Guide to Postage Solutions for Small Companies

Set up your system

Design a simplified mail-handling system that makes sending out stamped letters and packages virtually as easy as zapping off emails.

I recommend: Click-N-Ship, a service available from the USPS, can handle the bulk of any small company's mailing needs, and it's accessible via any Internet-enabled PC in your office. Meanwhile, to save the time and hassle of formatting postage and labels, use a specialized label printer to quickly print stamps one or more at a time. Models by the private vendor Dymo, for example, let you print postage and also integrate with popular business software applications such as Microsoft Word. Pitney Bowes offers several grades of postal meters for for low to hi volume mailing needs. Stamps.com's Desktop Post Office prints on letters or labels from your PC.

Expand after reviewing your mail-room needs

Small business mailing systems can incorporate virtually all the features found in a major mailing operation. But before buying into one, determine what features you'll need most. Ask yourself: "Do I regularly send out hundreds of letters? Do I ship odd-sized packages or send out registered letters? Likewise, estimate the cost of the way you handle mailing operations now and examine the potential for savings.

I recommend: The Pitney Bowes website provides a calculator that helps you estimate the true costs of trips to the post office so you can estimate the savings their products might provide. Another mailing solution provider, Stamps.com, incorporates features specifically for legal professionals that require fool-proof records of the items they send.

Track and reduce mailing expenses

It's important to track mailing costs just like any other business expense and seek savings.

I recommend: Stamps.com has enterprise programs that provide itemized reporting features. Use USPS' online tools to prevent overspending on packages and mail. FedEx users can find cost-cutting measures, too.

Create effective mailing campaigns

Every small company uses direct mail, even if it's only to send out holiday greeting cards. A well-constructed mailing solution can make it easy to create appealing direct mail campaigns and strengthen your company's marketing efforts.

I recommend: Computer equipment manufacturer Hewlett Packard offers free photos and design templates for brochures and other mailing pieces. Find more mailing tips and templates at the USPS Web site's direct mail page. And Vistaprint lets you custom design low-cost brochures, postcards and stationary online.