Helping drive sustainable cost savings, efficiency, productivity and transparency through Hybrid Mail technology for customer correspondence

Thank you Further information and this presentation are available on request from

Question What part of the Public sector do you represent? NHS, Police or Fire Local or Central Government Charities or Other

What are the Objectives of this session? Our main objective is to help you achieve your goals and objectives in relation to: Cost Savings Efficiency Productivity Integration

What are the Learning Outcomes? Examine current office correspondence print output What is Hybrid Mail and how it help you optimise correspondence to uncover: –Sustainable Savings (Print and Postage) –Eliminating Hidden costs And improve… …and how the software can be integrated without sending IT into melt-down! Tracking and control Compliance Staff productivity Accuracy Time to market Risk

Why is this a problem that needs to addressed from a cost perspective? “ Typically up to 50% of an organisations postal spend is from correspondence generated in the office’ …i.e. excluding your bulk legislative mailings like Council Tax billing etc ”

Why is Mailing still so critical in the digital age?

The impact of the digital revolution

The amount of money spent on digital has grown enormously Consumers feel they’re receiving too many s Source: Millward Brown

Open rates of are low and consumers delete very quickly What consumers do with Source: Millward Brown

Consumers see mail and as very different and the majority like to receive both; if they are able to choose. However, mail makes recipients feel more valued than

Mail makes recipients feel more valued than How mail earns you time with your audience Source: IPA

As digital usage has grown, the core strengths of mail have actually increased Source: IPA

Customers know when they want mail and when they want Preference for mail versus

Mail and work on different levels, but in ways that compliment each other

Integrating mail and communications means you’ll not only meet customers’ needs, you’ll maximise the effectiveness of your communication

Question By a quick show of hands, put your hand up if you know how much your organization spends on office based documentation per annum?

So, what happens with most office based correspondence? Prepare document and select ‘PRINT’ Select options in driver and click ‘PRINT’ Document output on office based printer Walk to printer to collect document Fold document and insert into envelope Document placed into mail tray Mailroom collect the document Mailroom frank document Document picked up by Royal Mail This process takes approx 4 minutes per print out!

Why is this a problem that needs to be addressed from an operational perspective? Uncontrolled Poor MI / Tracking Franking machines Stamps Petty cash Content / Brand Inflexible Impacts staff productivity Inefficient

Why is this a problem that needs to addressed from an operational perspective? Through a time in motion study we have estimated: “ Office based staff spend between 3 – 5% of the their day on inefficient administrative processes that could otherwise be utilized elsewhere ” We also calculated you could ‘Save’ 1 working day with every 100 documents by automating the mailing process you will increase staff productivity significantly

Why is this a problem that needs to addressed from a cost perspective? ComponentMinimum costMaximum costComments Paper1p2pPre-printed letterhead Print cost2p6pCost per image on desktop printer or MFD Envelopes2p2.5pBranded outer Staff time15p60p Assumes 4 minutes per pack against employment costs of £17,550 per annum Franking machine costs-6pLease and consumable costs Postage36p54p2nd Class (C5 Letter) Total£0.56p130.5p The average cost of desktop mail is £ per pack … % saving

So… what is Hybrid Mail? Documents generated at the desktop are routed electronically to a centralised print environment where they are transformed into physical letter items and dispatched? Secure Cloud

How does it work? Prepare document and select ‘PRINT’ Select options in driver and click ‘PRINT’ or ‘ ’ File sent to the cloud Centralised print environment then either prints and dispatches document or sends This process takes 10 seconds MAX!

How Hybrid Mail aligns to your objectives Improved Staff Efficiency / Productivity No need to collect print, stuff envelopes and prepare post Gives time back to focus on other strategic / tactical activity Cost Savings Eliminate the use of high cost office printers No more Hand Enclosing of letters in the office Eliminate the use of Franking Machines Access to postage savings through DSA Control of Document Output User options controlled plus authorisation capability Management Information by user, department and company Improved Document Integrity Archive options

Bringing that into context for you! NHS Trust Case Study

CASE STUDY – NHS Trust The NHS Trust provides a wide range of emergency, inpatient services, outpatient services, diagnostic care and maternity services. They have 5,000 staff operating from 4 locations and over 675,000 contacts with their patients every year, providing services to over 2 million local people. Projected Hybrid Mail documents = 60,000 per month Appointment letters Referral letters GP correspondence HR and staff communication All other ad-hoc patient communication

Process before Hybrid Mail Letters were created using the Trust PAS program, Patient Administration System, and printed locally by the contact centre. Correspondence was also generated via Medical Secretaries on behalf of consultants etc All of this correspondence was printed locally and inserted by hand A central mail room collated the daily volume and then released to Royal Mail on standard franking rates

Key Requirements How we met them? Maintain patient confidentiality Ability to control the release of letters through appointment date Increase the level of control and traceability Increase staff productivity Deliver a “real” bottom line cost saving Efficient implementation Simple to use!

How can you access these benefits?

RM 1063 Framework: Postal Goods & Services CCS is an executive agency of the Cabinet Office. CCS are fully EU compliant saving customers time and money across a range of areas: energy, travel, fleet, office solutions, communications services, print, professional services, ICT, eCommerce, construction, research and facilities management and property.

RM 1063 Framework: Postal Goods & Services LOT 2: HYBRID MAIL ON-SITE SOLUTION Provision of hybrid mail software Operating within the contracting body’s premises Utilising the existing equipment that is owned or leased by the contracting body

RM 1063 Framework: Postal Goods & Services LOT 3: HYBRID MAIL OFF SITE SOLUTION A hybrid mail solution that is wholly external Receiving work electronically and printing, addressing, enveloping and delivery (physical or electronic) of mail items. Range of electronic and physical delivery options, such as SMS or

How quickly could you access the ‘Savings / Productivity’ benefits? 1. DIRECT AWARD Matrix Pricing and Call-off Terms and Conditions already agreed Quick and easy start BMC offer a free consultation and Pilot to prove value pre-rollout Implementation Timescales… 2. FURTHER COMPETITION Authority to develop and manage own further competition exercise

What opportunities exist in your organisation that we can help optimise? Council Tax and Benefits documentation Invoices and Statements Parking Permits and fines Electoral Services documentation Reminders and debtors documentation Patient appointment letters Staff communications and letters

Q&A

Thank you for listening Further information on the pilot and this presentation are available on request from