Case Study
Optimised Print and Mail Operations for Huge Savings
XBP Europe optimised print and mail operations resulting in reduced high overhead costs and increased productivity.
Challenge
The in-house print and mail operations of a prominent Benefits Administrator were facing significant challenges, with high overhead costs and low productivity.
To maintain three facilities in North America, the company incurred unnecessary expenses, as it was wasting square footage and under-utilising equipment. Due to a lack of integrated printing capabilities and a digital inventory management system, the company had a high volume of inventory (over 5,000 individual items). Workers had to manually accommodate highly customised jobs for each client, which required additional print runs and picking and matching inventory for kit fulfilment, resulting in fragmented, manual-based workflows.
Moreover, the company did not have a Disaster Recovery/Business Continuity solution, which meant that materials had to be physically shipped from one location to another, causing a 2-day delay. The existing infrastructure did not support automation, which led to low productivity across sites and slower print and fulfilment turnaround. Finally, production operations were not being leveraged for additional lines of business.
solution
Optimised Print and Mail Operations for Efficiency
XBP Europe took on the challenge by absorbing all inbound processing and outbound print and mail operations of the company. These operations included production, fulfilment, return mail management, postal optimization, supply chain inventory optimization, and customer communications management. The migration of all operations was carried out to XBP Europe’s mega centre and production facilities, which relieved the company of excessive overhead costs for real estate, security, technology, and infrastructure.
The transfer of hundreds of individual jobs was accomplished over the course of a year, while User Acceptance testing took place at one of the facilities before any job went live. In order to streamline, standardise, and unify operations, XBP Europe rebadged over two hundred workers. Additionally, manual processes, such as customised print and fulfilment activities, were automated. By leveraging its wide-reaching supplier network, XBP Europe was able to secure the most competitive rates and drive economies of scale.
Benefits
Benefits with XBP Print and Mail Offering
- Reduced total spend by 20%
- Offers a flexible solution capable of accommodating unexpected surges in demand and facilitating future expansion.
- Streamlined operations by establishing efficient workflows, reducing unused physical space and resources, and implementing automation.
- Avoided the necessity of investing in capital expenditures.
- Achieved cost savings through leveraging XBP Europe’s procurement spend of $1B and scaling operations accordingly.
- Minimised risk by employing extensively trained personnel, maintaining meticulous process documentation, and implementing reliable business continuity plans.
- Eliminated the need for hourly workforce management.
- Implemented innovative colour and onsert printing capabilities to lower turnaround time, inventory requirements, and manual labour.