More Efficient Use of Employees Pick up and delivery of Expresses Cross-Training Career Opportunities 23
Why? Reduced Labor Costs Selling Postage Stamps Self-mailer design Campus Mail Delivery Centralized Pickup of Express 24
Potential Obstacles Poor Management/Customer Service Forced Merger Kicking and Screaming Poor Reasoning Help out financially Attempt to outsource 25
Potential Obstacles Current Locations Too Far Apart No space Culturally Too Different (perceived) Trade vs. A Job Risk of Losing Current/Critical Clients Union vs. Non-union 26
How? To Do List List the Benefits/Challenges Is Management Open to the Idea? Make a case and sell it Are Physical Locations Conducive to Merging? Are There Labor Issues? Review Established Processes 27
To Do List: Benefits Print Mail Tasks Bindery Production Utilize equipment to address Mail during the print process (folding, sticher-trimmers, etc.) Prioritize printed jobs according to mailing needs 28
Print Mail Tasks Bindery Production Utilize equipment to address Mail during the print process (folding, sticher-trimmers, etc.) Prioritize printed jobs according to mailing needs Computer Support (CSR) To Do List: Benefits Computer Support (CSR) Review in-house programs identifying need and possible industry offerings (i.e. addressing software, management systems, etc. 29
To Do List: Benefits Print Mail Benefits Bindery Production Share student work forces Mail Save time and labor in mail processing 30
To Do List: Benefits Print Mail Benefits Bindery Production Share student work forces Mail Save time and labor in mail processing Computer Support (CSR) Computer Support (CSR) More efficient utilization of computer needs, both hardware and software 31
To Do List: Possibilities Area Obstacles Opportunities Copy Centers Few related functions Ensure copies to be mailed meet postal regs. Perhaps sell limited supply of stamps 32
To Do List: Possibilities Area Obstacles Opportunities Copy Centers Few related functions Ensure copies to be mailed meet postal regs. Perhaps sell limited supply of stamps Pre-Press Few related functions Incorporate Business Reply Mail design Another check of postal requirements prior to printing 33
How? The Proposal Executive Summary Introduction/History Goals and Objectives Implementation with Examples Summary/Conclusion 34
Executive Summary Include a brief summary of why the proposal should be considered or even read. Keep it short; perhaps two to five sentences. Include what you re proposing. In recent years advances in print and mail technology along with rising customer needs have blurred the once clear boundaries between print and mail. As a result Print and Mail Services propose that they merge their individual operations to better meet the demands placed on University resources. 35
Introduction/History Include a brief introduction of why the merger is being proposed. Provide some background of both the industry as well as any unique opportunities at your institution. New technology, ever rising customer needs, and changing government regulations are just some of the factors driving businesses to work faster, better and smarter. This is especially true for University departments where rapid Church growth adds to these factors the additional demands placed upon Church educational resources. 36
Goals List three to five main goals that will be accomplished with the proposal. This is not a restatement of the proposal but what the proposal will actually produce. Integrate Mail Services into Print Services Create a one-stop shop providing print to post services Enhance and maintain cost effectiveness of University resources Utilize digital technology to stay consistent with the University vision 37
Objectives List the projected outcome of the predefined goals. What will the goals provide for your institution? To mail and deliver printed materials at the end of an improved production process in a highly efficient manner, resulting in faster service at a lower cost and greater productivity. Provide a complete package of printing and mailing services under a one-stop-shopping scenario providing a greater potential of postage savings by considering mailing content and size requirements during the planning stages 38
Implementation/Examples Detail, briefly, how you expect to accomplish the goals and objectives of the proposal. Be precise and include examples of what each goal and objective will accomplish. Industry trends clearly indicate that traditional printing, digital publishing, mailing and distribution are converging. Many universities of similar size have already realized these efficiencies. Departments will see greater efficiencies in time, cost and less vehicular traffic on campus. Personnel will be used more efficiently. Processing times from print to mail will improve through coordination and reductions in physical processing. Greater cost savings can be realized with consideration of postal rules and regulations prior to print. 39
Conclusion Similar to a summary, the conclusion should contain your closing argument. Keep it brief but concise. Use it to close the deal. With the many changes occurring both within University and within the print and mail industry, the time is right to bring these two operations together. In reviewing other college and university operations, it became evident that the transition to consolidating print and mail operations is the industry direction. BYU can realize significant savings managing this changing operation. It is respectfully requested that the merger of Print Services and Mail Services take place as described in this document. 40
Questions? 41