February 11, 2022

Get mailing with ooomail OOOMPH this Valentine’s

Outsourced cloud-based Mail - lady on chair

August 16, 2021

Hybrid working – hybrid mailing

Hybrid working

What will the new office work model look like?

On Site – fewer permanent desks and perhaps more open meeting forums. A change in the layout and formatting to creative spaces rather than permanent office ‘work-stations’.

Off Site – we can all work better without interruption when working on proposals or planned projects, so anywhere quiet be it home, garden, park or beach, works as long as you have connectivity.

Of course, there is very definitely a clear requirement for many jobs to remain on site with a permanent set up; hospitals simply can’t work remotely, manufacturing companies can’t place equipment in people’s homes and many people just genuinely prefer to ‘go to’ work and have a defined separation between work and home.

Outsourced Mail Production – ooomail

This shift to a hybrid working environment will have consequences for office or site based communication print production sites. Where does leave the requirement for post rooms, office based printers and document printing for despatching vital commercial correspondence?

Email is clearly the quick and easy method of sharing information, but when there is a need to print the document or letter that is to be sent in the post for legal, marketing or GDPR preference reasons. How should this be managed moving forward?

Whether you are permanently office based, work remotely or intend to have a hybrid approach to work location, you still need access to physical mail produced under strict brand protocols and within a secure facility. The cost and inflexibility of onsite office-based printers, franking machines, the cost of associated labour to print, fold and enclose those items should now be a key factor when reviewing your approach to future working patterns and facilities management. for more information see ooomail

Hybrid working will lead to Hybrid Print and Mailing services.

Office based ‘Post’ and Mailed Communication is declining as email becomes the preferred method of sharing business communication.

Why employ a team and the costs of the equipment to cover a decreasing volume of printed mail? Using a dedicated shared facility through a secure provider that is set up to manage the process would make sense?

Why pay more for post and print by continuing with the ‘Old Fashioned’ way of working when you can benefit from internal overhead savings and ONLY pay for the printed mailed item when it is needed.

Reduce Costs on Printed Mail and Postage and Remove the Hassle

When working either remotely or office based – particularly in a hybrid working pattern, then connecting to network printers, finding the stationery cupboard, and working out which way the paper goes in the printer, should be a thing of the past.

All you need moving forward is access to the internet and a secure login to our hybrid mail solution. Saved in your encrypted secure account location will be your business templates, branded for use and ready to go.

Out of Office Print and Mail

You can have pre-formatted letters for ‘regular’ communications or have free text fields for unique documents. Instead of sending to a local print driver and printer, you send the same document to a cloud-based provider such as ROMAX OOOPrint (Out Of Office Print) and benefit from a recognised secure mailing services provider, and sameday/next day print and despatch.

This service is not only available for daily office print, but can also be used for marketing communications or client communications using a letter or postcard format from your own uploaded database. DIY marketing mailings at your fingertips.

For more information about Out of Office Print and a hybrid working – hybrid mailing services contact us directly.

December 8, 2020

Back Office Outsourcing

Back office outsourcing discussed as offices face shut down

Direct mail – the marketing channel for today

September 30, 2020

Reduce the carbon footprint of your communications

Communication is vital in our world, it connects and informs, improving our life with knowledge whilst providing business and the consumer with choice and benefits. Understanding how to reduce the carbon footprint of your communications plays a big part in your brand strategy and planning.

All communication has an impact on our world in terms of a carbon footprint. Managing your communication so that only necessary and appropriate communications are sent out is a matter of proper data management (so only relevant messages are sent to the correct target audiance) and that your message is sent via the most appropriate medium (appropriate to cost, consumer GDPR preferences and value return).

When you start planning your customer journey and communication strategy and inline with most organisations’ desire to reduce their carbon footprint, it is vital therefore to have a full knowledge of the impact of your overall brand communications.

New research commissioned by energy company, OVO, has revealed that sending and receiving emails has a huge carbon footprint. Over 64 million unnecessary emails are sent by Brits everyday, and the study found that UK adults could make one small change to the save over 16,433 tonnes of carbon per year. (OVO Energy, 2019) This phenomenal amount of carbon could be reduced simply by each adult sending one less ‘unactionable’ email per day.

The study found that almost three quarters (72%) of the UK are completely unaware of the carbon footprint associated with email, with 49% of Britons confessing to sending unnecessary emails to a colleague or friend within talking distance every single day.

Sending just one less email a day would reduce our collective carbon output by the equivalent of 81,152 flights to Madrid or taking 3,334 diesel cars off the road.

