Top 5 Mailing and Shipping Tips for Small Businesses

If you are employed by or own a small business, you understand the challenges of managing mailing and shipping operations. But did you know that many of these time-consuming tasks can be surmounted with accessible and easy-to-use automation solutions that can save you time and money. 

Recently, our Quadient Connects live event offered education and resources to help SMBs and businesses of all sizes BE MORE and achieve next-level success. Below are some of the key insights from our Best Practices and Technology for Small Businesses presentation which explains how SMBs can leverage essential tools and modern mailing technologies to help streamline processes, reduce costs, and save precious time. 

1. Embrace mail automation technology

Manually folding and inserting documents into envelopes is time-consuming and prone to errors. 
but you can cut down on repetitive and tedious tasks by automating your mailing processes. Folder inserters save time and increase productivity by folding and inserting documents and even sealing the envelopes, ensuring a professional finish every time. 
Replacing traditional paper mail, like Certified Mail, with digital solutions eliminates the need for physical storage and makes mail easier to archive and track. 

• Save hours of stuffing with a folder inserter
• Simplify tracking with digital mailing tools 
• Save on storage space

2. Make the most of every mail piece 

Personalize your mail with recipient-specific information and colorful designs to make it more engaging. Personalized mailings are more likely to capture the recipient’s attention and prompt action. By enhancing the readability and attractiveness of documents you ensure that your communications are professional and effective. Using the white space on envelopes for personalized messages is an effective way to communicate with your customers and set your envelopes apart. Seasonal greetings and promotional offers add a personal touch and have been shown to boost engagement and response rates.
Convey important information directly on the envelope, such as past-due notices, to speed up payment. 

• Customize envelopes with personal messaging
• Capture customer attention with colorful graphics
• Make business-critical communications stand out

3. Ensure secure and trackable delivery at better rates

Secure your mailing processes to protect sensitive information. Document automation software ensures your mail is handled and delivered with the utmost integrity, reducing the risk of data breaches. This includes implementing address hygiene tools to ensure your mailing lists are accurate and up to date. This reduces returned mail and ensures your communications reach the intended recipients promptly. 
Barcoding technology is critical for automating mail sorting and processing. By adding barcodes documents, businesses can reduce manual errors. This technology, known as closed-loop verification, supports accurate mail assembly, ensuring that every piece of mail is managed correctly.
•    Ensure the right document is inserted in the right envelope with closed-loop verification
•    Send mail that is compliant and meets privacy requirements 
•    Reduce the hassle and cost of undeliverable mail

4.  Leverage postal automation

• Postal automation tools to speed up the delivery process and save on postage costs. These solutions offer significant savings by allowing businesses to take advantage of discounted rates and services.
  Postage meters are essential for automating the process of feeding and stamping envelopes. These machines can handle large batches of mail quickly and efficiently, significantly reducing the time spent on mailing tasks. With built-in scales and up-to-the-minute rates, these devices simplify the mailing process and help avoid postage overpayments.
  Running out of ink in the middle of an important mail run can be a major setback. Programs that automatically ship new ink cartridges when levels are low, ensuring uninterrupted mailing operations. This proactive approach prevents delays and keeps your mailing processes running smoothly. 
  •    Never worry about over or under-paying for postage
  •    Take advantage of flat-rate shipping 
  •    Pre-sort mail for faster delivery and reduced rates

5. Streamline shipping processes

S.M.A.R.T shipping solutions include a rate shopping feature that allows businesses to compare rates from multiple carriers on a single screen. This ensures that you always get the best rates for your shipments. Additionally, choosing the right-sized box for your products helps avoid unnecessary costs, and printing barcoded labels makes managing and tracking shipments faster and easier. 

• Find the fastest and cheapest rate in no time 
• Batch process multiple shipments at once, ensuring discounts on USPS® services like Priority Mail and Priority Mail Express
• Import up to 10,000 addresses, improving mail deliverability and reducing manual entry errors

Be MORE

To learn more about how you can transform your mailing and shipping operations and reinvest your efforts  into more revenue-driving work, like growing the business visit Quadient Connects and watch on-demand. Choose from over 60+ complimentary sessions, demonstrations, and insights from more than 40 digital transformation experts. With topics from mailing solutions to customer communications management, document and finance automation and secure parcel delivery there is no limit to what you can learn and achieve.