News from OMG, LLC

USPS 2011 Postage increase denied: Read More

Welcome to OMG, LLC

Greetings!

Onsite Management Group excels at managing and optimizing your service center. We provide you with industry expertise so you can focus on your core business activities.

Digital Mail Center Management
Copy Center Management
Scanning/Imaging & Records Management
Shipping & Receiving
Courier/Logistics Management Services
Professional Office Services
Switchboard/Receptionist Services
Industry Consulting

Let OMG take on the extra responsibility of your service areas so you can focus on what you do best.

Take our Survey so we can discover how we can assist you with your non-core business needs.

Maximizing your Package Shipping Dollar

In today's environment every process should be reviewed to determine that every dollar spent is being well spent. Shipping packages could be an area where money is being unnecessarily to meet expectations for delivery. The following items can reduce shipping costs and still get your packages there on time.

Planning

Overnight service can cost up to 300% more than shipping by ground service depending upon your vendor. Anyone can be a star in their department by reducing costs by 300%! Planning ahead is the key to avoiding expedited service fees. All vendors should offer a service level map for your area in order to know when you will need to send a package within the United States and have it arrive on time. This map should be displayed in all shipping areas and distributed to anyone utilizing shipping services. Use this to work backwards; if you know something has to be there by Friday, what day do you need to ship it ground service for it to arrive on time?

Also, be aware of the pick-up times from the vendors at your facility so that you do not lose a day by not having items prepared for that day's pick up.

Shop Around

Each vendor has their areas of service in which they offer the most competitive pricing and others where their prices are not as competitive. Do not get in a habit of using the same vendor without investigating the rates of another vendor. For example USPS overnight letter rates may be better than FedEx overnight letter rate, but FedEx package rates may be better than USPS package rates. Many factors impact rates of each vendor such as recipient location, business or residential, package weight, etc.

Also be sure to determine the value of using vendor provided boxes and envelopes. That free envelope or box may be costing you much more than a box you could use from your stock.

Also, each vendor has different levels of overnight pricing. Determine if it truly needs to be there early the next day or does it just have to be there by the end of the next day. The difference in price could be $50 or more.

Quality of Addressing

An accurate mailing address is critical to eliminating unnecessary fees in shipping. Vendors will charge at least $12.00 to correct items addressed incorrectly and more, depending upon the service required in the process. There is also the lost dollars in expedited service fees that will not be provided. For example: You spent $50 to overnight an item with an incorrect address, you will pay correction fees and the item will not be received overnight AND you will not receive a refund due to YOUR error. Remember, the USPS is the only vendor who can deliver to PO Boxes, these items will be returned to you by other vendors and you will not receive a refund and probably will incur additional fees.

These simple suggestions can save money and maximize your shipping dollars and your supervisor will be sure to notice your efforts!

Please contact Dennis Brown or Mark Hale for additional questions you may have regarding shipping and receiving: 513-947-6713 or toll free at 800-207-4807.

Article by Dennis Brown - OMG, LLC Shipping Specialist

Setting Up Efficient Packaging Stations

Who really spends time thinking about how your shipping or packaging areas are situated? If it is not your core area of business, you more than likely don't spend a lot of time analyzing it's efficiency, however, it IS important if you want to get the most out of your dollar and production.

Space: You need an efficient amount of space to be able to manage the size and production of your packages. If your packaging area is too small your staff will be less productive trying to handle a multple amount of send-outs causing confusion and possible packaging mistakes.

The design of your packaging area also needs to work well with the personnel size. You cannot have five employees working in an area that realistically fits two employees. Proper storage levels and sorting/packing tables need to be considered. Not too high, not too low, and the tables or benches need to be of sturdy material for heavy items.

Packaging boxes and cartons: If you are a large volume shipper you could be spending millions over time if you are shipping in the wrong size packaging. It is very important to have carton standards set up so each shipping clerk knows the best use for content and quantity.

Lots of money can be wasted if too much packing material is being utilized. You don't want to ship half a large box with tons of filler and you also don't want to ship a box bulging with content and no protection. Training and setting up standards is key.

Staff safety is crucial: No business likes to see a staff member injured. Saftey training in the packaging, shipping and receiving areas are vital. Lifting boxes that have been overfilled not only cause danger to the staff member but also can cause damage to the contents of the carton while shipping.

Using box cutters and openers are dangerous if not used with caution. Set guidlines and have frequent training sessions with your staff to ensure they are following safety guidlines and measures to lessen and eliminate injuries.

Article by Darrell Law - OMG, LLC Site Supervisor

October 2010

In This Issue

Maximizing Your Package Shipping Dollar

Efficient Packaging Stations

Managing Your Mail Distribution

The timely distribution of information is critical to any organization and this begins in the mailroom. It is very important to distribute mail properly considering the critical or sensitive information contained in any mailing.

The key to managing mail properly begins with the use of an accurate database system. Consistently updating the database ensures the mailpiece reaches it's intended recipient or department in the most efficient manner. Important elements of an effective database should include building names, floor, department names and title of individuals. By posting the database at the mail 'pitching' area any associated should be able to research a recipient's location and place the item in the proper bin for delivery.

An accurate coding system for delivery added to the database further ensures mail's accurate distribution. A coding system identifies a recipient's mail stop and the mail bins are labeled in an intelligent manner for easy reference and processing. For example columns should be assigned in a logical manner for reference such as by building, floor or department. Mail bins within the column should follow a similar logical assignment for greater ease of sorting the mail and ensuring accuracy. For example, if you know the mail piece is intended for someone in the Smith building on the 3^rd floor in Accounting, you should be able to easily locate their mail bin according to the coding system in place.

The goal for establishing any mail distribution system is to have a process in place that will allow anyone with minimal exposure the ability to accurately distribute the mail.

Within our client sites, OMG has demonstrated the ability to reduce mail delays and eliminate misdirected mail by establishing an accurate database and implementing an intelligently designed distribution system.

Call us today to see if we can do the same for you!

Article by: Melissa Lukemire - OMG, LLC Team Leader

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