A Sticky Decision… Which envelopes do you use?

A customer called the other day to order envelopes for their business. Once we determined which style of envelope best suited his needs, we discussed the merits of traditional sealing envelopes versus self-sealing envelopes. Because we wound up having a rather lengthy conversation on this topic I thought it might be worth sharing the points we discussed in the event that they are helpful to someone else faced with the same decision.

The first feature we discussed was cost. Not a shocking starting point considering that people are still being very diligent with their expenses. For the purposes of conversation, let’s work with an estimate of 1,000 double window style envelopes. A standard version of this envelope in this quantity is approximately $59.53 while the self-seal version is around $80.16. At first glance this seems like a big jump in cost and the knee jerk response would be to go with the traditional. Before making this decision, however, consider that with a quantity of 1,000 envelopes the cost difference equates to around $.02 per envelope.

With this $.02 per envelope realization in mind, you might want to consider how these envelopes are going to be used. More importantly, how many of them will you use on a daily basis? If you will only use a few at a time throughout the week, you may be better off sticking with the traditional envelopes and saving that $.02 per envelope. However, if you plan to use all 1,000 in a single project that requires a fast and timely completion, that extra $.02 could save you in the long run. Take a moment and consider how much time (and taste buds) might be wasted if you have to moisten each individual envelope during this project. Now consider how much faster the project could be completed if all you have to do is fold over the envelope flap and press it to the envelope to seal it. Take another minute and think about how impressive your skills will appear to your boss when you complete the project in less time than expected. Suddenly that $.02 extra per envelope does not seem like such an expensive upgrade after all…

The Art of Presentation

A lot of companies seek to set themselves apart from their competition and will try a variety of ways to accomplish this goal. Some will develop advertising campaigns, others will make distinctive changes to their customer service. There is, in fact, a ton of ways to set about making your mark as a business, but some are a bit simpler than others.

Consider the last time you paid for a service (oil change, tax preparation) or received a set of important documents (mortgage paperwork, presentation proposal). Assuming that the service itself was flawless, how was the paperwork/payment handled? Did you receive an unruly pile of papers/receipts or were they handed to you neatly organized in a folder? Which of these delivery methods would make its mark in your memory? Odds are that the paperwork handed over organized in a clean folder is more likely to leave the impression that you did business with a professional organization rather than the average Joe.

I realize this seems a bit of a stretch, but consider this example… What marks the difference between a Coach Bag and the want to look like version available at Target? Both bags are made of leather and follow the style of the season. Yes, there are some differences in the quality of the leather and construction, but all things considered they both hold your things as you travel about town and act as a fashion accessory for your outfit. From a shopping perspective, what sets them apart is the presentation of the bags as they are made available to the consumer. Things like the décor and atmosphere of the shop itself set the tone of expectation that one bag is significantly better than the other. Consider, as well, that Coach is well branded as a company making it instantly recognizable as something people are willing to pay more to own. When you buy a bag at Target, it gets added to your plastic shopping bag along with your other purchases. A Coach bag is presented to you in a protective cloth storage bag and then placed in branded packaging giving it a special status as an item worthy of its own shopping bag. There are a number of other differences that I could relay, but you are probably getting the point… or wondering where in the world I am going with this analogy! 

If your business involves services such as tax preparation or someone who handles mortgage applications and paperwork, would you prefer to be considered the Target or Coach of your industry? Which perception will help your bottom line? Beyond your office decor and personal attire, what can help set you apart from the Average Joe version of your business? Presentation to the customer! If you need to present your customers with a pile of papers for signing and filing their perception is sure to be significantly impacted by receiving these documents in a professional looking folder than one large pile. Add your company logo to these folders and you have very simply reinforced your branding efforts while also providing a visual reminder to your customer the next time they need your service and revisit these forms to see who they used before. Don’t believe me? Give it a try with a small test batch and see if you notice a change in the reaction of your customers.

Consider This...

I have recently encountered several print industry articles voicing concerns about the decline in paper use due to the digital age and speculating on the impact this trend may have on the industry as a whole. As with most things, opinions run the full range from panic to optimistic assumptions that it is just an opportunity to become more creative. Being an optimist, I tend toward the later sentiment, but it is impossible to ignore the reality of the digital invasion. That said, I think there are still a number of things to consider before engaging in a full blown Chicken Little impersonation.

Digital is expensive. Small businesses getting started or trying to stay in the black during down times in the economy are not likely to have the large sums of capital available to invest in digital solutions – no matter how tempting they may be.

Old habits die hard. Having worked in a number of small business environments, I can assure you that business owners get set in their ways. With the many details that must be juggled to keep a company moving forward, the usual philosophy is – if it isn’t broken, don’t fix it! This often translates into a continued use of the existing methods of paper forms and checks.