“Whilst the carbon footprint of an email isn’t huge, it’s a great illustration of the broader principle that cutting the waste out of our lives is good for our well-being and good for the environment,” says Mike Berners-Lee, author, researcher and brother of Tim, inventor of the World Wide Web. “Every time we take a small step towards changing our behaviour, be that sending fewer emails or carrying a reusable coffee cup, we need to treat it as a reminder to ourselves and others that we care even more about the really big carbon decisions.”

Paper communication is one of the few truly sustainable products

Paper is based on wood, a natural and renewable material. As young trees grow they absorb CO2 from the atmosphere. Furthermore, as a wood product, paper also continues to store carbon throughout its lifetime.

The paper industry has a number of respected certification schemes ensuring the paper you use has come from a sustainable forest source. The two most recognisable certifications are the Forest Stewardship Council® (FSC®) and the Programme for the Endorsement of Forest Certification (PEFC™).

Both PEFC and FSC are committed to achieving the same objectives – the certification of forests to credible, independently verified standards of responsible forest management, and focus on conserving the natural habitats of plants and animals and respecting the rights of forestry workers and local communities. Both PEFC and FSC operate a robust chain of custody schemes that track wood and wood fibre through every step of the supply chain, from the forest to the end-user. For more information see Two Sides

Romax provides a balanced communciation service that starts with data analysis to ensure that there is no wasted costs or unncessary communication sent whatever media is used. Our carbon-balanced status and environmental credentials provide clients with assurance that their campaigns have the lowest environmental impact.

July 23, 2020

Direct mail provides an opportunity for brands to cut through the noise

The continuing spread of Covid-19 and its tragic effects has left very little of the print world untouched. The combination of an economic lockdown and staff either furloughed, laid off or working from home has completely transformed the industry landscape, with the majority of print companies reporting a significant decrease in order levels.

There are however, glimmers of light in the darkness. A number of areas within the print industry, such as food and pharma packaging, as well as suppliers for the NHS and other public service sectors, are as busy or busier than ever. And with the rapid decline of experiential marketing, many commentators are seeing an opportunity for direct mail.

Brand in the hand

With most people spending the vast majority of their days at home, being able to get a piece of mail or a door drop directly into the hand is a big advantage for any brand, particularly at a time when marketing is dominated by TV and online. Offering something physical that communicates an appropriate message can be a powerful way to build a brand or ensure loyalty once this is all over. And for charities whose donation levels have been hit hard by the virus, direct mail offers valuable levels of engagement and ROI.

The Opportunity for Direct Mail

Brands should understand the power and effectiveness of print. While TV has the reach, it remains a highly expensive option for many companies and organisations, plus it lacks the targeting power of DM and partially addressed mail. Of course, right now many people are living their lives online, but the constant bombardment of online ads and content makes it difficult for any company to really cut-though and engage a consumer.

Done well, direct mail has the power to stop people in their tracks, grab their attention and compel them to take action. The physical nature of the medium also means that it’s likely to stay around in the home for longer – 17 days according to the Royal Mail study ‘The Private Life of Mail’.

What’s more, direct mail has a perceived value and importance that virtual media simply doesn’t, which is why the Government and the NHS have been using it to communicate key messages and health advice to the population throughout this crisis.

Ahead of the curve

In any crisis, marketing is usually the first budget to be slashed. But marketing experts agree that continuing to communicate with customers during a crisis is vital for brands, keeping them front-of-mind for consumers that will want normal life to return as quickly as possible once this situation is over.

“The best time to market to people is when others are not,” said Robin Sumner, Managing Director of Romax. “After the initial panic subsides and the society accepts the ‘new normal’, then the trade will return swiftly – those that have continued to promote during that time will be ahead of the curve.”

The article was created by Two Sides.

July 15, 2020

Strengthening Your Brand Positioning

Consistency is the golden rule in brand messaging. In unprecedented situations like the pandemic, however, it may not be bad to shift the way you position your brand. Today’s customers do not hesitate to call out brands when they feel that it’s not doing anything or not doing enough for social causes.

As you navigate the post-COVID-19 economic landscape, you will find that customers are actively listening to and watching a brand’s every move. As such, it’s best to review the messaging in your direct marketing campaigns in the UK to ensure it puts your company in the best light.   

Positive Brand Positioning

Brand positioning is the extent to which your brand is perceived as different, favourable, and authoritative. If you have a strong brand positioning, customers will:

  • Easily distinguish you from your competitors
  • Believe in your credibility
  • Be more loyal to your brand

Strengthening your positioning is ever more crucial during a crisis. In April, firms have lamented the downward spiral in customer spending, and it may take a while for it to bounce back. You will have to be more diligent in winning over customers.

How you reacted to the pandemic, how fast you served customers and how fiercely you protected your employees will be remembered by your customers. Your next move matters.

Some may argue that all things come to pass and that whatever negative publicity brewed during the crisis would blow over. We, however, cannot say this for certain. This is the first time we have encountered such a widespread problem, and people will recall it for the rest of their lives.

