Must-Have Copy and Mailroom Solutions for Your Office
When you think of creative ways to save time and money in the office, your mind probably doesn’t go to the mailroom. But investing in mailroom equipment is one of the simplest ways to boost efficiency and free up your time for more critical tasks.
What exactly is mailroom equipment, and which devices are must-haves in any efficient mailroom? Keep reading to learn everything you need to know about copy and mailroom solutions.
What Is Mailroom Equipment?
Mailroom equipment is a blanket term used to describe any device that automates tedious mailroom tasks, such as folding paper, stuffing envelopes, applying postage, and opening letters. Mailroom automation is beneficial for any business, but it’s especially helpful for companies that process a large volume of mail.
Depending on your business and your needs, you might need one copy and mailroom solution or several.
Create an Efficient Mailroom With These 5 Solutions
Are you unsure which copy and mailroom solutions are essential for your business? Here are five must-have items that will turn your inefficient mailroom operations into a well-oiled machine.
It may not take that much time to peel and stick a stamp on an envelope, but those seconds add up with each mailpiece. If you send out more than a few envelopes each week, you should consider ditching physical postage and investing in a postage meter.
Postage meters automatically weigh your mailpiece, calculate the correct postage, and print it directly on the envelope or package, which means you never have to guess how many stamps to use. Plus, you become eligible for postage discounts when you use a meter. You can currently save 5 cents per letter when opting for metered postage instead of stamps.
Only four companies offer postage meters authorized by the United States Postal Service. When choosing a device, make sure it’s from Pitney Bowes, Quadient, Data-Pac, or FP Mailing Solutions.
Have you or your employees ever wasted an entire morning folding a large batch of documents, stuffing each page into an envelope, and sealing them by hand? You could have completed that same process 10 times faster with a basic folder inserter.
All you have to do is load your documents into a folder inserter, press start, and walk away. Within a few minutes, you’ll have a stack of folded, inserted, and sealed envelopes ready for the postage meter.
Regular printers are capable of producing printed mailpieces and labels, but it takes time to get your settings right. A mailroom printer is an excellent investment if you don’t have time to tinker with your office copier.
Mailroom printers create high-quality graphics for a low cost per print, and they’re designed to produce standard mailpiece sizes. You can load a blank postcard into your machine, choose your design, and end up with a professional two-sided print in just a few seconds. Additionally, you never have to worry about hand-addressing mail again—envelope printers produce clear, crisp addresses that are perfectly centered on any envelope.
Adding a mailroom printer to your copy and mailroom solutions will create a perfectly streamlined mailroom. Folder inserters, mailroom printers, and postage meters take care of the outgoing mail process from start to finish, saving you hours of work every week.
The above copy and mailroom solutions streamline your outbound mail workflow, but they don’t automate the incoming mail process. If you’re looking for a way to avoid paper cuts, quickly open stacks of mail, and avoid ripping important documents, you need a letter opener.
Automatic letter openers can open hundreds of letters of all shapes and sizes every minute. Some machines are capable of printing text to envelopes while opening them, so you can easily sort by the recipient, department, or document type.
Letter openers come with several other advantages, including:
- Improved safety: Paper cuts may be annoying, but they’re not usually dangerous. However, a sharp staple or paperclip can inflict a deep cut. With a letter opener, you don’t have to worry about your employees getting hurt.
- Faster document processing: If you’ve been waiting for an urgent invoice or big check, you don’t have time to waste opening envelopes. Instead of sifting through hundreds of mailpieces, you can load your incoming mail into your machine and sort through the contents in minutes.
- Less mess: After opening 100 mailpieces by hand, you typically end up with a pile of paper scraps, staples, and other waste. Letter openers catch scraps, so they don’t end up on the floor.
Mailroom equipment can save you countless hours in lost productivity, but it can’t give you visibility into your expenses or mailing volume. If you want a high-level understanding of your mailing strategy, you should add mailroom software into the mix.
There are several different kinds of mailroom management software. Some track postage expenses and generate cost reports, while others act as a document management system that tracks business-critical documents and their recipients. No matter what you need, a mailroom equipment company can help you find the right system to simplify your business processes in the mailroom.
Have You Been Searching for the Perfect Copy and Mailroom Solution?
Superior Office Solutions offers an unrivaled range of FP Mailing Solutions devices that fit any need and budget.
Make the Most of Your Equipment With a Mailroom Service Provider
Copy and mailroom solutions are the perfect investment if you want to free your employees from tedious tasks and save money. However, it’s not always easy to choose the right devices for your office. If you need guidance from a reputable mailroom service provider, Superior Office Solutions can help.
Unlike other equipment leasing companies, our top priority isn’t making a sale. Our goal is to help you find the perfect copy and mailroom solutions for your business. Whether you need a single machine or a whole suite of devices, our team will treat you with the utmost respect and offer transparent advice.
Our service doesn’t stop once you make a decision. We also help you install and maintain your equipment during your leasing term. If you experience a mysterious error or need a replacement part, a certified technician will arrive at your office within hours or offer remote assistance.
Do you want to make the most of your copy and mailroom solutions? Partner with SOS today to access modern devices, unmatched leasing terms, and superior customer service.
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Superior Office Solutions has been adding a personal touch to the office equipment leasing industry since 1999. With four convenient locations in the tri-state area, we provide world-class equipment and unbeatable service to over 4,000 customers.