What I Do in My Office
My main responsibility as I serve with TFC, is doing the layout, printing, and mailing of our staff’s newsletters. I am blessed to do this in our home office in the basement.
This is a newsletter I mailed a few days ago.
I received the text and photos by email last week, then arranged everything in a newsletter format this staff person had previously chosen. When finished, it is e-mailed to the staff person, my copyeditors, and proofreaders. They send suggested corrections and changes to me within twenty-four hours. After making the changes, I print the newsletters.
While the letter is being proofed, I make sure the staff person’s mailing list is up-to-date. Adding addresses for new staff and keeping current addresses updated seems to be a never-ending job!
When that is finished, I separate (export) his personal list from the other names in my database – which on this particular day had a total of 22,691 names in it – and send it to SmartMailer. This was a mailing of 476 names.
Then I open my Pitney Bowes SmartMailer and begin the process of proofing the addresses. If an address is rejected, I check it against the USPS website – fix it if the post office gives me an approved address, or inform the staff person that this is not a USPS approved address.
When that is finished, SmartMailer presorts the addresses, and I print tray ID cards and post office reports.
The next step in SmartMailer is addressing the envelopes.
The last address is printed first – keeping each one in zip code order until the first envelope is finished.
From there I put the envelopes and newsletters in the inserter. I love this machine! The newsletters are put in the upper tray on the left, and the envelopes are placed in the tray on the bottom left. (If a newsletter has a second sheet, I use the middle tray.) For this mailing, I also had a #9 return envelope to insert. They go in the tray on the upper right.
Then I make sure the machine is set up properly. This newsletter is 8 1/2 x 14, so the machine will fold it in half, then in half again. Notice the water drop to the right of the envelope on the center bottom. That informs me that these envelopes will be sealed and that there is enough water in the bottle. The drop flashes when the bottle is empty.
The post office reports tell me that I need three large trays and four small ones for this mailing.
The insert cards identify the post office destination for each tray.
This report tells me which size (large or small) is needed for each of the seven trays.
After a trial envelope – to make sure everything is set up correctly – I push the start button. The newsletters are then folded and inserted in the mailing envelope, along with the #9 return envelope – and sealed!
I rarely go through this process without thanking the Lord for the donors who made this machine possible.
Each envelope is numbered (1 to 7 in this case) informing me when to change trays.
When the inserter is finished, I put sleeves and strapping tape on each tray.
When the bulk mailing is complete, I change the letter to a PDF format, and send it to those who have chosen to receive it by email. The final step is preparing reports and extra newsletters (according to their order) for the staff person whose mailing I just completed.
After going to the post office, I am ready for the next newsletter or flyer, or I can begin working on our own – which I do four times a year.
I also set up and print event programs, tickets, and help our staff with photos for display boards and PowerPoints. Filing and updating digital photos is also a never-ending job. If I have a slow time – there are always addresses to update or photos to put in correct files for easy location.
Now you know what I do in my office!