It’s best to be proactive about the image of your brand.

Solidarity Through Public Service Announcements

The social media reach of the government and the NHS is extensive, but they would appreciate a little help. It’s good practise to echo the guidelines set by the authorities, whether those are quarantine protocols or hygiene etiquette. It may not be usual for your brand to share government-related information, but this crisis is a different matter altogether.

Take, for instance, Nike’s Play for the World. The sportswear giant launched a campaign that compared staying at home to playing for millions around the world, conveying the message that this is a chance for any aspiring athlete to make a huge impact.

If you are amplifying PSAs from the government, go the extra mile by tailoring the message to your customers. In Nike’s case, it related sports and staying indoors. If you are in the food and beverage industry, tweak the message to make it more relevant to a diner. If you are offering auto repair services, customise the message to car owners.

That said, accuracy is crucial. Make sure to cite only credible COVID-19 sources. The last thing you want is spreading misinformation about the pandemic. Not only will this potentially cause damage to those who read it, but it will also hurt your credibility.

Donating to a Cause and Create Platforms to Help

Brand giants have been donating to recovery and research efforts. Customers pay attention to these contributions, especially if it comes from small organisations. It sends a hopeful message: you may not have the resources to match the billion-dollar contributions of Facebook, Samsung and Twitter, but you are helping to the best of your abilities.

To further boost your efforts, create a platform that enables your customers to help. This way, you are not merely a passive donor, but a catalyst that unites your community towards a common goal.

These efforts not only show you are in solidarity with everyone, but that you are also willing to go above and beyond the call of duty to help. After all, the entire country is fighting this crisis — we are aiming for a collective win.

Discover how we have helped clients fortify their marketing and messaging. View our case studies today.

July 1, 2020

Happy New Year?

Amongst all the mayhem, lockdown and COVID related economic uncertainties, July 2020, sees the start of the new financial year for Romax! This is cause for celebration, it may not exactly be the year-end we had envisaged – the trumpet fanfares and bunting will remain under wraps for now. Our plans as with many have been knocked back – but life is full of knock-backs and our strength is in getting up and going another round, perhaps a little older and a little wiser!

During the last 3 months, all of the Romax team have gone beyond the normal call of duty. They have completed without complaint, tasks that have helped the business to continue to operate under far from normal conditions. They have been brave and adaptable in the face of uncertainty and applied themselves in a professional and admirable manner –  as directors, Margaret and I are incredibly proud of them all.

Romax has been trading since 1997. We have just completed 23 years of data-driven marketing and communications, helping our customers to reach their clients and promote their services and products. We have been an enabler, an advisor, a preferred supplier and we have grown together with many of them. We are extremely grateful to all clients and partners for their support over the years and are excited about the next 23!

23 has special meaning for many…

Discordianism is a self-declared religion based on the premise that discord and chaos are the building blocks of life, 23 is their Holy Number and a tribute to the goddess Eris, who surveys a world of chaos. This is an apt comparison perhaps for ‘COVID world’ and although we all look forward to the past, when we can once more shake hands,  meet face to face and give our friends and family a hug, we can take a moment to thank and actually celebrate the positivity and tenacity of the human spirit.

Michael Jordan, the American basketball player, wore the number 23 throughout his career – this as a great number for him –  we should all look at the focus and commitment that he had in taking the Chicago Bulls, a mid-level team, to become winners of 6 NBA World Titles in 8 years– perhaps we can all learn from this that a clear and determined focus on what we want will help us all to recover and all come out winners in the coming months and years.

New life is created from the fusion of 2 x 23 chromosomes. The building blocks of a new beginning, a new life. At Romax we can use the combined knowledge and experience gained from the first 23 years and fuse that into a vision for the next 23. Adaptation requires a change in an ever-changing environment, positive change that keeps us fit for purpose, in Darwinian terms, adapt or die. At Romax we aim to continue our goal of being the best, to remain the business that is most fit to survive the world that we live in, and help others along that journey too.

Next year will be a rollercoaster, but let’s strap in, take the bumps, twists, turns and flips with smiles on our faces (but no screaming – it’s not allowed ) and enjoy the ride – let’s face it, when we get off and look back – we do so having conquered our fears!

Managing Director,
Robin Sumner.

June 20, 2020

Reboot your business

You will find a Reboot Stimulus Package tailor made just for you!

June 11, 2020

How Can Data Guide Marketing and Communications Strategy?

Data is everywhere nowadays. Continued improvements in computing technology have empowered individuals and organisations to create diverse data (e.g. online content, time-stamped and machine data etc.) on a mass scale. Becoming increasingly aware about the benefits of data-driven decision making, businesses are finding more efficient ways to extract insights.

