The Future of Mail Digitization
“Efficiency is doing better what is already being done.”
At BrightKey, we’re moving forward with transformative solutions and approaches to better serve our new and existing clients.
Facilitating A New Normal: In a business climate that is constantly changing due to the ongoing pandemic, government agencies and organizations have looked toward options to protect employees and clients. As they offer work at home and/or hybrid solutions, it is important to identify strategies that support and embrace these solutions. Mail Digitization is just one answer, and its implementation has increased dramatically. Organizations have recognized the efficiencies and cost savings this mail processing approach has created, and BrightKey is on the forefront of providing mail digitization for this new normal.
Sharing Our Experience: BrightKey was ahead of the curve and began offering both onsite and inhouse mail digitization to our clients prior to the pandemic. In early 2019, digital services became an offering we implemented into a modern mail process workflow, providing safe and contact-free procedures. With a host of solutions – including pickup and delivery of USPS mail, delivering encrypted digitized mail to individuals, and uploading to a secure server – we have our clients’ needs in mind when it comes to contactless solutions. Our services offer custom sorting based on selected characteristics, scanning, and OCR technology for custom indexing.
Communicating Digitization Benefits: BrightKey offers a customized solution for digital mailrooms. It is FAST – Scanning mail and delivering it to your employees, clients, and members in real time. It is FLEXIBLE – Customized to match your requirements for pickup, scanning, and delivery. It is SECURE – Provides encrypted delivery to a secure FTP site or other cloud storage device or sent directly to a recipient’s email. It is SEARCHABLE – Ability to search mail based on key words and track through the entire mail stream. It is HIGH QUALITY – Consistent image quality assurance plus password-protected images.
Connecting With You: Since 1988, BrightKey has adapted to the trending needs of organizations in order to provide a tailored experience to individual clients. If you would like more information or to schedule a site visit to see BrightKey’s digital mail services, please contact Rita Hope Counts, email@example.com, (410) 570-5265
What's Trending (At a Glance)
Our broad client base provides a great view of what’s going on in many different areas. Each month, we send out a news brief with a quick read on hot topics, emerging trends, and action steps. Here’s just a taste of What’s Trending…
On April 6, 2022 the United States Postal Service filed notice with the Postal Regulatory Commission (PRC) of price changes to take effect on July 10, 2022. Prepare for possible price increases on the First-Class Mail Forever stamps, metered mail rates, postcards, and international letters. This is the first increase to First-Class Mail since August 29, 2021. Earlier this year, the USPS made changes to their shipping rates in January, and recently the USPS® implemented two new shipping fees in effect Sunday, April 3, 2022.
Mail Digitization Continues to Grow
Mail digitization continues to gain in popularity as organizations search for digital solutions to traditional processes. Digitizing your mail can include image capture, financial services (check deposit), and actionable customer service. Still looking for ways to advance your organization's digital transformation? Give our experts a call today to discuss how mail digitization can optimize your operations.
The Metaverse and other immersive platforms are rapidly gaining popularity. The new platforms offer a leap in educational technology that will change how organizations interact and create value for their members. These platforms can also help businesses upskill their workers faster, with a PWC study showing VR learners were 275% more confident to apply skills after training and 4x more focused than their e-learning peers.
Membership Renewal Kits:
As part of the membership journey, consider more personalized strategies to encourage member engagement. Supplement outreach campaigns with personalized kits that can include swag and customized offers, and call-to-action incentives. Align distribution with renewal cycles to increase effectiveness. BrightKey’s Insight-to-ActionTM program can work with your organization to develop a strategy to drive engagement and enhance the member experience.
Ongoing data management should be a priority for all associations. Keeping your member profile information current to maximize communication efficiency and the member experience is essential. Consider performing an annual survey with your members to have their profile information current and ask what their preferred communication method is. BrightKey can tailor data management solutions to ensure your team resources stay mission focused.
Adapting your in-person events
Hybrid events have been the focus for organizations over the last two years, with most of the focus on attendee engagement. One area often overlooked is how to evolve the traditional in-person event bookstore. Explore a hybrid fulfillment strategy involving shipping lower volumes of merchandise to the in-person event and using your fulfillment house to ship items directly to customers. This strategy allows you to capture impulsive purchases while also enabling your organization to rely on the efficiencies of your fulfillment house to personalize event orders with promotional swag and inserts.
According to a report by CBRE, nonprofits recorded 223,000 sq. ft. of occupancy loss in 2021 in the DC metro area. While some organizations grew their footprints, the majority pursued downsizing or a complete exit. The transition to a more flexible workplace requires organizations to find solutions to traditional office tasks. Digitizing and outsourcing your front office work will help your support staff with the time they need to stay mission focused. BrightKey can offer a complete portfolio of services to assist your workplace transformation.
