At the IPMA breakfast during PrintingUnited, Executive Director Mike Loyd spoke about the opportunity employee orientation presented for in-plant managers. Involvement can extend beyond printing handouts. Savvy leaders can seize this chance to promote themselves and their teams.
In the digital and hybrid world of today, physical documents remain essential. Yet, when we visit companies, many of the employees don’t realize that there’s a print or mail operation for their organization. Even when a department receives or sends large volumes of mail. The mail arrives and the mail goes out. Print requests are submitted online and arrive at their desk.
No one gives a second thought on how it happens.
Often the print and mail center is so physically removed from the rest of the company that no one ever has a reason to go near the shop. In many cases, the in-plant operation is located in the basement, next to the loading dock, or in a separate building (at one hospital we worked with, the mail center was next to the morgue). Out of sight, out of mind.
In-plant managers must take responsibility for educating their fellow employees. Beginning on the first day of orientation.
The first step is to reach out to Human Resources, and introduce yourself to the orientation manager. Ask how you can become involved. They will need printed materials, including nametags and pamphlets. For remote employees, they need to ship supplies and equipment. They will also need presenters – in-person and online.
Prepare a brief (5 – 10 minute) presentation on your in-plant. Make sure you include directions on how to find your department – in-person and online. Explain how to place orders and contact your support team. Highlight the capabilities – software and equipment – to produce unique and professional output.
If you have the resources, create a video tour of your operation. Follow a job from start to finish. Make sure you include the smiling faces of the people on your team. For more ideas, reach out to fellow IPMA members for samples of videos they’ve made and posted on their company websites.
Hand out samples that represent the different types of products that you can generate. Include work that new employees may not know you are capable of producing. For example, wide format posters, stickers, and custom shaped pieces. Include samples of outbound mail to customers and prospects.
Spend a few moments explaining proper addressing – for inbound and outbound mail and packages. Physical mail continues to play an important role for businesses, government and educational institutions. Properly addressed mail will make sure that the right piece – will get to the right person – on time.
Consider taking your involvement to the next level. Offer to be a tour guide, or allow your employees to be tour guides. This will be welcome support, and a great way to make sure they visit your shop!
Welcoming new employees to your company is the first step into turning them into loyal and satisfied customers of your in-plant operation.
Mark M. Fallon is president and CEO of The Berkshire Company, a consulting firm specializing in mail and document processing strategies. The company develops customized solutions integrating proven management concepts with emerging technologies to achieve total process management. He offers a vision of the document that integrates technology, data quality, process integrity, and electronic delivery. His successes are based upon using leadership to implement innovative solutions in the document process. You can contact Mark at [email protected].