National Postal ForumNational Postal ForumApril 1 – 4, 2012April 1 – 4, 2012

Orlando, FL Orlando, FL

Title: Five Easy Pieces: Five Guidelines for Eco-Friendly and Cost-Effective Mail Management Practices

Scheduled For: Sunday, April 1 – Naples 3 2:30 pm – 3:30 pm

Presented By: James P. Mullan, CMDSM, EMCM, MDC Oce Business Services

Marlene O’Hare, CMDSM Linde North America, Inc.

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IntroductionIntroduction•Many of the worlds’ Many of the worlds’ enterprises, large and enterprises, large and small, are committed to small, are committed to environmental environmental sustainability.sustainability.

•Reducing energy Reducing energy consumption and waste consumption and waste while while saving moneysaving money..

•Implementing Implementing sustainable and cost-sustainable and cost-effective practices effective practices across a across a document’s lifecycle, document’s lifecycle, spanning creation through spanning creation through disposal. disposal.

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Five Easy Pieces Five Easy Pieces •Mail Management Practices Mail Management Practices can help companies reach both can help companies reach both their environmental and cost-their environmental and cost-reduction goals. reduction goals.

•To To significantly reduce the use significantly reduce the use of paper of paper saving trees, gas in saving trees, gas in shipping the paper and physical shipping the paper and physical space to store it. space to store it.

•Mail and shipping practices Mail and shipping practices have a high impact on have a high impact on reducing reducing costs, driving faster time to costs, driving faster time to market and improving market and improving operational efficiency. operational efficiency.

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Five Easy PiecesFive Easy Pieces Updating Mail Lists Document Design Duplex PrintingSourcing PaperDirect Mail

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House List HygieneHouse List Hygiene•Two percent of all mail is returned Two percent of all mail is returned the total cost of re-mail is the total cost of re-mail is $3.50 to $3.50 to $4.50 per piece$4.50 per piece•Regularly Regularly update mailing lists update mailing lists to to limit duplication and wastelimit duplication and waste•When a mail piece is returned as When a mail piece is returned as undeliverable, undeliverable, update the database update the database as soon as possibleas soon as possible•Consistently update databases for Consistently update databases for a positive impact on sustainability a positive impact on sustainability and cost-reductionand cost-reduction 6

Document Design Document Design DividendsDividends

• Design to print on both sides of the paper to cut paper use and reduce mailing costs

• Decrease the margin and font size to reduce the number of pages

• Variable data and document composition tools can combine two documents/mailings into one

• Transpromo combines a transaction printing (statement) with promotional/marketing content

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Defaulting to Defaulting to Duplex Duplex

• Most Most multi-page documents multi-page documents don’t don’t require the text to be printed on one require the text to be printed on one side of the page. side of the page.

• Can Can decrease paper use by up to 50 decrease paper use by up to 50 percent percent by making duplex printing by making duplex printing the normthe norm

• Move print production to copiers that Move print production to copiers that can duplex significantly reduces can duplex significantly reduces paper consumption to realize paper consumption to realize thousands of dollars in cost savingsthousands of dollars in cost savings

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Certified Paper Certified Paper Trails Trails

• The United States Postal Service The United States Postal Service (USPS) recommends using paper (USPS) recommends using paper from forests organizations with from forests organizations with SFI SFI forest certification.forest certification.

• To be certified, forest operations To be certified, forest operations must be audited against the SFI must be audited against the SFI forest standard. forest standard.

• This practice focuses mainly on This practice focuses mainly on sustainability.sustainability.

• By choosing SFI-certified products, By choosing SFI-certified products, a company can use its buying power a company can use its buying power to to improve forest management improve forest management while sending a clear signal to while sending a clear signal to customers it cares about forests. customers it cares about forests.

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Greening Direct Greening Direct Mail Mail

• Impact of direct mail Impact of direct mail accounts for accounts for 2.3 percent of landfill waste. 2.3 percent of landfill waste.

• Look for Look for agri-based inks agri-based inks and and less less ink usage / coverage ink usage / coverage (fewer colors (fewer colors mean fewer chemicals). mean fewer chemicals).

• Work with Work with “local” business partners “local” business partners to reduce your carbon footprint.to reduce your carbon footprint.

• Work with vendors that use Work with vendors that use renewable energy sources.renewable energy sources.

• Use Use print-on-demand technology.print-on-demand technology.10

Any organization can Any organization can implement these strategiesimplement these strategies – – internallyinternally or with an or with an outsourcingoutsourcing partner – to partner – to benefit the benefit the bottom linebottom line as as well as the well as the environmentenvironment. As . As many companies are many companies are demonstrating every day, demonstrating every day, green business can also be green business can also be good business.good business.

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PresentersPresentersJames P. Mullan, CMDSM, James P. Mullan, CMDSM, EMCM, MDCEMCM, MDCOBS National Operations OBS National Operations Manager for Chubb & SonManager for Chubb & Son15 Mountain View Road15 Mountain View RoadWarren, NJ 07095Warren, NJ 07095908-903-2869 W908-903-2869 W908-903-2027 F908-903-2027 F201-779-9355 C201-779-9355 CJMullan@Chubb.com

Marlene OMarlene O’’Hare, Hare, CMDSMCMDSMSupervisor Office Supervisor Office ServicesServicesLinde North America, Linde North America, Inc.Inc.575 Mountain Avenue575 Mountain AvenueMurray Hill NJ 07974Murray Hill NJ 07974908-771-1275 W908-771-1275 W908-771-1701 F908-771-1701 F908-906-4961 C908-906-4961 Cmarlene.omarlene.o’’hare@linde.chare@linde.comommarlene.ohare@linde.cmarlene.ohare@linde.comom

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