Sometimes you need a paper trail. For some businesses and industries, going digital is just not a viable option yet. This means that they still need paper work orders, receipts, etc.

Security Concerns. Although there have been great strides in digital security, there is no shortage of stories about sites and companies being hacked with customer information at risk of being accessible to the hackers. Although paper can also be snatched and counterfeiting is certainly not a dead art form the new security features on business checks and other forms should not be overlooked. A number of new measures have been implemented to add layers of protection for such items ensuring that they are safe to use while still being cost effective for your business’ bottom line.

Budget. These days most companies are very mindful of their expenses attempting to get the most for their money. Whether this means shopping for the best deal or deciding between pre-printed checks and forms versus printing your own, the great debate continues. There are a number of software products currently available allowing companies to print their own checks and business forms. HOWEVER, before you assume that this is a cost saving measure consider all of the costs involved. Most people evaluate the cost of the software and paper, but forget the additional cost of printer ink which can add up quickly. The cost of MICR ink should also be factored into the decision when thinking about printing your own checks as it is an important security feature of checks and missing this step could cost more in the long run than you save up front. Unless you are printing A LOT of checks and forms, I would be willing to bet that you would be better off finding a reputable supplier with great prices rather than trying to manage all of these details on your own. After all, there are so many responsibilities to manage in a small business – do you really want to add “printer” to your job title?

 

As always, I urge you to consider what is best for your business and sanity. The needs of each company are very different depending on industry, profits, staffing, resources and time. Before you take on a “cost saving” initiative, be sure that you have fully evaluated the costs – including the non-monetary – to ensure that you are not just creating more work for yourself.

Certificates of Appreciation

I recently read a few articles on marketing initiatives designed to entice customers into revisiting and spending at a store or business. There were a number of great points made, as well as suggestions, but what caught my attention most is a common thread of offering customers a tangible reason to return – gift certificates!

There are a number of ways in which you can provide gift certificates to your customers, but just like many other things to be considered when running a business, you need to select the method that best suits your company personality. For example, if you have a strong presence on the social media circuit you might want to think about a contest in which you engage your fans/followers in an effort to win a gift certificate. Since I don’t know many people who are not interested in winning something, this is a great way to build excitement with your customers while also encouraging sharing with others to build new customer relationships. Every share or re tweet of a contest is free marketing!

If your company does not have a strong foothold in the social media realm or your customer base is not likely to interact with you in this arena, there are alternative considerations. Pay attention the next time you visit a coffee or sandwich shop. Most now have a frequent shopper card that earns you free items after a set amount of purchases. This plan of action is not limited to the food service industry! Consider your customer base and think about ways that you could initiate a similar program. Perhaps instead of a punch card, you send them a certificate of appreciation (gift certificate) when they have reached a certain spend amount. For example, for customers spending $100 or more, send a $10 gift certificate for use on future purchases. If they spend $250 or more then send a $25 gift certificate. Again, I can’t think of anyone who would not feel appreciated receiving what appears to be a spontaneous gift of gratitude for their patronage – can you?

Put it in Print!

Having recently cycled through the process of purchasing a printer, I have come to realize that the selection process is not quite as cut and dry as one might expect. Since they do not offer all the initially exciting bells and whistles of their computer counterpart, the printer is usually a secondary selection and the recipient of much less focus in the purchase process. That said, when I began my recent purchase process I recruited the assistance of a technical minded friend and got schooled in all the considerations I had previously failed to consider.

Is there a particular brand that you are devoted to? If so, save the people assisting with your purchase the futile efforts of showing you alternate options. Don’t worry that they will take offense. In the long run, you are actually saving them time and energy! (Caution Note: If you are too stuck on a particular brand you can risk missing out on some great new products!)

What is your budget? No one really enjoys working with a budget, but before you talk yourself into spending the extra funds on the really cool printer, be sure that you really need everything it offers!

What do you need from your printer? Much like selecting a mate, you need to know what functions you need it to do best and most immediately. You should also consider growth potential for the future -assuming that your purchase is a long term investment. ** For example, if you are starting a business and know that you need the ability to print, scan and fax you might consider a single multi-functional device. However, before making your final selection think about the company growth potential you hope to achieve, as well as the volume of printing, scanning and faxing you will be doing. If you expect a high volume of all three options and multiple users need access to all three services, perhaps a single multi-function device may not be the best option. What happens if the printer portion fails and needs repairs? While it is out of commission – so is your administrative business functioning! (** Be sure to balance growth considerations with available funds so as not to land in the red before you really get started!)

What is the final cost? It’s easy to get excited about some of the great deals available right now, but I caution you to think long term. In order to being a truly useful device your printer will need ink and it always runs out a lot faster than you expect! When you have narrowed down your potential purchases to a handful of options I suggest doing a little investigative research in the ink aisle. Some of the printers that are low cost at the point of purchase recover their profit margin in the cost of replacement ink. Be sure that you understand the long term costs associated with this new piece of equipment before you make your final decision!