In marketing and communication initiatives, there are various sources of data that are integral in addressing questions such as:

  • What aspects of a product or service do customers find valuable?
  • Is there a need that is currently not met by the market?
  • What drives customers towards certain actions?
  • How should content be crafted to make it relevant and grounded in user experience?

Without continued efforts to collect and analyse data that helps answers these questions, competitors who are more data savvy can take the upper hand and leave you behind.

Patterns are embedded in data

Data management companies like Romax enable businesses to be strategic when implementing marketing and communication efforts.

In order to be strategic, seemingly disparate sets of information are rigorously examined for recurring patterns. These patterns exist across a range of data types, from demography and purchase locations to survey responses and user feedback.

From these patterns, insights are derived about the ideal audience and user preference. All of these feed into the overall strategy that helps craft relevant messages. Ones that truly engage people and spur them to action.

From a larger perspective, it’s about transforming complex data into simple actionable insights.

The process is crucial

However, data by itself won’t impact an organisation or strategy overnight. The process of managing (collecting and analysing) the data plays a central role in providing a comprehensive narrative of what’s really happening.

According to PricewaterhouseCoopers’ Data & Analytics team, problems start to arise when the handling of data causes quality issues down the line. The IT department may be tasked with building the necessary systems to store and process data, but various departments or teams are the ones that will directly use the data.

Without the right processes and expert advice, data inaccuracies and misinterpretation are extremely difficult to resolve.

Where do you start?

Any business that is serious about harnessing data should first identify where it should be collected. How you go about this will largely depend on the specific industry or area where you operate.

Next, businesses must make the proper investments, with the following goals in mind:

  • Orient the entire organisation about the importance of finding data and the process of managing it;
  • Equip staff with data literacy skills that enable them to incorporate key information into marketing messages and campaigns; and
  • Tap the expertise of data management specialists, if need be, to analyse more complex data sets.

Effectively manage your data with Romax

As one of the leading data management companies in the UK, Romax specialises in a range of data management services like data profiling, acquisition, cleansing, mining and more. Through our services, we help you avoid unnecessary losses and ultimately improve targeting across your campaigns.

If you’re interested in working together, call us on +44 (0)20 8293 8550 or email us at hello@romax.co.uk

June 4, 2020

Three Ways You Can Make Your Direct Mail Campaign More Sustainable

Today’s consumers make conscious choices about their purchases, especially when sustainability is concerned. Shoppers are inclined to support businesses that follow green practices and produce items with minimal carbon footprint. Eco-friendly businesses will capture the elusive green shoppers.

Additionally, sustainability is not just a matter of profit — it’s about doing your part in protecting the environment. They may seem insignificant, but all the little adjustments your company does will add up to a significant contribution to preserving and maximising our resources. In fact, there’s a huge room for improvement in your direct mail marketing procedures you can do to jumpstart your sustainability goals.

Clean Your Database

Clean data is important in saving your resources. In fact, it can dictate the success of your direct mail campaign.

At first, it may seem effective to simply send word to as many people as possible, to get as many responses as possible. However, sending direct mail to customers who neither need your products nor take any interest will waste your time, energy, and resources, which you could have directed to other customers who could’ve purchased.

This principle stands in sustainability. By cutting down your database, you reduce the physical volume of mail. This means fewer people will throw out your marketing materials, and less waste is headed for the landfills.

Design Smarter

How you design your mail pieces not only affects the response you may receive; but it also influences how you maximise your materials.

After all, it’s the message that matters. Work with your designers, and review areas that can be downsized. You can, for instance, experiment with a smaller typeface and shorter paragraphs. Perhaps there is a way to retain the message even if you cut corners with the text and the graphics. This can save page upon page of unnecessary and redundant information. Assess if you can also reduce the inserts to further curtail wastage.

You can also opt for recycled or recyclable materials for your direct mail marketing materials. Make sure to indicate that it’s recyclable. This way, you empower your recipients to dispose of your mail properly.

Choose Sustainable Partners

Green practices should not stop at your door—it’s important to partner with mailers that also uphold sustainability. Else, your efforts and mindful use of resources will go to waste.

Romax prides ourselves on our sustainability efforts. We’re ISO 14001 accredited, and that is just the tip of the iceberg. Our green policies cover everything that we do.

  • Energy Sources – Our team uses electricity from renewable sources whenever possible. Our facility also has a charge point for electric vehicles.
  • Reforestation Efforts – We purchase land in the UK to plant more trees.
  • Carbon-Balanced Printer – This refers not only to the materials we use, but also our manufacturing process. Our team will provide you with a Carbon-Balanced Publication logo that you can print on your work. This informs your customers that you have chosen a sustainable partner.

As part of our bid for sustainability, Romax helps our partners uphold green practices. If you’re interested in improving your direct mail marketing processes, get in touch with us today.

