"When USPS makes changes, we look to see who is going to be affected and offer suggestions for keeping costs down," explains Beth Gatewood, assistant administrator of Printing, Mailing and Document Production Services at the University of Oklahoma in Norman. "For example, two years ago when the USPS Price List came out we started crunching numbers and found if the Athletic Department's media guides were mailed as Bound Printed Matter rather than Media Mail, they could save money." The switch generated a $6000 savings! 
 
The two-time award winning ten-person mail team, which processes 5 million pieces of outgoing mail annually, is always searching for new ways to deliver not only the mail, but increased savings. For example, last year when the USPS changed requirements on booklet-type self mailers requiring 1 ½" tabs on different sides of a mail piece, they quickly realized it was taking twice the time to process jobs because they had to go through the tabber twice. "We purchased a second tabber and a bump turntable allowing these jobs to be completed in one pass." (View SECAP tabber in operation.) Working in tandem with Printing Services, addresses and barcodes are actually printed during the printing process on the NexPress. Gatewood offers this suggestion: if it's going in the mail -- Mailing Services cuts it when it is printed as a multiple up. This has saved time and money!
 
As an educational state agency, they have the ability to save a tremendous amount of money by mailing at presorted non-profit rates vs. presorted standard rates. "Again, education is the key -- make sure your clients know the difference and what to leave out to make it eligible." For instance: knowing a non-profit letter can weigh up to 3.3 ounces at no additional cost or using a 6 x 9.5 envelope, rather than a 9 x 12 envelope. Although there isn't a non-profit rate for postcards - rather then sending out a 4.25 x 5.5 postcard at 28 cents each, customers can mail for 17 cents at the non-profit rate by changing the dimension slightly -- either a 4.125 x 5.5 or go bigger, but keeping the aspect ratio between 1.3 and 2.5.
 
Having someone in-house who is up-to-date on the latest postal regulations can deliver huge savings! Gatewood regularly attends quarterly Postal Council Meetings and keeps an open line of communication with the local post office. The USPS' Business Service Network also emails her changes regularly. She urges mail centers to sign up for the DMM Advisory by sending an e-mail to dmmadvisory@usps.com and indicate "subscribe" in the subject line to receive notification of potential changes. 
 
To help educate customers on all of the changes, they offer a mail seminar through Human Resources every semester. "We also have the ability to review mail pieces before they are printed and if changes could be made that would result in a savings, we call the customer." 
 
Gatewood shares these money-saving tips:
 
·         Setting up a Centralized Account Processing System (CAPS) through the USPS and a Postage by Phone account. "Prior to doing this, we had to balance and replenish permits in OKC and Norman and issue checks for yearly fees. Now we balance one account and issue one check each month. Permit imprint mail, business reply mail, postage due and yearly fees are automatically deducted from this account. Our Postage by Phone account earns "free postage" and by making this change our monthly "free postage" has doubled. For more information on CAPS go to http://caps.usps.gov/capsover.asp

 
·         Holding permits in two locations -- both OKC and Norman. OKC is a Business Mail Entry Unit (BMEU) and depending on the number of pieces and delivery areas in a mailing, permit locations can make a signification difference in postage when processing for automated rates.  When we deliver a mailing to OKC, we charge a delivery fee.
 
·         Recycling unsolicited mail.  Saving close to 20 hours a week in sorting time and the carrier's loads are lightened by approximately 100 lbs. a week.
 
·         Implementing a "buddy system" and eliminating our substitute carrier position through attrition. The carriers have been teamed up. When one is out, the other is responsible for delivering both routes. Unscheduled leave has been reduced by 36% in the first 6 months. 
 
·         In an effort to go green, OU is replacing gas powered utility vehicles with electric vehicles. Central Mail Service is the biggest daily user of these vehicles and the only department that relies solely on these vehicles. When we realized the monthly expense was going to double for the leases, we restructured the routes and delivery times and were able to reduce the vehicle fleet in half.
 
Gatewood offers this advice for mailers:
 
·         Educate customers.  It's easier to help them from the beginning rather then trying to find solutions after the fact -- especially with the USPS flexibility, size and shape rules.
 
·         Think outside the box for changes.  Don't be afraid to try new things and ask employees for input. 
 
·         Become involved with your local Postal Customer Council.  Our PCC holds quarterly meetings keeping us up-to-date on postal changes and guidelines. Getting to know the people with whom we work truly helps.  
 
·         Remind employees -- there is a reason SERVICE is in our name. If customers want something, do your best to meet their deadlines and expectations.