Additional Information to Consider:

While the majority of inkjet printers these days utilize a thermal inkjet, others use a piezoelectric crystal in place of a heating element. What’s the difference you ask?

With a thermal inkjet there is a heating element in each partition of the ink reservoir and when the printer sends the appropriate signal, a tiny current passes through. This current warms the heating element and results in the vaporization of the ink surrounding the plate producing a tiny air bubble inside the nozzle. An ink droplet is then forced out of the cartridge and onto the paper. This method relies on a smooth flow of ink and can develop problems if the ink starts to dry at the print head – usually when the ink level becomes low. (Fix it – dried ink can easily be removed from a cartridge print head by gentle rubbing with isopropyl alcohol on a cotton swab or paper towel.)

The piezoelectric crystal printers place a crystal in each nozzle in place of a heating element. With the application of an electric current, the crystal changes shape and/or size producing a drop of ink from the nozzle. A plus for this method is the use of inks that traditionally have bad reactions to heat. (Most Epson printers use this method currently.)

Laser printers have proven to be great for high volume printing, but there are a few things to keep in mind in order to receive optimal production.

Not all paper is created equal! Make sure that the paper you are inserting for your print jobs is compatible with your machine. The wrong paper selection can result in paper jams due to folding issues and an inability to handle the heat necessary for a static load process.

Fast printing means greater heat, so be sure that you are using the correct type of ink for your needs. If you need a machine that can print quickly, be prepared for it to produce some heat! (“Cooler” printer options to consider are bubble jet and dot matrix.) Use of the wrong ink in a high heat printer can cause bleed over in your print jobs can which waste both your time and paper. If you are printing high volume on pre-printed paper (such as checks) be sure that your printer is using thermocromatic ink to ensure a smooth printing process.

Old Faithful

Did you know that the wall calendar is considered one of the most widely successful promotional products? Me neither! I recently read an industry article offering some enlightenment on this item as an important piece of a marketing mix. As I began reading the article I was prepared to scoff at the idea that calendars could still be a valuable player in today's market place. Everything has gone digital with most people using a smart phone or Outlook to track their schedules. Just about this time, something caught my attention and I realized that in spite of my use of a digital calendar, there is a wall calendar hanging above my desk... and that made me stop to reconsider my thoughts about this old faithful product.

As I worked to adjust my thoughts on this product, I began with a simple question - Why do I have a calendar hanging on my wall if I primarily use my digital calendar for scheduling? The top answer is that I enjoy the monthly photos - cute French Bulldogs make me smile. Second to this is that I work in an office not yet using a shared calendar. Adding important details to the wall calendar provides a great method of covering my backside allowing others in the office to easily view days that I am out and why without having to send email reminders and/or share my Outlook password.

The next step in my thought adjustment brought me to consider whether or not I would feel the same about my adorable calendar photos if they also showcased a company logo or motto. Although it might somewhat detract from the cute factor the thoughtful placement would not dampen my viewing pleasure in the least. If I am being totally honest, it would also serve the purpose of visually reminding me of a company thoughtful enough to send an item that brings me a little joy on a daily basis... and this, I believe, is the reason that customizable wall calendars remain a staple in the promotional product realm.

As you prepare for your next marketing adventure, consider this old faithful and the vast array of customization options now available. Whether adding a company logo to a calendar with pre-selected photos or developing your own monthly displays, a thoughtful gesture is always noticed and usually rewarded!

Oh Soy!

On occasion I have been known to pick up on trends and one that has made it on to my radar recently is the rage over Soy. Its popularity in grocery store products are a testament to the health benefits of Soy based products and the fact that you hear coffee fanatics requesting it as part of their Latte order shows quite clearly that people have become fans of the stuff. So when I started to see information about Soy in reference to printing, it caught my attention.

After some investigation into this new topic, I feel the need to share what I have unearthed about this new printing trend. Based on the numerous articles and printing sites I perused, it is clear that the use of Soy in printing is not a totally new thing. There are quite a few commercial printers that have been using Soy based ink for quite some time laying the ground work for these latest developments. In fact, one statistic I encountered shared that 95% of American daily newspapers print with Soy based ink.

