Preparing for the Postal Punch

Louisiana State University
Manager of Mailing Services: Paul Ramirez

Prior to the increase, we did a rate comparison to let our customers know what kind of an increase to expect on the more commonly used mail categories (First Class, Priority, Media and Library Mail). Knowing that rates on flats and parcels would be increased dramatically, we decided to focus on customer education first.

About three weeks out, we sent a memo out to all customers to make sure that they knew the rate increase was coming as well as to inform them that the flat and parcel categories were going to be hit really hard. We also brought in a couple of postal reps to meet with our staff and the designers on campus to discuss the fact that many mail pieces could be redesigned to mail as letters rather than flats. This alone could save the university a lot of money.

Now that the rates are in effect, we are monitoring our incoming mail for pieces that could mail at a lower rate by redesigning. This is usually as simple as folding and stuffing into a smaller envelope. A cost analysis showing what they paid along with any potential savings and our recommended changes is then sent to the mailer.

University of North Texas
Director, Printing/Eagle Images-DPC/Mail Services: Jimmy Friend,

We’ve had a few problems. We had to produce three different postcards that were in stock for our recruiting fulfillment center. They were all produced within the last 12 months, but did not meet the new weight requirements of postcards. We worked with our customer, Admissions, and produced the new ones at cost.

Also, we had a seminar and invited USPS reps in to discuss with my staff, as well as people on campus that are involved in mailings. We had over 50 in attendance, and are considering another session next month. We had more people attend this session than any other classes we have offered in the past 3 years.

We are working very closely with the local USPS to ensure we are following the rules for the new changes. It may take an additional day or two in the proofing process, but it is worth the effort in postage savings.

Our customers have been understanding of the situation, and do appreciate our working relationship with the USPS to ensure proper mailing and postage savings. It may take a few months to truly understand the impact of the postage rate changes, and I’m certain they will change again in the near future.

Several customers have told us they are reviewing their mailing list and trying to reduce bad names or addresses. Several others intend to use NCOA services through our Mail Services Dept for this.

Our Admissions department is looking at more ways to use the internet and e-mail, rather than mailings; I truly expect to see a drop in the number of projects printed from this group, and they are one of our top five customers.

In fact, I expect to see a drop in large mail runs from all our customers from this point forward.

University of Washington
Mailing Services Operations Manager: Steven Roberts

Some of the steps we have taken are comprehensive training for all Mailing Services staff that process UW mail. We asked the USPS to come into the facility and offer personalized training. We included the publications coordinators and designers within the organization in our training sessions. I also took section supervisors to training sessions with USPS Mail Piece Design Analysts at a regional postal facility.

All in all we’ve provided two full classes on the recent postal changes to everyone who comes into contact with clients from Publications Services and Mailing Services. We’ve also communicated all of the changes to the university community via a direct campus-wide memo, sent out an ePubs newsletter to clients and utilized the Publications Services Web site.

Vendor wise, we’ve worked quietly behind the scenes to prepare and upgrade equipment to handle the new “shape base pricing” requirements, rate changes, software upgrades for mailing list modules and our own internal accounting and billing systems. So far we’ve only had a few minor problems that are nationwide but are working on them with the vendors to remedy.

San Diego County Office of Education
Graphic Communications Manager: David B. Liss

The San Diego County Office of Education held a workshop on May 14 to review the new postal rate changes from USPS. All departments that are frequent users of the mail system attended. This was a joint workshop between the mail department and my graphics in-plant. We presented current prices and then provided the newly approved prices. We reviewed with our departments the best mailing solutions and where they could save the most. It covered not only mail but rate changes for packages, and we will use up to three or four delivery companies to get our best possible rate.

Most of the departments will be reviewing mailing options with us to see if redesigning the piece or half folding can be used to achieve better rates when possible. SDCOE will be attempting to reduce flat size mail that is 9x11? in size. We will definitely will be working much closer with the mailing operation.

The University of Texas at Arlington
Director of Maverick Print & Mail Services: Steve Burdette

We installed new Pitney Bowes DM1000 metering devices with the new shape-based sensors. We also added a link to our Web page that includes the new postage rates along with information on how to redesign your mail piece to maximize your postal discounts. We sent out global e-mails alerting departments of the increases. We held budget meetings with key departments to discuss ways to reduce postage expenses on future projects.

Walgreens
Manager, Printing & Mail Services: Linda Balsamo, PhD

We distributed information last month along with templates to all of our departments. I did not receive a single call about the shape-based pricing. We ordered new 6x91/2? letterhead envelopes to accommodate what used to be flats, but they are still sitting on the shelf.

I believe the Post Office did a poor job educating the general public about the changes. Most of my customers are aware of the 1-ounce rate change to $0.41, but little else. I suspect I will have their attention when they see their postage expenditures for the month.