Tel: +27 (0) 11 789-1608 | Email: info@mailmech.co.za
Folding And Inserting Machines In SA Banner Franking Machines In SA Banner Folding Machines In SA Banner Letter Openers In SA Banner

The Glorious Glue Fold Machine

In the wonderful world of automation, the glue fold machine is an exceptionally clever piece of equipment. We know that the days of manually filling and stamping envelopes is a thing of the distant past, but somehow, we’re still fascinated with the speed and versatility of the glue fold machine.

What does a glue fold machine do?

As indicated by its name, the glue folder machine is a mechanised folding and gluing system. Taking an innocuous sheet of paper, this smart machine pulls a printed sheet, folds it in several variations, applies glue to seal it, and can quickly perforate it if required. It can also be used as a simple folding machine if the need arises.

Whether you need to print one side and conceal it in a C-fold, or you need to print on two sides and fold it into six concealed panels, the choices are endless.

It really is a wonderful way to reduce mailing costs while still ensuring secure, quality communication with your customers. 

Who needs a glue fold machine?

The process of glue folding is primarily used for security purposes and serves to keep confidential documents safe from prying eyes. Not only are they securely printed and sealed on site but are tamper-proof and recipients can quickly see if anyone has tried to take a sneak peek at their mail.

These are ideal for personal documents such as:

  • Tax notifications
  • Bank statements
  • Invoices
  • Salary slips

However, the speed and versatility of the glue fold machine makes it a great choice for other paper mail items. These could include:

  • Sales or promotional mail
  • Notices
  • Appointments
  • Order forms
  • Letters
  • Advice slips

If you’re still licking and sticking, please get in touch with the Mailmech team. We can help you to choose the best glue fold machine for your business. 

Posted in News

5 Tips to Creating a Great Email Newsletter

If you’ve been more of a paper mail sort of company and you’re thinking of making the move to digital communications, then you’re probably considering a regular newsletter.  A monthly or weekly email to your clients with interesting updates, topical information, or special offers is a great way to stay front of mind. 

But with the flood of spam, news, views, and clickbait, how can you create an email newsletter that is going to get read?

The Foundation of a Great Email Newsletter

While there is tons of information on the web to guide you in creating the best ever newsletter, we’ve found five points which are a great place to start.

Why are you sending a newsletter?

If you want your readers to feel like they’re getting something of value, then you need to unpack why you are sending this mail and what your goal is.  

Are you highlighting special offers? Are you offering useful information to educate them? Whatever your reason for sending your email, make sure that it’s relevant to the recipient, exciting and easy to read.

Balance

Ideally, our messages should be less self-promoting and more educational. That is, of course, unless we are sending special offers. 

We want to offer something useful to our readers, and not just tell them to buy.

Focus on headlines

How many of us either delete or open an email based purely on the headline? The headline carries a heavy burden of responsibility for the success or failure of a campaign, and care needs to be given to creating an emotive and exciting opener. 

Have a single call to action 

We know that we don’t have much time to hold our reader’s attention, so making your message short and snappy with a single call to action is a great idea.

What do you want them to do? Book a call? Go to your product page? Whatever it is, make sure it’s clear and unambiguous.

Be concise

We are flooded with messages daily, and we tend to automatically filter out what is important and what is not. An email with short sentences, bullet points, and powerful imagery will fare better than a wall of text. 

Do you need help with your emails, mail security, or bulk mailing systems? Chat with our team now.

Posted in News

3 Things You Never Knew Could Go into a Shredder

As much as we would like to be living in the age of the paperless office, the printing of documents is still necessary for several reasons. This, coupled with the crackdown on data protection and the stringent requirements which have been implemented, means a shredder is a vital piece of office equipment.

However, have you ever asked yourself, “What can actually go into a shredder?”

More than you think. 

What can go into a shredder?

Paper

Obviously, paper. 

Things like payslips, client files, contact lists, confidential company planning documents, staff records, and financial information should be shredded as soon as it is no longer required. This makes a shredder in both the HR and the Finance department a must-have.

Did you know, though, that some of the more robust shredders can handle more than just paper?

For example, the Kobra Cyclone is a beast of a machine, making short work of up to 500 sheets of paper at a time. It can also easily cardboard or boxes without a hiccup. 