May 22, 2020

Romax Resource Centre update

The Romax Resource Centre has been undergoing an update (due to go live on 28th May) and here is your sneak preview of the improvements.

Being that quite a few of our clients work with the Resource Centre on a daily basis, we have been working really hard with SMXI (our sister company) to roll out a few upgrades. Hopefully this will smooth the workflow and make it easier for our clients to send data securely, check, comment on and approve proofs.

Improved features include:

  • Drag and Drop uploading of multiple files from your file explorer – We really like this feature!
  • When rejecting a file, you can now add formatted text into the comments (bold, italic, highlighted, headline) – no more sending separate emails with highlighted changes!
  • A new ‘step through’ feature lets you cycle though all files to approve and then approve/reject and comment on each file.
  • Filter files to show just files that are awaiting approval.
  • Preview a file to check it’s the right one before downloading it.

Drag and Drop

Now you can drag and drop files into the browser, even lots at a time! This should save everyone lots of time when uploading files to the Resource Centre. We think lots of the Romax team will be very happy with this too!


One great addition is to allow formatted comments to rejected or approved proofs. This allows bold, italic, underline, headline/titles, bullets, numbering and highlighting. Meaning there is less need to send separate explanatory emails while commenting on proofs, hopefully saving you time.

Icons for action

You’ll find these self-explanatory and are easy to navigate so you can see what you need to with just one click. We’re all familiar with icons, social media uses them all the time, they make finding what you need intuitive.

Sneak a peek!

When you click on a file to download, you can sneak a quick peek to ensure it’s the right one by clicking on the filename. This displays the file in a popup so you can check before you download it.

One step approval

No need to download, review and then go back to the portal to enter approval (or reviews for amendment). Now the ‘step through’ button allows you to look at each document, alongside all the relevant information and approve or reject in situ.

SFTP Folders 

We can now create SFTP folders for specific Resource Centre folders if you need to upload things from an automated function. They can even be sent for approval. 

If you have any questions concerning the update of Romax Resource Centre please don’t hesitate to contact us at hello@romax.co.uk.

May 22, 2020

Make a confident return to direct mail

In order to help companies to return to using direct mail as a marketing channel, Royal Mail has launched their Open For Business initiative to support businesses during these unprecedented times, and we can help your company to benefit from it.

Although you may not be considering marketing at the moment, 92% of consumers think that advertising should continue, but brands should be focusing on three key things: what they’re doing to help during the pandemic, how they are changing due to the current situation, and ensuring that they’re not carrying out exploitative actions.

Why is direct mail a good marketing channel?

Direct mail is a very powerful marketing tool, as 33% of people will carry out a commercial action after receiving messaging from a company via the post. This could include making a purchase, planning to buy something, or going online for more information. In addition to this, you can be confident that your mailing will be seen by those you send it to as direct mail receives exceptionally high engagement rates, and this is true across all sectors.

Perhaps now more than ever, providing your customers with critical information is key, as it’s important that you let them know how your company has changed and the ways in which you’re supporting the local community. You can even reward loyal customers with coupons that can be used either now or when things return to normal, which will send them the message that they’re still very important to you.

How can the direct mail initiative help my business?

The new ‘Open For Business’ initiative enables companies to send out mailings and receive a discount via postage credits. These credits can be redeemed against any future mailings in the following 12 months, saving your business money. The initiative has been put into place in order to help companies during these difficult times, and to assist them in effectively reaching their customers. As with all of our services, we can ensure that your business uses this initiative in the most efficient and effective way.

Which mailings are supported by the initiative?

There are a number of mailings that can be accepted under the Open For Business initiative, and we can help you to determine the messaging that’s right for you. Possible options include retailers who want to promote online sales as their stores have had to close, charities looking to raise funds, magazine publishers promoting subscription services, mailings supporting health and wellbeing, and mailings from the ‘away from home’, travel, and leisure sectors looking to increase sales. Mailings can also be sent by companies in any sector if they are replacing a channel that can no longer be used due to closures, or if they promote a ‘we’ll be back soon’ type of message.

How can I access this initiative?

If you’re looking for a way to successfully return to using direct mail, this initiative offers the perfect way to do this. Simply contact us to discuss your mailing plans, and we can get you set up and ready to receive those all important mailing credits. Plus, we’ll ensure that this fits in seamlessly with your ongoing customer communications.

May 20, 2020

ROYAL MAIL Covid-19 Incentives

Royal Mail offer an Open for Business Incentive to stimulate the market for Covid-19 effected businesses.

Royal Mail are offering a Covid-19 Open for Business Incentive, they have seen positive enquiries for mail that will receive substantial reductions on normal price structures and are increasing the overall volume cap of the incentive from 20 million items to 120 million items. The incentive is running until 31 December 2020, and is designed to assist businesses with directly engaging with customers and prospects, and provide a much needed boost to their trading and advertising activity. 