I suspect you are now asking yourself, “What is this new development?” Drum roll, please…. Soy based ink toner for personal printers! Now, before you think, “big deal”, and stop reading consider one thing that makes this a big deal. Originally Soy based ink was only able to be used in a commercial forum because it required a longer time to dry. This feature made it unsuccessful as a toner for personal printers because we all know that in today’s world one needs to print and go! No time to waste waiting for the ink to dry. With this drying issue resolved, Soy based ink toner can be produced for the personal printers of the world allowing users to support environmental efforts while also receiving a few other benefits. Below are some of the bonuses of using Soy based toner:

• Lower levels of VOC’s (volatile organic compounds)

• Soy ink makes paper recycling easier

• Soy is a renewable resource – unlike petroleum which is the base for most standard inks

• Use of Soy ink promotes farming

• Proponents of Soy ink believe the ink is actually brighter than the standard petroleum based ink

• Some reports indicate that Soy based ink requires use of less ink for printing

As this trend picks up momentum, there are likely to be many options for purchasing these products. Although I fully support a competitive market, please consider that there is a SoySeal Mark (sample graphic below) already in use to note Soy based ink products that meet a basic quality requirement. Be sure that the products you purchase have this seal to ensure that what goes into your printer is intended to produce the results you seek.

http://www.soygrowers.com/resources/soyink.htm

Death and Taxes

Since it is rare that conversations about death hold great benefits for maintaining a healthy business, I will skip this portion of the title's implied topic and dive straight into everyone's favorite... taxes! Not to worry. I have no intention of droning about the specifics of certain forms or the pro's and con's of doing your own taxes versus hiring a professional to assist you. I bring up this topic as more of a public service message.

Since EGP offers a vast array of business forms and products designed to help companies with the necessities of doing business, it is only natural that we have begun the process of updating our inventory with the tax forms needed in the coming months. In an attempt to ensure my well-rounded knowledge of this product, I began a little research. After reviewing the many available tax forms on our store site I hopped over to the IRS website. After a few clicks it became apparent to me that they offer a large number of forms in a digital download format which caused me to ask the obvious question... why would our customers purchase these forms from us if the government will share them for free? With a few additional clicks of my trusted research assistant (aka: computer mouse) I discovered the answer to my question.

A good portion of the forms offered on the IRS site are labeled as "information only" forms. What does this mean to you and your tax filing preparation? The download version of these forms is available to you, but as a sort of practice test copy. Should you accidentally use one of these "information only" forms to file your taxes, not only will it halt the filing process you could end up with a new best friend compliments of the IRS. Quite a few of the tax forms necessary to the filing process must be purchased (not downloaded) for a simple and practical reason. They are printed on special paper, and in some cases with special ink, to create a "machine readable" form. Additionally there are strict specifications of each form making it highly unlikely that you would be able to print your own at home and meet the government requirements.

The message of today's tax related post? In the stress of tax season beware the temptation of free forms - they may cost you in time and fines later in the process! As with most things government related, the standard option is usually the safest one. Skirting the system may only lead to friendships you can't shake! If you decide to use some of the no cost tax forms, PLEASE be sure to read the fine print and be certain they are not "information only" forms.

PS - Here is a short list of several information only forms:

Form W-2 (series, excepting Form W-2G)

Form W-3 (series, excepting Form W-3(C)PR)

Form 1096

Form 1098 (series)

Form 1099 (series)

Form 5498 (series)

Form 5500 (series)

Form 8109-B

Green for Green!

I read an article this morning about proposed legislation affecting the printing industry and it got my brain working overtime. The premise of the legislation allows purchasers of printed material to recoup some of their money via a sales tax refund on any print pieces utilizing environmentally sustainable methods. Passing this legislation is obviously helpful to the print industry as people may be more included to order those extra products if they feel that the items are eco-friendly and save them some money. I just wonder how helpful it is to the small business that does not have massive quantity orders of printed products. In an effort to be fair in my final leaning on this topic, I took a closer look at the type of printed items that a small business might purchase and which of these might qualify for the tax refund. I fully expected to find that it would only save a little money – which is still a good thing since every dollar counts in a small company – but was pleasantly surprised to find that with a few small adjustments to purchasing decisions, this could be helpful to businesses of all sizes.

Let me explain my thought process… I started the evaluation process with the business basics – company letterhead, envelopes and business cards. A quick search revealed that all of these items are readily available in a variety of styles and sizes allowing the use of eco-friendly paper goods which qualifies them for this type of credit. Not to mention that these items are highly consumable products which means you will likely need to reorder them throughout the year. Do some quick math to see how many of these items you usually use during a year of business and then calculate the sales tax you have been paying… it is probably a nice little bundle of refund potential!

Since I am always thinking about ways to maximize company expenditures, as well as refunds, I started thinking beyond the basics. Most companies – regardless of size – also purchase marketing materials that involved the addition of their business information… which means they are a printed item! Consider items such as holiday cards, wall calendars, pocket calendars and pens. There are eco-friendly versions of all these products available for purchase which means you get the bonus of making a green purchase decision for items you would likely purchase anyway along with the potential tax credit. Add the calculation of the sales tax for these types of items onto the number you came up with for your standard business products and I suspect the final tally might get you a little more excited about this legislation being put into effect.

