Mailrooms are a very important part of a huge number of businesses across the United States. Even in the digital world we now live in, organizations of all sizes receive an overwhelming amount of physical mail. Because of this influx of mail, it is not uncommon for letters and documents to be lost among the masses.
While you would expect that most mail that businesses receive would simply be junk mail, businesses are also receiving letters about accounts, bills, and other documents. This is why a good mailroom is useful.
In this article, we will detail why mailrooms are substantial to many businesses, list the five most essential mailing machines, and also explain why they belong in a business mailroom.
Why are Mailrooms so Important to Businesses?
Even though the go-to communicative method for businesses is now email, the influx of mail that businesses receive is still massive. While the processes within the mailroom have changed over time, one thing that will not change is the importance of mail. It is not just a communication channel. In fact, mail is also very useful for sending thoughtful notes, documents, and bills.
One of the most significant reasons why mailrooms are so critical to businesses is that they help streamline their mail processes. This then helps to make time and space for other areas of the business. This is because mailrooms tend to have dedicated machinery, which makes the processes of sorting, sealing, and sending mail much more efficient.
In addition to this, by using mailroom machinery, you can save money. For example, you would no longer have to pay people to sort through your mail. You are then able to save and utilize your money in different areas of the business that need expanding, or more funding.
Five Most Important Mailroom Machines
There are different types of mailing machines that provide businesses with numerous benefits. While a vast majority of them do come with larger upfront costs, the money and time that they will save you over the years to come provide a great return on investment. While there are many kinds of mailroom machines, these are the five machines whose features and capabilities stand out the most.
Letter Openers
When receiving a high volume of mail, by far the most time-consuming process of sorting through the mail is opening each letter. This is why letter openers are great to use. Letter openers allow businesses that regularly receive large quantities of mail to sort through and open each piece.
There are many types of letter openers that are tailored to a variety of budgets. However, they are all very effective at opening letters. The highest quality letter openers on the market can open up to 300 letters per minute, and an astounding 126,000 for a typical 7-hour working day.
This level of efficiency allows mail for even the largest of businesses to be sorted through effectively. As a result, there is more time and resources to spend on other areas of the business. The speed and efficiency of a letter opener cannot be replicated by a single employee, or even a large team of them.
Envelope Sealers
Another task that can take an enormous amount of time is regularly sending out thousands upon thousands of letters, whether it be important documents or marketing materials. This could mean that thousands of envelopes need to be sealed by hand, which can take up time and people. This is where the convenience and power of envelope sealers come in.
With the most powerful envelope sealer models such as the Formax FD 430 Envelope Sealer, you can seal up to 18,000 envelopes per hour. This pace can save a business a huge amount of time, and they don’t need to hire an employee to secure envelopes.
Postage Meters
A postage meter is an advanced piece of mailroom equipment that prints postage or labels onto envelopes and packages. It also includes a scale that allows you to weigh items, and calculate your postage costs. The machine takes the users through a simple, step-by-step procedure for weighing and metering their mail.
Some benefits of postage meters are the time that they can save a business, and their ability to streamline a business's mailing processes. This is done by reducing the amount of necessary trips to the post office.
In addition to this, a postage meter's ability to weigh and price postage allows a business to improve tracking what they are spending. This is an advantage for organizations, as these costs can then show which departments are spending more on postage. It also allows a business to see if any departments can cut their postage costs to maximize profits.
Digital Color Printers
One of the most important parts of marketing mail is the aesthetic of the letter that you are sending. A digital color printer lets you create an aesthetically pleasing marketing letter with high-resolution designs. Low-resolution images that look unprofessional will negatively affect your audience's impression of your business.
Marketing mail is still very commonly used by businesses all across America. Having a high-quality Digital Color Printer allows these businesses to fully customize their marketing materials. They can give their customers a very professional-looking letter that could drive more business to their organization.
Folder Inserters
Folder inserters are another amazing piece of mailing machinery that can help transform the mail sorting of any business. These machines are designed to insert, fold, stuff, and seal all of the letters you plan to mail. This equipment eliminates any need for your staff to perform these mundane tasks.
The process of operating a folder inserter machine is very simple, and the device can complete numerous jobs at once. Therefore, a folder inserter is a very time and cost-efficient solution.
There are a huge number of different folder inserter machines on the market from industry-leading brands such as Formax, Koilmatic, FP, and so many more. Each of these brands have multiple models with unique capabilities.
