LET US FIND SAVINGS AT THE RIGHT PLACES22. 7. 2009 Many clients connect cost reduction and productivity of labour with negotiation of the best possible contractor prices. We regard granting of the best possible conditions as very important but not the only way of reaching your goals.
Key-ready BÖWE solution
In hard competitors fight only such entities can pass that are able to complement provided services with significant added value – with service in the widest meaning of the word. We will try to describe the meaning in the following article. ANALYSIS at the beginning At the beginning of each solution very open dialogue between the client and potential service provider must pass through. Analysis of initial information and especially the required result is the first unavoidable step that no responsible investment may omit. It is not only the point of setting technological devices to cover the requested volume in given time. The question is, first of all, how to optimise control of processes so that the initial investment returns as soon as possible. Our company which as the only one in the world disposes of complete know-how in Mailroom Management is willing to provide assistance and consult the optimal setting of the process chain in your company. Your mailroom costs are like an ICEBERG Before the actual document flow analysis each client should know that mailroom costs behave upon the iceberg principle. Only 15 – 17 % of the overall financial funds spent by the companies like banks, insurance houses, media suppliers, etc. on mailing represent the production costs such as running costs, employee earnings, envelopes, printing, software and hardware. More than 80 % of costs cover postal charges. If the companies wish to save money and improve their economic balance they should try to reduce cost of postage. The cost can be affected in several ways. Today we shall focus on two of them:  1. It is necessary to choose the most appropriate provider of delivery services, which in fact means, you do not have to depend on one service provider only. Nowadays it is very natural to use alternative operators apart from the dominant carrier. The optimal method is to combine both types of providers. 2. Just as important as that is to ensure the “technological discount” by means of a suitably designed solution. The technological discount is provided if the submitter prepares the documents for the carrier in a pre-sorted form, not only as regards the size of the envelopes but also their weight and moreover sorted by postal codes or even for individual mail carriers. In this item we are ready to assist you, too.  How to decrease the costs?
First we will mention several figures. Let us imagine that an important company delivering statements to its clients sends one million envelopes a month. Postal charges in this case amount to CZK 10 million. At least 10 % of the overall number of envelopes are duplicities, i.e. statements from two different sources (accounts) to one client. If the statements were sorted at the initial level, the company would annually save more than CZK 12 million. Many companies struggle with the data consolidation problems in their database systems. The data consolidation takes place on two levels. At first it is the data consolidation at the database level. At second it is the data consolidation at the level of initial documents. BÖWE One
Thanks to the DATA MANAGEMENT and POSTAGE MANAGEMENT modules BÖWE One offers reliable and effective solution for the above cases. It is a software application that sorts the initial data before they enter the preparing process of statement printing and their subsequent enveloping and mailing. This initial level data consolidation can deal with various electronic formats and databases, let them be classic Office documents, PDF files, SAP outputs or HTML formats. After they are analysed and transferred to a unified data system, our software product prepares data sources for distribution and they are prepared for the mailing process. The mailing process can then assign the sorted data to several fields. As a matter of course, the data are prepared for central printing, as a necessity they are archived. This, however, is by far not all. In modern times of electronic communication the data can be used for e-mails and – of course – also for Internet applications or the electronic payment system. And rate of return of such solution? The investment to the intelligent software solution returns to the investor in half a year… BÖWE One-Software watches the document flow.  Reduction of financial cost is accompanied by control and monitoring of the whole process. BÖWE attends to this branch for many years and keeps developing new software systems comprising together a unique complex called BÖWE One. The software can control the complex Mailing Process beginning with the above data consolidation and their preparation for printing up to the statement enveloping and subsequent machine sorting at the side of mail operators. Appreciable bonus is the ability to watch and monitor the whole process in any section. The envelope content must be correct with zero tolerance of mistakes and must reach the proper addressee. However, the whole process does not end at the moment when all documents are in the hands of the carrier. The SW BÖWE One audit module can provide the information if the document passed correctly through the printing, enveloping, sorting and delivering process.
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