Calling Card

If you have ever watched a movie with a more historical setting you might recall the use of calling cards when someone came to visit. A simple card listing the caller’s name, this tiny formality was the first step in making and introduction or social call. Although I have not done the formal research to validate my assumption, my guess is that what we know today as the business card directly descended from these calling cards. This connection got me thinking… if these little cards have been around for so long does that mean they are successful at accomplishing their mission or just a habit we hold onto? With recent developments in technology making is super simple to exchange contact information, why would you continue to use business cards?

After some thought, I found out that there are actually quite a few reasons that I still choose to use business cards. Here are my top rationalizations:

1. Networking Events. There are certain customs and traditions built into most networking events and the majority revolves around the exchange of business cards. The one that springs to the front of my mind is sitting around a luncheon table where everyone grabs a stack of their cards and passes them to the left. As the stack makes its way around the table, each attendee takes a card for their networking stash until everyone has a card from all the other attendees. This process usually helps to jump start conversation at the table and the networking begins. Imagine if you did not have cards to participate in this process? After everyone gave you strange looks, you would still have to figure out how to get your information to your table mates without being the rude attendee that interrupted the start of networking conversation.

2. People are visual creatures. If you have designed a colorful and eye-catching business card handing it to a new contact is sure to elicit a quick response. For most people, accepting a new contact’s card translates into some version of information storage. Some people scan the information while others keep neatly sorted card files for later reference. Whatever the method, at some point your card will be seen again and with a great design it is sure to stand out putting your information back at the top of their mind. Digital contact lists may eliminate this visual prompt as their efficiency is based on storing all information in the same format.

3. Snail Mail. Although most “mail” is sent electronically these days, there are still occasions for which traditional methods are used. In these situations, it never hurts to have a business card on hand to drop in a note just to reiterate your contact information to the recipient. 

These are, of course, just a few of the reasons I use to justify my continued use of business cards. Feel free to contribute yours to continue the conversation!

For some additional perspective and thoughts, check out this article! (updated March 7, 2011)

Mystery Ink!

During a conversation the other day on the topic of printer ink, I found myself feeling a bit confused and uneducated. Like most people, I have always assumed that printer ink is just ink. I understand that you can buy the name brand toner or an off brand option, as well as the new rage of refill kits. It never occurred to me that beyond these basic options there is quite a bit to know. As usual, my curiosity led me to some research and to ensure others benefit from my educational quest, I am here to report that I have learned a little bit more on this topic. I suspect there is much more, though!

Let me start with the basics that I listed above and my understanding of each option.

Name brand toner/cartridge = high cost, but great quality. Usually manufactured by the same company as your printer, these items are specifically designed for your machine to produce the best possible print. My understanding is that these items are also referred to as OEM (original equipment manufacturer) ink cartridges.

Off brand toner/cartridge = less expensive than OEM, but quality can vary. Depending on who and how these "off-brand" cartridges are put together, there can be a wide variance in the ink quality. The key, I have learned, is differentiating between those referred to as "compatible" and those that are "remanufactured". Prior to my research I thought these were just different ways of saying the same thing - I was wrong!

Compatible toner/cartridge = This is a product not manufactured by the original printer manufacturer (OEM). It will, however, function the same way as the OEM. The key warning.... check your printer warranty! Some have a clause built in that voids the warranty if you use compatible products rather than OEM.

 

Remanufactured toner/cartridge = This product has been used previously, taken apart and then refilled with new ink. Basically, the same thing you could do with a refill kit at home without the mess. These are likely to be the least expensive ink option available, but do tend to have challenges with smearing and malfunctions. Key warning for this item... check your cartridges before making this purchase. Some printer manufacturers have developed cartridges with special technology making so they cannot be remanufactured. If you have one of these printers, beware of anything labeled as "remanufactured" as it may not be accepted by your device.

Refill Kits = low cost, but quite messy! If you need a truly inexpensive option for replacing your printer ink, this could be a great option. HOWEVER, be aware that there is some skill involved in using these refill kits and it can be a messy endeavor. As stated above, before you take this path research your printer to be sure that your cartridges will allow for refilling otherwise you could waste time and money. The other consideration with this option is what you are printing. If this is your home printer and you use it for printing recipes and directions, then this may be a good option. If you are printing photos or more professional style documents, you should be sure to consider the ink quality concerns that people have voiced with the refill route.

As always, make the choice the best fits your needs and budget. Just be sure you have all of the facts before you make your purchase!

Send me a postcard!

In the world of marketing there seems to be a great debate about the use of direct mail pieces. With the massive increase in on-line media and marketing initiatives, most people have passed on direct mail marketing in favor of the digital options. One thing to consider, though, is that with the increase of on-line marketing customers are now bombarded more than ever with messaging every time they log into their email or other social media outlets. Just like the days of old when people were annoyed every time they went to the mail box and had mass piles of marketing mail, they now have the same experience in the digital world. So, what is the answer?