There are some qualifying criteria and Romax can discuss and explain these for you, manage the application and appropriate credits as applicable. Contact us now to submit your application and secure volume as limits apply.

May 20, 2020

Romax are here to support you with our Covid-19 Reboot Stimulus Packages

Rebooting activity: We know the reboot from the economic cliff edge to better financial times, will happen in stages. So how do you start planning when you have no firm timelines from the Government and there is understandable nervousness about how your market will respond. Simple…You look for the certainties! You can start laying your own promotional groundwork NOW, and take advantage of our reduced fees as part of our Covid Reboot Stimulus Packages.

Most business don’t know when they can relaunch their businesses, so we are now providing a flexible reboot from 1 June with our client incentive offers individually targeted to help our key client sectors when and where most needed.

Why are we doing this? Romax has always seen our relationships with clients as partnerships. Covid 19 has created a dramatic ‘sea change’ across the globe so it is not business as usual. Romax remains a well-structured reliable and solid business, we rely on the long-term success of our clients and want to work in tandem with you to incentivise trade. Work together with a mutual goal to help our clients make those first steps back to building back income. It is critical that we work together and keep cost down.

Lower pricing in the long-term is unsustainable, but our genuine offer of financial support detailed below, we hope will demonstrate our support and help you stimulate your own activity.

Romax are reducing charges to those clients that have traded with us since July 2019. Please contact us at hello@romax.co.uk for more details.

May 20, 2020

Safe Working Practices

At Romax, we take the health and safety of our team and clients very seriously, which is why we have taken practical steps to ensure that our company is #CovidAware and #CovidSecure during these unprecedented times. Due to the measures that we have put in place, you can be confident that your supply chain is operating in a way that is compliant with the government’s COVID-19 guidance, and that everyone involved is able to work in a safe environment.

Working Safely during Covid-19 Covid Aware Certificate

Following the government’s guidance on managing the risks of COVID-19, we have considered five steps of working safely together to ensure that our company is as safe as it can be for both our team and our clients.

Working environment

We have carried out a COVID-19 risk assessment in which we looked at the risks of COVID-19 within our workplace and the ways that we can protect our team going forward. For each risk, we have been able to identify sensible measures that we can put in place in order to limit these. Throughout this assessment, the team has been consulted about their concerns, because no-one knows their roles better than they do. This has helped us to make informed decisions through working together, and has enabled us to create a safe working environment for all.

The cleaning protocol at Romax has been adapted in line with the government’s COVID-19 guidance in order to protect our team. All areas have been cleaned and are ready for safe use, and regular, efficient cleaning of workspaces, equipment, and frequently touched objects, such as door handles, will be carried out. To ensure that our team follows handwashing guidance, we have displayed posters showing how to wash hands effectively, reminding people not to touch their faces, and stating that they should be sneezing or coughing into a tissue and disposing of this immediately. We also have multiple hand sanitiser stations which people can use if they are unable to wash their hands straightaway.

New instructions

To ensure the safety of both our team and your supply chain, we have taken all reasonable steps to enable people to work from home where possible. This has been managed through giving people access to all equipment they need in order to work from home, including remote access to work systems where necessary. Only those who are essential to have on-site will be working at Romax rather than at home, and we will only have the minimum number of people required on-site at any one time.

For those who are required on-site, we have measures in place which enable them to remain at a 2m distance from others. Workspaces will be dedicated to a particular person to limit the sharing of surfaces and equipment, and will be located at least 2m apart wherever possible. Any activities that mean that people cannot remain 2m apart have been considered to see if they are truly necessary, and we have also ensured that social distancing can take place in communal areas, such as break rooms and entrances.

Covid Aware and Covid Secure

When social distancing is not possible, measures have been put in place to ensure the safety of our team and clients. There will be an increased amount of efficient cleaning in areas where people need to work in close proximity to each other, and all activities where social distancing cannot be maintained will be kept as short as possible. People will be able to work back-to-back or side-to-side rather than face-on to others, and screens or barriers will be introduced wherever possible. We are also ensuring that individuals only need to move around when absolutely necessary, to limit their contact with others around the building.

Through following these steps in line with the government’s COVID-19 guidance, we are confident that Romax is both #CovidAware and #CovidSecure for our team and clients.

May 19, 2020

Direct Mail – How to cut through to home workers

With most people spending the vast majority of their days at home, being able to get a piece of mail or a door drop directly into the hand is a big advantage for any brand, particularly at a time when marketing is dominated by TV and online. Offering something physical that communicates an appropriate message can be a powerful way to build a brand or ensure loyalty once this is all over. And for charities whose donation levels have been hit hard by the virus, direct mail offers valuable levels of engagement and ROI.