Plastic

One of the best things about using a shredder is that the waste can be handled by recycling companies and put to good use – plastic being a significant waste product.

Therefore, plastic bottles, credit cards, and old plastic bound documents can be thrown in and dealt with responsibly. 

CDs

The day of the CD is almost over, having been replaced with access to the cloud and tiny, handy memory sticks which can hold enormous amounts of information. So, what do we do with those CDs or DVDs which may contain company or client data? 

We shred them of course. 

If you have been looking for an office shredder which can handle everything mentioned above, then we’d like to invite you to chat with the Mailmech team. We have a range of shredders which can handle everything but the kitchen sink.

Posted in News

Paper Saving Tips: To Print Or Not To Print

Historically in the business world, paper was used in vast quantities. Prints were made without thinking twice and letters or memos were written and left on desks with reminders for fellow colleagues. But as this is no longer the case, we are continuously looking for paper saving tips.

In the modern office, everyone is looking at ways to become more eco-friendly, and one of the easiest ways to do this is to cut down on paper usage. 

Paper Saving Tips

There are many ways to paper-saving tips that you can implement in the workplace, and some are so simple. You will be surprised at how quickly your business can save paper, and money with these few handy tips

  • Print on both sides of the paper. Such a simple tip, but it will cut your paper usage down by half on the items that are essential to print
  • Store information and documents electronically. The use of digital storage is a great paper saving tip, and also saves you physical space. Rather use external hard drives or explore cloud data storage.
  • Re-use scrap paper. Printed a document by mistake or discovered errors? Re-use this paper as scrap to write your notes or messages instead of buying note paper or desktop calendars. 
  • Use emails. When communicating with colleagues or customers, opt for email. Everything can be sent digitally whether it is an advert for specials, a reminder for a meeting or a business contract
  • opt for digital signature and stamps. These are extremely easy to create and are a huge paper saving tip. They also save time as there is no need to wait for documents to print before signing or stamping them
  • Recycle. If there are documents that must be printed, make sure that once they are ready to be thrown away there is an option to recycle them instead of just tossing them into the bin.

For all things print and mail-related, chat with the Mailmech team.

Posted in News

Where do Postage Stamps Come From?

While our Millennials and Gen Zers won’t be too familiar with the humble postage stamp, those of us old enough to know what they’re all about may have wondered where the idea came from in the first place.

Paper mail may not be as prevalent as it once was, and many companies now make use of franking machines as opposed to a lick ‘n stick postage stamp, but there are still plenty around and they have a fascinating history.

The Humble Postage Stamp

Postage stamps date back to the middle of 1840 when the Penny Black was introduced to the British public, closely followed by the two-penny blue. The stamps were not the easy-tear perforated type that we enjoy today but were altogether in a sheet and needed to be separated with scissors.

UK stamps right down to this day, do not have any details of the issuing country, rather, they are identified by the reigning monarch of the time.

Before prepaid stamps were the norm, ink and hand stamps were used to frank the letters and verify that postage had been paid. Prepaid stamps, however, were a much easier way of paying for postage which increased the number of letters from around 76 million per year to around 350 million letters just five years later.

Philately or the collection of postage stamps has been a popular hobby for many over the years. The variation in size, shape, colour and image has rendered some of these utilitarian squares o paper quite beautiful and highly collectable. Many stamps are created as a showpiece for a political movement, a major sporting or social event, or to highlight the issuing country’s ruling party.

Over the years, many rare stamps have racked up a surprising value for collectors. The most valuable stamp in the world is said to be a low-quality magenta rectangle with snipped off corners issued by British Guiana in 1856 with a fuzzy image of a ship and the words “Damus Petimus que Vicissim” (We give and we seek in return) printed on it. Worth a staggering $9,480,000.00 at the last count, this is truly a collectors’ item.

As part of the human technical evolution, postage stamps have a wonderfully interesting history, don’t you agree?

Posted in News

Creating a Professional Booklet is Easy

We may live in a digital era, but there is still room for printing beautiful and professional booklets in the business world. Whether you need a few items printed and bound for a training session, an annual meeting or just for an updated health and safety manual, creating a professional booklet can be a simple and fun task.