Unfortunately, I cannot claim to have the answer to the question of "to mail or not to mail". All I can suggest is that you consider the possibility of utilizing both direct and on-line marketing efforts. My logic for this suggestion? If people are becoming just as immune to digital marketing as they are to direct mail, catch them off-guard and send both! As long as the campaign design is attention getting it will register on some level in the customer's brain. Even if they spend mere seconds glancing at your digital effort, a well timed follow up received in the mail is more likely to get a second glance for the simple reason that it will be recognizable on some level and different than the version already brushed off.

Another encouragement is to consider the use of postcards rather than more traditional pieces. Because of their size they can be less expensive to produce while still allowing the use of custom graphics and message. Postage costs for these pieces are less than other options, as well, allowing you to stretch your budget a bit further. Unlike direct mail pieces that require the recipient to open and unfold, postcards offer a 100% open rate with the message front an center as soon as the mail box is opened. One last thing to consider is that used as one piece of a well designed marketing campaign, postcards can help direct customers to the next step in the conversion process.

Still not sure about my logic? Check out these articles for some additional insights and more hands on suggestions on how to make your direct mail campaign a success!

Postcard Campaign

Engage Direct Mail Prospects

Connect Direct Mail to your Website

The Sweet Stuff

For most people, the holidays are still a long way off. For business professionals and marketing teams now is the time to start planning the holiday cards and gifts to be sent. While most companies elect to continue the annual tradition of selecting, printing and mailing company holiday greetings the question sometimes arrises as to what constitutes an appropriate gift for certain clients or vendors. Without knowing someone's personal interests the selection process can be a bit daunting. There is, however, an option that most everyone enjoys... chocolate!

While there are a number of great boxed chocolate options available, one thing to consider when sending them as a company gesture is product personalization. An expensive box of chocolates is always nice to receive, but sitting on someone's office desk it may not be obvious who sent them and this is a lost opportunity for company marketing and/or branding. If the chocolates sitting on that same desk are imprinted with a personalized message or company logo odds significantly increase that co-workers stopping by are left with a sweet impression of your company. When considering a gift of the sweet stuff, take into account the return on your gift investment.

There are, of course, a variety of options from which to choose. Here are a few to get you started in your selection process.

Milk Chocolate Truffle Gift Set (16 ounces)

Milk Chocolate Truffle Gift Set (24 ounces)

Chocolate Covered Almonds and Cashews with Personalized Chocolate Center

Chocolate Business Card

Traditional Truffle Gift Set with Personalized Chocolate Center

Security!

While running errands this weekend I stopped by one of the large retail office supply stores. As I perused the software section I noticed a product offering the ability to print your own checks rather than purchase pre-printed checks for business use. The entrepreneur in me got a little excited, but then I started to do my homework - the marketing almost worked!

It turns out that since the inception of checks in the late 1600's the methods of making them a more secure form of payment have increase with the demands of the users. By today's standards there are more security methods than I care to try and count ensuring that forgers really have to work hard at their version of entrepreneurship! One of these security methods is something referred to as MICR (Magnetic in Character Recognition). I could attempt to relay every last detail of my reading research, but suspect that your coffee pot may start running into overtime use! So, I will boil down what I have sorted out and make my point about this "print your own checks" option.

By the year 1952 there were 47 million checking accounts with 8 billion checks written annually. On an average business day there were about 69 million checks processing through the payment system. Wow! Consider the population growth since 1952 and try to imagine what these numbers look like today... Because of the volume of check use the banking industry determined that they needed to develop an automated processing system to expedite the processing and keep up with demand. By 1956 the method of MICR was suggested and quickly implemented. There are, of course, a number of details about this special ink, but in the interest of time let me explain it the way I understand it to work. The ink contains special ingredients infusing it with magnetic attributes allowing it to stand out against other ink imprints made upon the check during processing (endorsement stamps, etc.) Combined with a special font selection and a few other features, MICR also provides a processing feature readable by both machine and human. The catch to this security and processing feature is that it requires use of a special ink. Now let's take things one step further... special ink means you also need a special type of printer in which to use it. "Special" most often also means that the ink cartridges can be quite costly. My point?

As with all business decisions - try to move past the initial marketing based excitement of a new product and investigate the details fully before making your decision. Purchasing a special printer and special ink just for printing your own checks might save you money if you print ALOT of checks routinely, but it also increases your maintenance and equipment costs. Check out all of your options and run the numbers - you might find that purchasing pre-printed business checks from a trusted supplier could save you time and aggravation in the long run without sacrificing security measures!

'Tis The Season!

I know that summer has just entered full swing, but for the people in charge of company holiday cards the time for selection is fast approaching! With this in mind, it seems appropriate to share some thoughts regarding the selection of the Company Holiday Greeting. As with most annual/seasonal items, card selection can sometimes suffer from attention neglect as busy workers make their choice with a "that will do" approach to the process. Although this may provide an acceptable card for each year's mailing, with a little more consideration given to the process these cards could do so much more to promote your company!

