Annual Mailing Equipment Review
Now is the time to review your mailing equipment to determine if (1) it is time to invest in upgraded equipment or (2) if your equipment is at the end of its lifecycle. Most organizations will soon begin the process of planning next year's budget, and it makes sense to be prepared to request funds for equipment if necessary. The following items should be considered when evaluating your current equipment.
- What is the manufacturers recommended lifecycle for your equipment?
Manufacturers estimate the amount of materials that can be processed on mailing equipment in its 'lifetime'. You can expect to have more issues with maintenance and performance after that point in time. If you are near or have exceeded the quantity of production for your equipment you may want to consider replacing it in the near future. Of course many issues can impact the 'lifetime' of a piece of equipment, and you should consider those items in your decision as well. How many performance issues have you experienced with the equipment? Have performance issues increased in the past year? What are your estimated volumes moving forward? Estimated increase? Or estimated decrease?
- What features will you gain in upgrading your equipment?
Technology continues to add new features and capabilities to equipment. These features can increase throughput and productivity, reduce postage costs and increase accounting capabilities.
Does your equipment allow you to take advantage of Commercial Based Pricing? This feature provides a discounted rate for all Priority Mail items processed. Depending upon the volume of Priority Mail pieces mailed within your organization the ROI may be achieved in a short period of time. You can also process Certified Mail pieces electronically on many meters today, again achieving significant postage savings depending upon volume.
- Which vendor should I purchase from? This decision should be based upon three criteria:
1. Available features
2. Service provided
3. Total Cost
All equipment vendors have their features and benefits to be considered. The most important thing to determine is your specific needs and purposes. Then review the vendor's equipment and costs against your needs. Do you need quality accounting software, high throughput, the ability to process different types of materials during the work day, etc.
Post-sale is the most critical time of the relationship with a vendor. You can not afford to have unreliable service in a mail production environment. Ask for references and ask those references how satisfied they have been with their service. Ask how long it takes for a technician to arrive after a call is placed. They may be satisfied if it takes a day for a technician to arrive, you may not.
There are many accessories offered for all mailing equipment, so make sure that these accessories are truly necessary for your needs. These items can significantly add to the total cost. Do you need a power stack with your volumes? Do you need a thermal printer? Do you need touch screen monitors?
In summary, it is very important to do your homework when asking your organization to make the investment to replace or upgrade your equipment. Your recommendation will have an impact on your productivity, whether positive or negative. The best choice will be reflected in your pre-planning efforts.
OMG, LLC has the experience and relationships with equipment suppliers to assist in evaluating equipment and deciding what is the best fit for your organization. Give us a call today and we can help ensure you make the best decision in order to generate cost savings and increase productivity.
