1. Learn the Ins and Outs of Lettershop Production DMFA Seminar June 25, 2014 Kelley Gilbert Elise Buck

2. Dr. Stephen Covey 3. PRE-PRODUCTION PLANNING Always request a full package comp 4. Check Window to letter/reply for float 5. Check Window Contamination 6. Do you have a window on your return? 7. Does the return envelope fits into the carrier? 8. Measure premiums This is the matching envelope 9. Time for a USPS Mail Class Refresher? 10. Physical Specifications for Letters Not less than 5 inches long, 3-1/2 inches high, and 0.007-inch thick. Not more than 11-1/2 inches long, or more than 6-1/8 inches high, or more than 1/4-inch thick. Not more than 3.3 ounces*. 11. Package Weight Considerations Pieces that are over 3.3 oz, but less than 3.5 oz can mail at a piece plus pound Letter rate. Double check packages that are close to the maximum weight or thickness. Bindery tolerances, ink, varnishes, embellishments and humidity can add to your package weight and thickness. 12. Physical Standards for Flats More than 11-1/2 inches long, or more than 6-1/8 inches high, or more than 1/4 inch thick. Not more than 15 inches long, or more than 12 inches high, or more than 3/4 inch thick. 13. Other Considerations for Flat-sized Mail: Flexible Uniform Thickness Address Location 14. How do you pay postage? 15. LIVE STAMP 16. METER IMPRINT 17. Additional USPS Meter imprint options 18. PERMIT IMPRINT 19. COMPANY INDICIA 20. Lets talk Postal Logistics Postal logistics eliminates a number of the steps and tasks the United States Postal Service (USPS) must complete to deliver a mailing. Also referred to as work share by the USPS The more work that is done before a mailing reaches the mail stream, and the closer one can get the mail to the mailbox before it enters the mail stream, the more efficiencies you will realize in both delivery time and price 21. Why do I need Postal Logistics? Mail is a critical component of fulfilling any organizations mission Using postal logistics puts organizations in control of predictable delivery times, tracking progress once in the mail stream, maximizing savings and being able to choose the best delivery option to meet each campaigns goal 22. Lets All Get On the Same Terminology Page Entry Point NDC SCF Commingle Drop Ship Co-Palletization Hybrid 23. Heres how mail moves through the USPS via Entry Point Origin SCF Origin NDC Destination NDC Destination SCF Local Post Office Residence Mail Shop Local Post Office 24. Heres how mail moves using Drop Ship Origin NDC Destination NDC Destination SCF Local Post Office Residence Mail Shop Local Post Office Origin SCF 25. Heres how mail moves using Commingle Origin NDC Destination NDC Destination SCF Local Post Office Residence Mail Shop Local Post Office Origin SCF Commingler 26. Co-Palletization The process of consolidating trays of mail from different mail owners onto a shared pallet to increase mail volume deliveries to NDC or SCF, gaining additional work share discounts. 27. Lets review your Options with Commingling Upgrades your tier qualification and provides destination entry discounts A majority of the mail is dropped to the destination SCF Delivery in-home faster compared to Entry Point and about a day or two earlier than drop shipping Larger mailers can request a volume discounted rate Very smaller volume mailers who may not otherwise qualify for standard rates are able to leverage volume discounts Large mailers who segment their mailings into versions or packages 28. Lets review your options with Drop Ship Postage savings because of work share Expedited delivery by skipping time consuming steps Both regional mailers and large volume mailers targeting specific regions of the Country can reap the benefits of a deeper postage savings because of saturation of mailing into the destination SCF or NDC 29. Lets review your options with Co-Palletization Workshare Entry Discounts offer substantial savings; $34/M NDC Entry and $44/M SCF Entry Destination Entry is the last possible point of postage savings other than Drop Ship They have established networks, consistently move volume, provide real savings of money and time Great option for Flat sized mailings Offers smaller volumes entry discounts coupled with ride- share which helps to reduce freight costs 30. What is your role in helping your Postal Logistics Provider? Give your postal logistics provider a copy of your Last Mail File - Its that simple! 31. How to Achieve the Best Postage Rate? Ask your Postal Logistics provider to perform a postal analysis of your mailing data file Your analysis comparisons should include Entry Point, Drop Ship, Commingle, Co-Pal and hybrid options Each campaign should be individually analyzed and optimized An estimated savings report should be provided for each campaign or a combination of campaigns 32. Other suggestions to get more out of your postal budget Primary drivers of postage cost are the size and weight of the mail piece Work closely with your service provider to ensure your mail pieces dont unintentionally cross one of the thresholds Flat-sized or heavier mail pieces may drive higher response, but result in higher postage costs If your control piece currently mails as a flat, consider testing a letter size version 33. Benefits of Postal Logistics Save Money - More money for your Mission Postal Logistics is a nonprofits first line of defense to control and preserve postage budgets. Expedite Delivery Speeds delivery time On average Postal Logistics can reduce delivery time by 25%. 