Here are a few things to consider:

1. Make a good match! Every company has a "personality" of some sort whether it is formal (traditional), semi-formal (contemporary), or creative (silly fun). When selecting a company greeting card consider your company personality and be sure that the card you pick is a good match. Why does this matter? It helps to build consistency in your customer communications which also contributes to brand building. If your company is a really creative place to work and all of your customer communications reflect a hip and contemporary style, sending a traditionally styled greeting card for the holidays could leave your customers wondering if you had an identity crisis.

2. Know your customers! A keen understanding of your customer base is key in selecting a greeting card for your company. If your customer base covers a wide range of businesses you may want to stay on the safe side and select a card with a message appropriate for the many holidays celebrated during the season. Keeping this in mind during the selection process can help to avoid any unintended offenses of card recipients.

3. What is your intent? Are you sending holiday greeting cards as a simple gesture or are they tied more closely to your marketing efforts? If you are making a gesture, then a single card selection is probably your best bet. If, however, your holiday cards are also a method of extending your marketing initiatives, you may consider purchasing different card styles to pair with your different customer bases. Why? Repeat customers might appreciate a more personal message to convey your appreciation of their continued patronage. This same message sent to a customer who has only worked with you on a single occasion could be a little much - sort of like a marriage proposal on a second date! Electing to use a more general card message to cover all customer bases could leave your dedicated customers feeling a little unloved. Again, this goes back to knowing your customers and selecting the approach that best matches your intentions for the card and your company personality.

4. Make it personal! I keep reading articles lately about customers trending toward smaller businesses for a more personalized shopping experience. With this trend in mind, my suggestion is to get on board and maximize this trend. Customers who love the personal service they receive when doing business with you may get the wrong impression if you send them a general holiday card with no personalization and this could lead a decrease in their loyalty to your company. How do you overcome this hurdle without developing writer's cramp? There are a wide variety of cards that allow you to add customization of both your company name/logo, as well as a personalized message. These customization options are pre-printed on the card when you receive them which decreases your writer's cramp and still shows your customers that you cared enough to send more than just the standard greeting. There are also cards that allow you to pre-print your signature which can save you a lot of time. Before you make this selection, however, consider your customers! If your company motto revolves around personalized customer service, a pre-printed signature could be seen as a miss-match to your company identity.

Now that we have addressed some of the key points in what to consider during your selection process, let's touch on some things to avoid.

1. What is funny inside your office could be a tad offensive to your customers. Consider all angles when selecting your card style. If you send a company photo as part of your holiday greetings be sure to avoid simple missteps such as wearing a team jersey that is the key rival of your customer's home town. Though your team may appreciate the support, an overzealous sports fan on the receiving end may frown upon such a display. Likewise a silly photo of your boss napping at their desk may seem like a hoot to your office, but a customer receiving the card could misinterpret the message to mean that you don't take your business seriously which may send them looking for a company that they see as a better fit.

2. Keep it current! As the recycling trend continues to grow refrain from applying it to your company greeting cards. If you have left over cards from last year's mail out, don't send them to the same customers hoping they won't remember. The exception to this rule, of course, are those companies who choose to send the same card EVERY YEAR to build a sort of brand expectation. (We have a customer who has used this approach for several years and the one year they sent a different style card, their customers let them know that they preferred the old style and looked forward to it each year.)

3. Make it memorable! Safe selections should not automatically equal boring greeting cards. Resist the urge to select the least aesthetically pleasing card in the hope that it will also be the least likely to offend anyone. There are LOADS of lovely holiday cards available with an all-inclusive holiday greeting. Odds are that you can find the perfect fit to avoid sacrificing your company style.

Can I get your card?

Lately it seems that a new digital application or devices is introduced to the world on a weekly, if not daily, basis. While I enjoy the developments on technology and sorting out how it might help me reach my goals, it causes me to do some thinking. Do these new developments make the traditional methods obsolete or are they simply an additional avenue for communicating business information?

My most recent ponderings on this topic have revolved around business cards. Anyone who has been to a networking event can vouch for the importance of having a business card on hand to participate in the traditional exchange. The act of asking for a card has become so ingrained in the networking process that it is almost second nature to the veterans of the business schmooze. What has caught my attention recently are all of the nifty technological ways to share contact information usually contained on paper business cards. Most cellular phones/devices now have a SMS Text feature that allows you to send another phone/device a digital business card. More structured networking events such as tradeshows have even branched into the use of digital devices attached to name badges allowing attendees to simply synch their badges for information transfer. The practical part of me thinks this is a fantastic option that saves time and paper (literally and monetarily). Not to mention that sending your information to someone's phone/device negates the potential of a lost card that translates into lost contact. Of course, switching to this new digital method means adjusting your "system", as well. Most people regularly receiving business cards for networking purposes have developed a system for logging the information. Some add notes to the card to remember where they met the person and even what they may have discussed. Other people I know make a habit of entering collected information into their email contact list allowing them to easily access the contact for email and telephone contact later. If these systems sound familiar to your habits, I would strongly suggest investigating the finer points of digital business cards and the storing of information before making the leap to the paperless world. Making the leap without verification of how you can continue to add your networking notes may backfire causing you have a phone full of names with no reference of where you met them and/or what you discussed.

