Tips for handling incoming and outgoing messages

by Mark Rowh

For the early church, getting a letter was a big deal. A missive from the apostle Paul, or anyone else for that matter, was a rarity.

Today things are different. Most churches rely on mail for a major part of their communication, from taking care of utility bills to keeping in touch with members. Effective mail handling is thus essential for keeping the lines of communication open.

"Mail is very important in the operations of our church," says Inelda Hefferlin, secretary at Collegedale Seventh-day Adventist Church, near Chattanooga, Tennessee. "We spend about $500 on it per month. The biggest job is the mailing of our weekly newsletter, which averages 1,500 per week."

Mail volume varies widely, depending on the number of church staff, the size of a congregation, and the degree to which pastors and staff use large-scale mailings, such as newsletters. But with a modest investment in some new equipment, any church can improve mail processing.

To be sure, much of the mailing equipment that's advertised today is designed to help businesses handle huge volumes of letters or parcels. But less complex hardware is available for processing smaller batches of mail. Some megachurches may benefit from full-fledged mail equipment, but smaller churches can follow the lead of small business staffers, who are expected to perform a wide range of tasks. With recent improvements in technology, a variety of automated features can help even the smallest church staff handle its mail more effectively.

Incoming Mail
Mail efficiency starts the minute packages and letters enter the office. If all incoming mail is piled on a secretary's desk or pastor's in-basket, important items may be overlooked. A better approach would be to give each staff member a box or folder into which mail is placed. That's the strategy of First Presbyterian Church, Concord, California, which has two ministers and a youth minister. The secretary places each person's mail in a labeled box, and staff members are responsible for checking their boxes regularly.

In addition, here are some products that can help with incoming mail:

Electric mail openers. If clerical staff must open mail before passing it on, electric mail openers can speed up the process. These devices range from hand-held, battery-powered machines to tabletop models. In any case, they can help zip through the day's mail. Mail openers are sold at office supply stores.

Sorting tables or stations are another help. One model consists of a wheelchair-accessible table with a front-loading canvas trough. The station includes several shelves and storage bins, providing a space-saving way to sort and distribute mail. Other models are designed so they can be connected to other furniture or include additional equipment. Sorting tables can be purchased from W.A. Charnstrom Company (800-655-9733), Salisbury Industries (800-323-3003), or SAFCO (Grant Enterprises) (800-338-5370).

Automated systems. For very large churches or churches heavily involved in direct mail campaigns, automated systems may be the way to go. Automated mail systems sort mail by size, type, or internal destination. Some use bar codes, which make rapid mail sorting a snap. Automatic mail sorters can be purchased from GBI Data and Sorting Systems (954-920-0225).

Outgoing Mail
In most churches, more labor is needed to process outgoing mail than incoming mail. So this is one area where improvements in efficiency really count.

Postage meters are a real help in speeding up this process. They can help control costs by encouraging the use of exact postage. And stamps no longer need to be kept in your office.

You can get meters that add postage by phone through special arrangements with the U.S. Postal Service. Other available features of a meter include automatic date setting, and built-in access controls that require a PIN to operate. Postage meters can be purchased from Pitney Bowes (800-672-6937) and Ascom Hasler Mailing Systems (800-243-6275).

Scales are another basic piece of equipment for handling outgoing mail. Electronic scales are fast and easy to use. Most feature digital displays and automatic calculations of the weight and mailing costs of letters or packages. They also calculate costs for private delivery services, such as United Parcel Service. Some will automatically select the least expensive option for each item.

Average church mailings consist of letters or flyers more than parcels, but scales help avoid excess spending on all types of mail. By taking the guesswork out of postage costs, these machines can pay for themselves over time.

When postage rates change, electronic scales can be easily adjusted via the simple insertion of an updated cartridge or module. They can also be adjusted for special mail handling, such as certified mail or express service.

Some machines offer the features of both scale and postage meter. One unit holds up to $1,000 in postage and prints 10 envelopes per minute. Some advanced systems offer bar code printing and codes to support rapid handling by the U.S. Postal Service. Neopost is a good source for electronic scales (800-624-7892).

Folding equipment. Folding and inserting equipment can greatly speed up the process of mass mailings. It can also reduce labor costs by allowing one staff member or volunteer to do the work of several. Options range from simple folding machines to more complex systems that combine functions. For example, a single system might collate, fold, and insert letters, then automatically seal each envelope.

Most churches won't need more sophisticated options, but some might benefit from features such as automatic sheet feeding, folding of oversize materials, and insertion of prefolded materials. Neopost and Pitney Bowes offer folding and inserting equipment.

More Useful Equipment
Other types of office equipment can increase mail efficiency, too. Duplicators, for instance, can help ready materials for mailing.

If the word duplicator calls to mind the poky, cumbersome machines used before the electronic revolution, you're in for a pleasant surprise. Today's duplicators offer speed and efficiency. For example, one model cranks out 130 pages per minute and can handle up to 100,000 copies per month. Its optional features include computer interfaces and color-print cylinders.

Duplicators can also help churches save money, because the machines operate with fewer steps than copiers, says Heather Kropac, spokesperson for Duplo U.S.A. Corporation in Santa Ana, California. She says the use of masters limits the number of steps in the copying process.

"This is great when you want to make more than 20 copies of a single page," she says. So if you don't want to spend a lot of money copying bulletins, newsletters, and other items, a duplicator can be a good investment. Duplo (714-752-8222), A.B. Dick (800-422-3616), and Mita Copystar (800-222-6482) offer quality duplicators.

Computer printers also help prepare correspondence for mailing. They're a bargain, too. In the last year, manufacturers have lowered prices on computer printers while significantly improving their features.

Laser printers are best for quality and durability, while inkjet models provide flexibility and color printing options. Office Max and Staples are good places to look for a computer printer. Or order one direct from Canon USA (800-848-4123), Epson America (800-463-7766), or Brother International (800-276-7746).

Shredders. If you need to dispose of confidential material, such as old giving records, consider buying a shredder. Shredders also help recycling efforts. The machines are available in a variety of prices. Cummins-Allison Corporation (800-786-5528) and MBM Corporation (800-223-2508) sell shredders.

Electronic Mail
Finally, don't forget the advantages of electronic mail. It may be a long time before electronic communications replace regular mail. But churches that go on-line can reduce their dependence on regular mail.

E-mail messages are efficient and inexpensive. And maintaining a presence on the World Wide Web provides an alternative to printing and mailing material. To get started, ask for experienced volunteers from the congregation to evaluate services of local Internet providers, equipment needs, and software requirements. Then go online, on a small scale if you like. You can always add more dimensions as usage increases.

What's Right for You
Given the vast differences in church sizes and financial resources around the country, it's difficult to address a typical list of church concerns. So you can help evaluate your own situation by doing a survey of the mail that comes in and out of your church. Note the number of large-scale mailings that you send out on a regular basis, such as newsletters and giving statments. After this evaluation, you can devise a plan for handling mail.

With the right equipment and an eye toward efficiency, any church can improve mail handling functions.

Mark Rowh is a freelance writer based in Dublin, Virginia, and contributing editor to Office Systems 97.

Copyright © 1997 by the author or Christianity Today International/Your Churchmagazine. For reprint information call 630-260-6200 or e-mail yceditor@yourchurch.net January/February 1998. Page 26

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