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Though many might consider "snail mail" to be a thing of the past, most companies still sound out a great deal of mail each and every business day. This is rather unavoidable, especially for companies that have to bill customers and send them regular statements about their account and services with the company. For sending out large volumes of mail, there is perhaps no better piece of office equipment than the mailing and postage machine.
These machines are able to easily handle addressing, printing, and assigning postage to many pieces of mail in rapid succession. They make the job just a bit easier for those overseeing the mail, and they improve the company's efficiency when meeting a deadline for priority mail pickup. Despite their universal ability to make things more convenient, these machines do vary in terms of their features. For high-volume customers and companies, there are seven essential features to look for that will make it easy to select the right machine.
1. Internet Connectivity is a Must for any Postage System
In the 21st century, there is simply no reason to exclude Internet connectivity from any office device, especially one that regularly deals with postage. With Internet connectivity, these machines can check the latest rates for all kinds of postage, as well as transmit information to the company that will be picking up the mail and sending it out to customers. That takes a lot of time otherwise, so including Internet connectivity is essentially a commitment to greater workplace efficiency and accuracy.
2. Color Printing Increases the Visibility of Mail When Delivered
For quite some time, postage machines printed envelopes only in black ink, leaving behind the vibrant colors that cause people to open the mail more reliably. Today, tough, process color and other printing techniques are available so that businesses can turn their regular mail deliveries into vibrant, colorful affairs. Don't pick up a postage machine that got stuck in the 1990s or early 2000s. Instead, pick one with color printing and never look back.
3. Choose a Postage System with an Integrated Weighing System
Postage systems typically come in two varieties: Those that weigh mail with an integrated system, and those that do not. Those that do not weigh mail can often be extended with an add-on scale, of course, but that's a hassle and an extra expense that business owners just shouldn't have to endure. Pick a system that comes with a scale as a standard feature, and enjoy the benefits that come with a fully integrated, all-in-one postage solution. Anything else is a waste of the business' time, money, and resources.
4. Look for a Processing Rate of at Least 200 Pieces Per Minute
High-volume postage customers know that time is money, and that their mail usually takes a great deal of time to prepare, process, and send out. With the right postage system, though, there is no need to wait very long at all. Even the most basic systems come with a 200 piece-per-minute production rate. Before buying any postage system, pay careful attention to how many pieces of mail it can handle per minute. Upwards of 200 pieces will indicate great efficiency, while less than that amount will be a drag on resources and time.
5. Make Sure the System Handles Sealed and Unsealed Envelopes
Whether it's a simple mistake or a deliberate reluctance to seal the envelope, unsealed pieces sometimes get sent through postage systems. If that postage system is not properly equipped, an unsealed envelope can wreak the kind of havoc that takes a great deal of time to fix. For this reason, businesses who are serious about their mail production need to choose a machine that can handle both sealed and unsealed envelopes, smartly detecting and managing those pieces of mail with ease instead of hardware malfunctions and software glitches.
6. Look for an Integrated Screen in Full Color
Today's modern postage systems look like a combination between the postage systems of old and modern-day desktop computers. They should feature an attached screen in full color that can be used to set postage rates, addresses, and envelope specifications, with ease. These screens should be directly attached to the postage system, and they should be controlled by computer hardware that is integrated with the system.
7. Look for Handling of Various Envelope Sizes
Not every letter is sent out in a business-sized envelope. Sometimes, smaller or larger mail is a necessity for businesses. Choose a machine that can handle a large variety of envelope types in order to eliminate headaches and malfunctions at some point down the road.
A Great Machine is 7 Features Away
Businesses who are looking to increase their postal efficiency and reliability are only seven key features away from a great postage system. With the right features and production rate, the average mail room can be turned around and brought firmly into the 21st century. Excellent new technologies and sorting tools make it possible for major gains in every business environment.