Automate Print & Mail Operations


You may have heard the phrase “automate print & mail operations” and wondered just what it means. The common definition is to use computer software programs that can handle all elements of a print job, including design, material handling, and printing without human intervention. This leaves you free to focus your attention elsewhere in your business or on other projects. In truth, print jobs are very easy to maintain once they are fully programmed.

When an order is received for a piece of printable media, the software will be able to figure out how much to print, at what press speed, and at what cost. In addition, the program will determine whether or not to send a print job for pick-up and mail out. For many companies, this leaves their employees with very few duties to perform other than physically handle the print jobs. However, automated operations can save time, money, and energy. They can also help increase efficiency by freeing up individuals in your company to work on other projects.

A majority of print company applications are designed to be simple enough for a single person to use without the assistance of any programming languages or technicians. Many of these applications come with single page instructions that make it easy to perform all tasks involved. All it takes is a click of a button to activate print jobs and then a few more to deactivate them. For companies that have multiple branches, staff, or locations that need to utilize these services, it’s as easy as creating a new user account. Once established, a user can simply log in to set up new print jobs or delete existing ones.

Some companies choose to outsource the job so that employees don’t have to be concerned with the programming side of the operation. There are a variety of software options that can be purchased on CD or online. Once downloaded, the software can be used right away with no extra installation required. Once it is installed, it can begin automatically taking care of jobs. For businesses that generate a large amount of mail, the software will continue to generate new mail on scheduled days. It is also capable of sending out printed materials as well as emails, which allow the employer to keep a more organized and detailed timetable.

When you consider how much time and money can be saved over the course of a year when you factor in the amount of time that it takes to prepare mail for delivery versus the amount of time and money it takes to print it out, the cost-savings can be enormous. Many companies that choose to outsource their print to a third party often find that they spend less than they would if they hired a separate operations manager for the task. While there are different operating costs associated with operating a printing company as opposed to a mail operations management company, the main difference is the number of personnel and the complexity of the task itself. Mail operators usually have extensive training and are highly-qualified individuals who can manage full time jobs. If you want to know more about this you can click on the link post grid.

You might think that it would be difficult to find a software program that could perform both tasks, but there are software programs that can perform both tasks. The two tasks commonly referred to our print and mail functions. When you combine these tasks into one, it is often referred to as a mail-to-print function. Many programs can automate this process down to almost zero, while some require more manual work by the operations manager.

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