15.5 days Entry Point, 12.2 days drop ship, 10.9 days commingling. Track Mail IMb Nonprofits who use Postal Logistics have the ability to track campaigns once in the mail stream. 34. Wrapping Up Postal Logistics and Your Mailings Ask your Postal Logistics partner to: Evaluate methods including entry point, drop ship, commingle and hybrid options Analyze and optimize each individual campaign Estimate savings for each campaign Confirm quantity and postage to provide accountability 35. BREAK 36. Now youre moving into production 37. This production schedule will include the crucial target dates Creative files due Postage Request due Data & instructions due Components due Signoffs Postage due Ship Date If Commingling Mail Date or In-home Date 38. FORM LAYOUT They should include critical details such as: Unwind direction Core size & max diameter Registration marks Necessary gutters 39. Dates will be missed now what? communicate as soon as you know something is going to be late. the more time your partner has to react, the quicker they can come up with a solution. be proactive never assume, always check. make those missed dates the exception, not the rule. build the relationship with your partner. 40. Imaging signoffs should always include Longest record (this accounts for name, address & city) Shortest record 4-line addresses (or anything over 4 lines) Company address All your ask strategies Multiple states 41. When proofing imaging signoffs Review the accuracy of your data. Review that your instructions were understood, which fields to pull, when to default, what to default to, etc 42. Double check the following Read the letter out loud word for word. Check the backer does page 1 flow to page 2 properly? Check the date on the letter does it still make sense? Website did it go from .org to .com? With address labels, you dont need the +4 on the zip. Check all variable copy throughout the letter. If you have access to the database, check every record. 43. LASER IMAGING 44. CONTINUOUS FORM LASER 45. Forms can come as rolls 46. or fan-folded forms 47. Inkjet Personalization Inkjet heads vary in width from .5 to 8. Multiple heads can be linked together to achieve the personalization area needed. 48. Bindery systems Off-line bindery systems feed the personalized rolls into equipment that slits off the pin-feeds, bursts the forms apart and then folds, as needed. In-line bindery systems are folding units that are attached to the delivery side of the laser. 49. Stamp affixing Stamp heads are used to affix a single stamp or multiple stamps Only pay for your mail count. Stamp spoilage is the lettershops responsibility. Always request a pdf proof showing stamp denominations and positioning. 50. Match Mailings Physical Matching Camera Matching systems: Multiple cameras are positioned on the inserters as needed to capture a code on each personalized piece. Read/Write systems: This imaging system Reads a code on the personalized piece and Writes that corresponding name on the closed faced carrier. 51. Insertion Order Business up front, party in the back! Keep your letter/reply and return envelope facing the front of the envelope and then any colorful premiums can face the back/flap side of the envelope. 52. When approving insertion signoffs Live signoffs are strongly recommended. If multiple zipstrings, this is the chance to confirm that the correct components are in each. Lives dont need to include live stamps. Check personalized forms to make sure any folds fall in between lines and not in the middle. 53. Swing Arm Machine Operator side 54. Swing Arm Machines 55. Insertion equipment Rotary Machines 56. Internal quality control measures Every step within the process requires quality control and hourly pulls. Two-step process where 1) Imaging and Inserter operators check to marked approvals and 2) supervisors give final okay to run. Hourly pulls are live names that are checked to the marked approvals and then dated, timed and signed by the operator and confirmed by the supervisor. These pulls are customarily kept for three months. 57. Now a few last things to think about when planning your next Direct Mail piece Every lettershop has a different variety of equipment. 58. Necessary clearance? 59. Characteristics of your inserts 60. Open edged inserts? 61. Small or odd shaped inserts 62. Lettershop Receiving Requirements Your lettershop may be limited to the size and weight of skids based on their storage systems. There may be specific labeling requirements, packaging requirements, receiving hours, And space limitations. 63. And lastly Spoilage Each step of the production process requires spoilage. The higher the quantity the lower the percentage. Make sure to factor in when estimating and planning. Spoilage amounts differ based on complexity. Spoilage amounts can also differ by lettershop. 64. Closing thoughts When youre juggling this many moving parts Everyones working in lean-staffed environments Things happen. 65. dont loose time panicking, use your time to figure out a solution, brainstorm with co-workers, colleagues, peers, or even vendors, to find a solution. 66. There will be plenty of time once the job is in the mail to figure out what went wrong. When you do, use that knowledge to learn and to teach your team. 67. Remember HOW we do what we do, should always reflect WHY we do what we do. 68. Questions?