For additional information on digital business card options, check out these articles:

Digital Business Card Options

Twitter Business Cards

Google Profiles

Profile Aggregators

Whatever your decision is be sure that it works for you and your business. If your company is highly digital and functioning in an arena where new technology is king, then utilizing digital card exchanges could be a great option for you. However, if your company operates in a more "old-school" realm with vendors and customers who are not technologically savvy, trying to go totally digital could send the wrong message and send them looking for other partners who operate in their comfort level. As with most things in business, your choice needs to work for you, your company and your customers in order to be most effective.  

Take it to the bank!

In the world of direct deposit, a lot of people have lost touch with the bank deposit process. Although it seems a fairly straightforward and basic transaction, business owners have a few more details to consider than just filling out the deposit slip. In fact, let's start this discussion with the deposit slip.

Different than a personal account, businesses have to consider a few extra details when it comes to deposit slips. How many transactions do they need to record on the deposit slip? Will someone be hand writing all of the deposit slips or do they prefer to use Laser Deposit Tickets that allow them to process the information from software systems such as QuickBooks? Does the accounting staff prefer to have a seperate book of deposit tickets or a  3-on-a-page format that fits in their existing check binder? Prior to purchasing pre-printed company deposit tickets the features of the tickets should also be taken into consideration. Is the formatting approved by all financial institutions? If not, it could slow down the processing of your deposit and in the business world the old addage remains true - time is money!

After you have reviewed your deposit ticket needs and selected the right format for your business needs, the next item up for consideration is the Deposit Bag.  How much cash is your company handling each day? Will you have equal parts paper and coin? Though the standard canvas bank bags work just fine for most businesses, you might consider the level of security that you need for your deposits. If your deposits are significant in monetary size, perhaps a tamper proof deposit bag might be a better fit. The newest versions of these deposit bags are made for strength and convenience, as well as designed to meet or exceed Federal Reseve Bank requirements. Using a tamper-evident sealing tape these bags offer the comfort of easily knowing if someone has tried to "borrow" a few funds from the company coffer. Worried about the fact that these bags are plastic? Well, turn that frown upside down! These bags are made from recyclable plastic! With a variety of sizes and styles, there are plenty of options to meet your deposit volume needs while also providing the comfort of secure transfer between your business and the bank.

One last item to consider for your business banking needs is the Bank Endorsement Stamp. If your company receives most of its payment via check rather than cash, these stamps could save you from a lifetime of writer's cramps! Listing your company information along with deposit instructions such as "Deposit Only" these stamps can make deposit preparation a quick and simple exercise.

In the world of business, there are no small decisions and this includes such simple acts as making a bank deposit. To ensure that your company funds reach your account quickly and safely consider the type of funds you will be making and spend the extra money on a few key deposit products. The few extra dollars spent on the front end will easily gain you time on the back end which can be spent serving your customers and adding to your bottom line!

Happy banking!

Tracking Yourself

Imagine yourself in the middle of a hectic work day juggling calls and paperwork for various clients. Trying to keep the details of each client file straight is an exercise in Type A training – at the very least. Now imagine that in addition to managing the entire client file content, you also have to document who you called, sent emails to, had meetings with and which file you spent time working on today. I am not sure about you, but I think my head would be spinning by the end of the day!

Anyone in a professional field requiring the tracking of billable hours is very likely familiar with this scenario and the resulting head spins. For those of you dealing with this scenario, I have a suggestion to end your head spinning days. There is a new software service available that digitally tracks all work related activities freeing the user from the task of remembering to log every telephone call, email, etc. How does this work? Let me explain… (visual aid shown below)

After a quick installation of the hosted software, the user can set the program features to link their PC, mobile phone, office phone, and email for information tracking. Every time one of the pre-assigned devices is used the system tracks the activity in a comprehensive communications log. When it is convenient for the user, they simply log into their account and assign the activities to the appropriate client files for billing purposes. The system intelligently integrates with most legal billing software providing a quick and efficient transfer of the assigned information for client billing purposes. Imagine the time you can save and the hours you can recoup for additional billing!

This is, of course, a simple snapshot of this product’s features. The full range of its capabilities allows the user to customize and easily manage their daily work allowing for increased productivity and fewer headaches.

For more information on this product, click here: WorkTRAKR