One of the largest areas of unrealized savings for many of our new print and distribution clients is postage. There are several different reasons why using Spectra as your company’s print department unlocks significant savings, and those savings compound greatly with mailing projects that take place on an ongoing basis. Here’s an overview of Spectra’s mail capabilities and what they mean for your organization.

Industry Experience

While it may seem ambiguous, the simple fact that Spectra has been doing business with the US Postal Service for decades means that they are a valuable partner for any organization that needs to distribute large quantities of mail on a regular basis. While the average citizen’s experience with mail is limited to checking their home mailbox every day and occasionally visiting the post office to send an unusually sized item, the Postal Service has a range of different services for businesses, institutions, and government agencies, and navigating those services is not easy.

In short, Spectra’s print and distribution team ensures that your company uses the USPS correctly and optimally, saving you money in ways that you may not have anticipated.

Accuracy Through Technology

A major and concrete way that Spectra saves money for its clients is by avoiding overpayment for postage. Different pieces of mail cost different amounts to process based on their weight and size, and even a small overpayment for a piece of mail adds up to a large waste of capital when multiplied by thousands of pieces.

Spectra uses the leading equipment in automated mailing, the Pitney Bowes Connect+. This system not only accurately and quickly weighs and measures thousands of pieces of mail, but also calculates correct postage for each piece and interfaces in real time with the US Postal Service to account for any changes that may take place. 

While the details of Spectra’s automated mailing system are highly technical, the overall result for the client is easily understood and valued by everyone–the minimum payment for postage and dependable accuracy with every mailing.

Bulk Rates

There is at least one postage advantage that a corporation simply can’t get when it handles mailing in-house. Commingling is a practice that Spectra adopts in order to get better postage rates than any company can get on its own.

The secret of commingling is bulk rates. The USPS would rather transport a single large batch of mail than multiple smaller batches, and they are willing to pass on their savings resulting from that efficiency. Therefore, a company like Spectra that handles projects for multiple clients can combine mail from those projects in a single batch, thus gaining discounts on postage for all the clients that are involved. 

If this process sounds complicated, that’s because it is! Commingling is a benefit that not all print providers can offer their clients, but Spectra’s highly organized print process and years of experience in the print and distribution field enable them to give clients access to these and other postage benefits.

Accuracy Through QC

If there’s any single root cause of wasted capital in the print and distribution space, it is most likely failure in accuracy. If an organization is relying on a print provider without rigorous quality control processes in place, the results are disastrous. Small mistakes with address lists can lead to thousands of pieces of mail ending up in the wrong mailboxes. Inaccuracies in printing can lead to incorrect phone numbers, website URLs, or addresses being provided to customers or members, making it impossible for them to contact the client. Even mistakes that are printed but then caught before a mailing goes out the door create delays that may ruin time-sensitive projects.

Quality control is an essential component of the print process at Spectra. Our systems ensure that addresses and other types of key information are checked multiple times during the print, addressing, and mailing process to confirm that the correct document is sent to the correct recipient. These rigorous measures are particularly important in projects that involve personally identifiable information and patients’ medical data, which is governed by HIPAA regulations.

As a HIPAA compliant and SOC 2 Type II certified facility, clients know that they can trust Spectra to manage their projects according to the highest data privacy standards. We print and mail regular communications for insurance, financial, and government organizations that require very high degrees of accuracy and data security on every project.

Eliminating Hidden Costs

As in so many areas, some of the biggest costs in print and direct mail are the hidden ones. An organization can go for years wasting money every month on a print and distribution process without realizing it. By switching to Spectra, however, a client like this quickly realizes how much money was being left on the table by not taking advantage of the benefits available with an advanced, deeply experienced print facility.

Spectra’s highly satisfied clients range from small-scale retail advertisers to national organizations that need to mail high volumes of personalized pieces every month. With a world-class print facility equipped with some of the era’s most powerful digital presses and finishing machinery, Spectra is positioned to meet each of these clients’ needs with beautifully printed materials. Special printing techniques utilizing metallic, white, and textured ink are also available to take printed materials to the next level. 

For clients that need fulfillment services as well as print, there are many more advantages to be gained. Many of Spectra’s fulfillment clients utilize our in-house print facility to create labels, inserts, and other printed collateral for their shipments, saving money through the efficiency of handling all aspects of these projects under the same roof. 

Spectra’s expert managers are ready to learn about your print and distribution needs, introduce you to Spectra’s powerful range of services, and help you strategize. With a partnership with Spectra, your organization will be ready to execute its ongoing mail projects with higher quality and lower costs than ever before. Learn more and get in touch with us directly through our website.