Making a meal of the mail? Business streamlining for the 21st century office

The old adage ‘time is money’ was more or less invented for the working world. After all, there can be little argument that time spent unproductively is, more often than not, to the detriment of the company.

Hence, working life in the 21st century is a completely different ballgame to that of only a couple of decades ago. It seems that the office environment has been streamlined significantly to help minimize the resources that are used on laborious and time-consuming administrative tasks.

Indeed, it’s probably fair to say that for every task that can be performed by hand, there is some kind of product that now exists to make the job that little bit easier. And in many cases, that device will carry out the task completely, with minimal human intervention.

Even the smallest of offices can afford a photocopier that not only duplicates paper documents, but also mass-produces, staples and sorts documents into neat, ordered piles. And all by simply pressing a few buttons. The amount of time and money this saves businesses each year is probably incalculable.

And although little persuasion should be required as to the benefits of email over conventional ‘snail mail’, the fact is, the need for traditional mail is unlikely to disappear any time soon. And this is perhaps the one area many offices have failed to streamline.

Most companies will, at some point during each week, need to perform at least one sizeable mail-out. It could be invoices, conference invitations or a newsletter. Whatever the occasion, physically folding an A4 sheet twice and then inserting it into the envelope whilst ensuring the address displays correctly through the little window, can be a very time-consuming exercise, especially if there are hundreds, or even thousands, to do.

Of course, where there is any sort of demand to alleviate time-consuming manual tasks, the supply is never normally far behind. And this is why more and more companies are using folders and inserters to effectively manage their mail.

Similar to a photocopier, by simply pressing a few buttons, a folding and inserting machine can be left to its own devices and fold, insert and seal any mail-out. Thus, the time normally spent laboriously managing mail, can be spent far more productively. Not only do folders and inserters help with mail management, they’re also effective in developing new customers. A broad range of folding and inserting systems are available, from solutions for common applications such as bills and direct mail, to larger systems that utilise integrated technology for a more streamlined process.

So, for most people, it’s probably difficult to imagine working life without all the technology that is now largely taken for granted. From photocopiers and franking machines, to emails and folding/inserting systems; they are all designed not only to make life easier for the staff, but also to streamline operations, making the business as cost-effective as possible. After all, time does equal money.

About the Author

Adam Singleton writes on a number of topics on behalf of a digital marketing agency and a variety of clients. As such, this article is to be considered a professional piece with business interests in mind.