Tips for a professional booklet

Choose a theme

A professional-looking booklet will have a theme in terms of colour, font and imagery which runs from the front page to the back and helps to tie the information together.

This cohesion is important, and when chosen at the beginning of your project, helps to build an attractive and easy-to-follow booklet.

Imagery

Images serve to break up walls of text and create interest in a booklet. They also help to illustrate a thought or inject an emotional element to the pages. Whatever your choice of imagery, be sure to maintain a similar look and feel throughout; for example, loading all images with a sepia tone, or in black and white.

White space

White space is the area around the text and imagery. This space ensures that your pages aren’t too cluttered, that the eye has time to rest and absorb what’s there, and also helps to make key points stand out on their own.

Engaging text

In order to make your main points stand out, you can use a variety of colour, text or text colour. An engaging message is enhanced with a striking background, and even changing the weight or spacing of your font for uniformity can work in a booklet.

Once you’ve set up your masterpiece, it’s a simple thing to print it out and create a beautiful, professional booklet.

If you’d like to know more about booklet making machines, printers, copiers or franking machines for your office, please feel free to contact the team at Mailmech – we’ve got everything you need.

Posted in News

3 Ways to Be Productive When Working Remotely

Have you been hustled away from the office and find yourself working from home at your kitchen table? Yes, many of us are now working remotely, and for those who are used to the routine of office life this can come as something of a challenge.

How can we be productive and stay focused when working remotely? We’ve got a few thoughts to share.

Set a Schedule

Even if you have the flexibility to set your own hours, a schedule will be beneficial to you. For most of us, getting up and prepped for the day as if we were going to the office puts our brain and body in the right space. If you’re an early bird and prefer to start work before the family wakes up, then that’s great. A night owl will likely get a later start but burn the midnight oil.

Whatever your preference, setting and sticking to a schedule ensures that you are getting your hours in and not letting the team down. It also means that you will have the time set aside to be focused on the tasks at hand, as opposed to being distracted by laundry, Facebook or home chores.

If possible, schedule your meetings so that they run back-to-back, and you don’t waste valuable time in between. Schedule time for lunch and a team catch-up if necessary.

Move Around

It’s too easy to get wrapped up in work and forget that lunch time has rolled around. Set a timer for every 40-minutes which allows you to stretch your legs, grab a coffee and go for a short walk around the garden to get your eyes away from a screen for a bit.

Sitting in front of a computer all day will certainly damage your eyesight, your neck and back will suffer and you may find that you are putting on weight.

Getting a few lungfuls of fresh air as you walk about offers an instant mood boost and allows you to focus better once you’ve returned to your desk.

Get Social

Working remotely can make us feel isolated and alone, which can lead to depression. Make time to chat with your teammates if appropriate, and schedule regular video calls to friends and family to stay connected.

If you can safely leave the house to go for a walk in the park with a friend or similar, then do so. Your company can’t expect you to be available from 7am to 6pm without a keyboard break. Set up a Do Not Disturb message and spend some face time with other people.

Indeed, this time of change is not easy for any of us, but we at Mailmech would like to encourage you all to stay safe at home and let us know if you need assistance in your remote office.

 

 

Posted in Articles

Email vs Mail, What’s The Verdict?

Sending an email whether for business or personal messaging, is simple, fast and efficient. The fact that over 281 billion emails were sent in 2018 is testament to this.

And yet, we still have mail boxes at the end of our properties and post office boxes which we check regularly. Surely email has made standard paper mail obsolete?

Well, there are still some advantages of traditional mail over email, but the gap is indisputably getting wider.