Telemarketing campaigns made personal
Apple's Mail Privacy Protection (MPP) continues to disrupt the email marketing channels traditionally relied upon by associations. The update inflates open rates and drives down the reliability of segmentation and a/b testing. The personalization of a phone call will define outreach in 2022. New-member welcome calls, check-in calls, and renewal outreaches let your members know they are valued as members of your community. BrightKey can engineer full member life-cycle campaigns that provide the personalization and actionable insight to drive your member experience.
Creating personalized offerings for different member segments will help drive membership value by focusing on what matters most to specific subgroups. Chances are your members' inboxes are overfilled, and your outreach will likely get overlooked, or reporting may not be accurate based on the latest apple privacy updates. Consider ditching the email and replacing it with a live phone call campaign. A phone call is personalized. It connects one-to-one vs. an email crafted to engage a more general segment.
Collaborate with Industry Partners
According to a report by NonProfitHR, the entry-level career segment represents the most challenging segment to retain for nonprofits. In associations, this segment is often responsible for the day-to-day tasks that allow mid and senior-level roles to stay focused on strategic topics. Take advantage of your relationship with Industry partners to reimagine how the relationship can evolve to better position your organization to meet operational demand while improving the member experience.
Manager, Membership Sales
Senior Facilities Manager
Coordinator for Fulfillment
Vice President, Member Support
BrightKey Delivers Results
Aligning with the Times
SKILL: BrightKey’s experts in mailroom operations and document scanning workflow, completed an onsite assessment of current operations and presented recommendations to enhance the essential mailroom operations. BrightKey assisted with procuring and installing state of the art mail processing and accountable mail tracking equipment in addition to deploying standard operating processes and procedures, and volume and performance tracking dashboards.
RESULTS: BrightKey continues to work with our customer to identify additional document workflows and expects to maximize the existing capacity to meet the demands of their growth. In addition, the implementation of new technology and the development of standard operating procedures and reporting provided the corporate operation with a well-oiled mailroom which turns around inbound mail the same day it is received.
Reducing Cost While Creating Efficiencies
SKILL: BrightKey’s Project Team researched costs for printer and coil machine replacements, designed supply workrooms for standardization, and identified a new approach to shipping and mailing.
RESULTS: By replacing a printer that allowed for in-house services rather than outsourcing, Brightkey helped save money and organize production within. In addition, Brightkey helped standardize the workroom for efficiency and supply management which allowed for ensuring standardization of both supplies and industrial equipment. Our team standardized supplies for tracking and reordering as needed which improved productivity. Brightkey advised using FedEx ground home delivery services vs FedEx express for employees working from home, reducing delivery costs for shipping.
Following COVID Protocols While Remaining Engaged
SKILL: BrightKey worked closely with our client to outline their requirements. This resulted in timelines for completion and definitive performance standards for delivery and security. BrightKey also consulted with the client to develop a customized migration to their preferred file sharing application and implemented the solution within five weeks of initial request.
RESULTS: BrightKey developed a customized mail digitization program that allowed employees to work seamlessly from home or any location with internet access. Employees received their digitized mail by 1:00 pm on the same day received. All mail images were migrated via an encrypted network. Additionally, all hard copies were indexed, filed, and stored in a secure location, making hard copy retrieval fast and efficient.
Enhanced Reporting for Mail Services
SKILL: BrightKey implemented an online, customized Reporting Dashboard. No client resources were required to implement this solution. Our solution provided a customized dashboard and tabular reports along with drill down capability into report data, daily refreshing of reporting data, and export functionality. These capabilities allowed for improvements in real time data reports, accompanied by secure usernames and passwords for staff to access data when needed.
RESULTS: The dashboard provides daily data on both inbound and outbound mail volumes. The dashboard tracks items such as total shipments, mass mailing, and mail screening. With the help of BrightKey, the company was able to digitize some of the current flow of mail, facilitating the clients current flow of mail and mail tracking.
Last Chance Fellow Recovery
SKILL: BrightKey’s Strategic Outreach team collaborated with the medical nonprofit to develop an outbound calling campaign to transition the lapsed members. Campaign design strategy included calling Fellows near benefit expiration to create a sense of urgency, a compelling script that highlighted powerful member benefits, clear rebuttals that combined a discount on renewing membership, and strategic collection of member feedback to tailor strategy throughout the current and future campaigns.
RESULTS: The three-week, two attempt, outreach campaign approach ensured that every member received a form of communication, which included direct conversation, voicemail, and email follow up. The campaign success was measured by payments received over the phone, members who pledged to pay, and payments made after the first call. With a final campaign ROI of $34.73 for every dollar spent, the customized approach to the outreach campaign proved to be a successful win back effort.