Stamping out Costs

An Internet-based postage service saves Regus Americas $1.2 million a year


Space savings. Because Regus' product literally is space, each square foot taken up needlessly has a direct impact on our overall bottom line. Postage meters took up dramatic amounts of work space in each business center and even more in storage space needed for their custom consumables. Without the postage meters, we've been able to offer more work and storage space to our clients, increasing the revenue potential for each of our locations.

Robust functionality. Regus serves the business needs of organizations ranging in size from small startups to Fortune 500 companies. Because the postage needs of these organizations range from simple day-to-day mailings all the way up to bulk marketing initiatives and shipping large packages, we needed a postage solution that was flexible enough to adapt to the required project and robust enough to meet these different challenges on an ongoing basis. Stamps.com Enterprise is both easy to use and powerful enough to manage even the largest postage projects.

Improved productivity. Mailing and shipping is much easier with Stamps.com Enterprise, so our center staff no longer has to spend so much time on mailing-related tasks. The software prints address labels and postage in one easy step, verifies addresses and provides automated customs and certified mail forms to cut down on the amount of paperwork staff must fill out by hand. Regus corporate employees' time is also freed up because they no longer have to manage postage meter inventory for 400 business centers, and they aren't required to manage a postage fund account. In addition, with automated chargeback, Regus employees no longer need to spend time manually inputting postage charges into our billing system. Instead, they use that time to better service their clients.

Comprehensive reporting. Because Regus generally has numerous clients sharing business resources at each facility, it was important for our mailing solution to have advanced tracking and reporting capabilities so that postage expenses could be allocated to the appropriate client. Stamps.com Enterprise allows us to use cost codes for each client and attach them to every piece of mail that is processed in the center. Reports are automatically generated and displayed on a comprehensive dashboard that enables each business center to quickly and easily identify postage usage and accurately bill clients. In addition, Stamps.com worked with us to create a report/file that automatically interfaces with our billing system and captures all client chargebacks.

Increased control and visibility. Postage meters gave us little visibility into how our postage dollars were spent. We had no centralized way to view activity in remote locations and therefore no way to identify discrepancies until long after they had occurred, if at all. With Stamps.com Enterprise, our management team can view activity throughout all our locations via a centralized dashboard, giving us 360-degree visibility across the enterprise. Additionally, the system can set permissions on a user-by-user basis, virtually eliminating the risk of abuse of the system.

In the days before the Internet, postage meters were a smart choice for companies that wanted to simplify the mailing process. Today, this no longer holds true.

As Regus expanded, we were challenged to update the mailing and shipping infrastructure. Stamps.com Enterprise gave us an easy, affordable and effective way to update our postage-related practices by eliminating postage meters; as a result, we drove savings of $1.2 million a year throughout the entire U.S. operation.

About the Author: Jeffrey Lipes is purchasing/sourcing manager for Regus Americas, a global provider of workplace solutions ranging from fully equipped offices to professional meeting rooms, business lounges and the world's largest network of video communication studios. Regus has nearly 500 business centers throughout the Americas and more than 1,100 locations worldwide. More information at www.regus.com.

 

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