Done well, direct mail has the power to stop people in their tracks, grab their attention and compel them to take action. The physical nature of the medium also means that it’s likely to stay around in the home for longer – 17 days according to the Royal Mail study ‘The Private Life of Mail’.

However, since paper and card are very physical mediums, they have come under the spotlight, with concerns expressed about whether people can catch coronavirus simply by touching. So, we have researched the facts relating to Covid-19 transmission through paper surfaces.

The facts

Research and guidance from the world’s leading health organisations, including the World Health Organisation (WHO), The Journal of Hospital Infection, and the National Institute of Allergy and Infectious Diseases, suggests that the risk relating to Covid-19 transmission from surfaces is relatively low. According to the World Health Organisation, “The likelihood of an infected person contaminating commercial goods is low and the risk of catching the virus that causes COVID-19 from a package that has been moved, travelled, and exposed to different conditions and temperate is also low.”

The most referenced scientific research on the subject of surface rate of infection is from the National Institutes of Health (NIH), Centers for Disease Control (CDC), UCLA, and Princeton University, which studied how stable the coronavirus was on different surfaces. It found that of plastic, stainless steel and cardboard, the virus lasted the longest on plastic (up to 72 hours) and the shortest on cardboard (up to 24 hours). That time is shortened when the surface is exposed to air, with the virus becoming less and less potent the more it’s exposed. The printing process will also decrease the potency of any virus.

Ahead of the curve

In any crisis, marketing is usually the first budget to be slashed. But marketing experts agree that continuing to communicate with customers during a crisis is vital for brands, keeping them front-of-mind for consumers that will want normal life to return as quickly as possible once this situation is over.

“The best time to market to people is when others are not,” said Robin Sumner, Managing Director of marketing agency Romax. “After the initial panic subsides and the society accepts the ‘new normal’, then trade will return swiftly – those that have continued to promote during that time will be ahead of the curve.”

The information for this article was sources from Two Sides. For the original articles please read The facts related to Covid-19 transmission through paper surface and Direct mail provides opportunity for brands to cut through the noise.

March 24, 2020

Let’s make your customer communication personal!

When you have a business with lots of different customers – or several different groups of people you communicate with, a one-size-fits-all approach isn’t effective. People respond much better when your communication is specific to them and their needs.

This may sound like something only huge organisations can afford, but actually it’s accessible for smaller companies too.

Creating personalised automated communications involves three elements:

  1. A design or a template for the mailing
  2. A set of data with the information for each recipient
  3. The software that processes the data using a set of rules

At Romax we use a software called Quadient Inspire (we just call it Inspire!) to set up the rules that can do all kinds of things, such as:

  • Personalise the salutation – so it says Dear Chris, rather than Dear Customer.
  • Add customer-specific information in either the body of a letter – such as the last purchase or current statement amount
  • Create customer-specific vouchers or offers based on that customer’s buying patterns.

This is just a very small sample of the possibilities.

If you are a membership organisation you may have many different member profiles. You may have single members, couples and family memberships. Some may be day members, some pay a monthly subscription, others buy an annual membership.

Some organisations have 30 or 40 different profiles – and different communications can be created for each of these, simply by using data-focused rules that drive variable content.

Then it’s all automated.

What does this do for our clients?

Our system has lots of firepowers, but is agile, flexible and works for organisations of any size. It’s not confined to mail that is posted. It also manages multi-media, web, email and SMS. It is a true service that provides managed Integrated Customer Communication.

  • You can send automated daily/weekly/monthly feeds and, simply by uploading the latest data, personalised communications can be created and sent out at the click of a button (or two).

Example: Car manufacturer use our system for their after-sales communications, to remind customers of service & MOT dates. Weekly communications go out by postcard, email or text, on time and without them having to do anything further once that customer is in the system.

  • You can set up rules so that if a customer disengages to move to another supplier, an automated mailout goes to them right away.
  • The system can create documents on demand, so, if someone purchases a product, such as an insurance policy, they’ll get an immediate email with their personalised documentation included as a pdf followed by physical documents.
  • If someone joins your organisation as a member, the relevant membership information can go out the same day – personalised to that specific member profile.

Example:  The V&A has 30-40 marketing profiles – and this system has reduced their lead time by about a week.

  • If you’re a smaller organisation, your responses can be faster with a more flexible approach to impress your customers.
  • You can access your look-up table of profiles and change the message in individual profile – and this can then go out right away.
  • You can have your mail tracked to anywhere in the world, if necessary.

Example: A pension fund needed to send out annual statements with nearly three dozen different customer profiles. These used to be programmed in-house – now they simply send their data and we set up everything, saving them weeks and weeks of work.