Email vs Mail

  1. Email is instant. In fact, it takes just a matter of seconds for the mail servers to communicate with one another and to deliver your missive to the waiting inbox of the recipient. ‘Snail mail’ as traditional mail is often called takes – well – a lot longer. In the UK, first class post is delivered the following day if posted in the morning. In South Africa post can take several days if it arrives at all. Sadly, that’s a strike against direct mail. Faster is simply better in today’s fast-paced age.
  1. Emails are free. Obviously, one would need a computer or other device, but there are plenty of free email software options and once you’re connected to the world wide web, your emails cost nothing at all. When sending paper mail you’ll need a stamp or a franking machine. Either way, it costs.
  1. Email can be sent to multiple recipients at the same time. A quick note in the cc box and your message will arrive instantly on the desk of as many people as you like. Not so with the postal option, however.
  1. Email required internet access, whereas direct mail doesn’t. We do wonder who doesn’t have internet access in this day and age, but apparently, this is still a thing in various areas. In this case, a letter in the mailbox is the way to go.
  1. Emails can contain malware or viruses which can affect your computer and your security. In fact, cybercrime is on the increase as criminals find more ingenious ways to access our machines via phishing, trojans and other nefarious means. Thankfully, there’s no way for this to happen with traditional mail.
  1. One can send attachments on email with the click of a button. A screenshot, a file, an image – it’s just so easy. Direct mail requires printing out of these same documents which may be necessary for record-keeping but is a negative stroke for the paperless office.
  1. Email addresses are scraped and used for spam and other nuisance messages. They may not be from a criminal mind, but they are a pain. However, how much junk mail do we get in our letterbox or post office box? This is a draw for the email vs mail debate.

For all things mail related, please feel free to contact the Mailmech team.

Posted in Articles

Was Pigeon Post Really a Thing?

Being in the business of sending mail, we are always interested in post-related information. Of course, modern tech allows us to explore the workings of everything from a paper jogger to an automatic envelope sorter. However, what we want to know today is less technical.

Before the days of post offices and mail delivery, did people really use pigeon post?

Was Pigeon Post Really Used?

The short answer is, yes, people really did use pigeons to carry messages.

As early as 2000 years ago the ancient Romans used homing pigeons, also called carrier pigeons, to communicate with their armies. They were used up until 1957 as communication tools and may well still be used by some hobbyists today.

Homing pigeons, true to their name, have a strong homing instinct and can navigate back to their ‘homes’ from many kilometres away. These pigeons would be taken in cages to their destination, and when it was required, a small, lightweight attachment holding a message was attached to their leg and they were set free.

It is estimated that a good 95% of these smart little birds made their way home without getting lost or eaten, which is a pretty decent success rate. When they arrived back at their roost, a little bell in their cage would let their owner know that they were home, and he would divest them of their message. Very important messages may have been repeated and sent with two or more pigeons in case the one didn’t make it.

An interesting point to note was that homing pigeons only knew the way home – they weren’t sent to places, rather from places to deliver messages home.

While used a lot in war times, pigeon post was also used in the 19th century between financiers and stock market employees who would communicate trading prices between each other.

Indeed, these fascinating little animals have served their countries well over the years with their unfailing navigation systems.  Perhaps our own postal system can take a feather out of the caps of these little fellas?

Posted in Articles

The Etiquette of Addressing Envelopes

The matter of addressing envelopes may not be high on your list of things you absolutely must know, but being in the business that we are, it matters to us. 

Yes, there is a right way and a wrong way of addressing an envelope. In business communication, this is good information to know.

So, let’s see how it’s done.

Addressing Envelopes – The Right Way

Email has certainly taken the requirement for sending paper mail to an all-time low, but if we’re sending out mail then we may as well get it right.

Type, don’t write

If possible, rather type the address on the envelope rather than writing it by hand. This gives it a more professional finish and prevents it from getting lost due to illegible handwriting.

Use Caps

It’s recommended to use capital letters throughout. Again, this makes it easy to read and prevents confusion between ambiguous letters such as the upper case I (for Indigo) and lower case l (for Lemur), or the number 1. 

Remove all punctuation

There is no requirement for commas between the name and the address lines, and no need for full stops. 

The only variation to this will occur when making use of a title such as Mr. or Mrs. 

Return address

Your return address should be written in the top left of the envelope beneath your full name,

Adressee position

The recipient’s name will appear at the centre of the envelope. It is good manners to use their full name and designation, for example, Reverend John Smith.

Aligned to the left below the name will be the full address of the recipient, including apartment or house number, city, province and postcode. International mail will require the country name.

If you are sending the letter to a company then the business name will appear first, followed by ATTN: <full name>. This will ensure that the letter is not opened by the post room and gets to its desired recipient.

Postage

Whether your envelope is being franked or you are sticking a postage stamp on it, this will appear on the top right-hand corner. 

So there you have it – the proper way to address an envelope, proudly brought to you by the pendants at Mailmech.

Posted in Articles