Is your organisation missing opportunities? Why don’t you give us a call on 020 8293 8550?

March 17, 2020

Reach more people with partially addressed mail

This may sound counter-intuitive as ‘partially addressed mail’ may sound like there is missing information – and your mail may not get to the right place. But this is actually a very clever strategy to extend your marketing reach, without breaching the General Data Protection Regulations (GDPR).

What is partially addressed mail?

It’s an effective way of reaching more people in a postcode area. For instance, if you have a customer in a particular postcode area, you can add all the other households in that postcode to your mail-out.

The logic is that if you have one customer in that area, other similar households are potentially going to be interested in your offer too. As each postcode has around 15 different addresses, this allows you to multiply your existing contacts by 15.

How does it stay compliant with GDPR?

Partially addressed mail doesn’t use specific names – it is addressed to ‘The Householder’ or ‘Fashion-lover’ or whatever is appropriate for your potential customers. This means you’re not processing personal data, so meets the requirements of GDPR.

Each piece of mail needs to have a statement on the envelope e.g. ‘No recipient’s personal data has been used in the creation of this mailing’.

What are the benefits of a partially addresses mail campaign?

  • The big one is cost – there is a lower postal charge for partially addressed mail. This can reduce the cost per item by up to 4p (depending on volume).
  • There is no data-acquisition cost, so you can improve your reach, without the cost of buying a list.
  • The Royal Mail estimates that you’ll communicate with 30% more households with the same budget.
  • Existing customer profiles can be used to identify similar profile areas. This will increase the number of potential addresses beyond just the original postcode.
  • The engagement for partially addressed mail is approximately double that of simply sending outdoor drop flyers.

There is a minimum requirement of 10,000 items per mailing and this will go to all households in each targeted postcode – excluding existing customers.

You can find out more about direct mail – there are many smart strategies to improve your results.

March 10, 2020

Minimising our carbon footprint

Romax likes to be a leader when it comes to sustainability, we’re always looking for ways to be proactive.  Every decision we make considers the environmental impact of that action.  We are ISO 14001 accredited, but it’s much more than a tick box exercise, sustainability awareness runs through everything we do.

These are just a few of our plans for 2020:

–       Install a charge point for electric vehicles.

–       Reduce and eradicate all polythene from our business by working with customers to achieve that.

–       Use electricity from renewable sources wherever possible. 

–       Work hard to reduce our carbon footprint by purchasing land to plant trees in the UK. 

–       Become a Carbon Balanced Printer – That covers not just the paper but our manufacturing process too.

–       By becoming a Carbon Balanced Printer, we can provide you with a Carbon Balanced Publication logo that we can print on your work. Your customers will know that the collateral they receive is Carbon balanced too.

Print isn’t as ‘eco-negative’ as many people think.  Scientific research comparing print with online activities in terms of environmental impact show that, if anything, print is actually marginally more environmentally friendly.  All that information stored in the Cloud is on huge servers, that suck up the energy to store pictures of someone smiling on Facebook!  Huge environmental impact comes from the electrical components in batteries and electronic waste.

We know our clients’ budgets are often driven by cost-saving and, currently, biodegradable polythene and compostable plastic cards have extra costs attached.  We invite you to meet us halfway and invest in sustainability by being willing to pay that small addition until, as an industry, we get to the tipping point and everyone is environmentally astute and costs are reduced.

If you come to visit us you’ll notice unused computers are off and we turn off the lights as we leave a room unoccupied.  Sustainable thinking is just ‘the way we do things here’.

Share with us your sustainability strategies, or contact us for advice on moving towards more sustainable communications at hello@romax.co.uk or 020 8293 8550.

March 3, 2020

Three useful tips to remember | Planning a campaign


Focus on the outcome

What do you want the campaign to deliver?  It’s easy to get side-tracked by creating the artwork, getting the data sorted and all kinds of other things.  But first and foremost, it’s important to have a clear focus – that will make everything else much easier. 

If everyone involved knows what the campaign aims to achieve – they’ll deliver the results you want.


Get your message across

A checklist to go through before launching the campaign:

  • What will capture the reader’s attention?
  • Who are you talking to? 
  • What’s important to them? 
  • Does the message target ‘pain’ and ‘gain’? 
  • Is there a clear call to action, including the relevant contact info?


Get your audience ready

Every campaign will have a target audience.  Ensuring that your audience are the right people will improve the results you get from your campaign. 

There are two aspects to this:

Cleaning your data to ensure you’re not wasting money sending mail to old addresses, duplicate addresses or people who are no longer relevant.

Enhancing your existing data to ensure that your audience meets all your ‘ideal’ criteria.

This means you’ll send fewer messages – but get more engagement.

Find out about how your direct mail campaigns can give a boost. Call us on 020 8293 8550.