Accelerating Change: Donor Network of Arizona’s Direct Mail Transformation

Donor Network of Arizona (DNA), the state’s federally designated organ procurement organization, faced challenges with the efficiency of their direct mail confirmation letter campaign. These letters, containing essential information for new organ and tissue donors, needed to be delivered both promptly and accurately. DNA partnered with O’Neil to streamline the data transmission, proofing, and mailing processes. Through collaboration, O’Neil reduced the production timeline by several days, delivering a faster, more efficient solution that enhanced DNA’s operations.

Company Background: Donor Network of Arizona (DNA) is committed to fulfilling the lifesaving mission of organ and tissue donation. As the state’s federally designated organ procurement organization, DNA facilitates the process of organ and tissue donor registration. DNA’s confirmation letters, sent to first-time registrants, are crucial in verifying a donor’s decision. Each bi-monthly data feed contains around 8,000 to 10,000 records, requiring timely and accurate processing to maintain donor trust and ensure proper communication.

However, DNA’s original system for processing and mailing these letters was time-intensive, with the production timeline extending to 10-11 days. This delay placed strain on internal teams and risked missing critical deadlines. To resolve these issues, DNA sought a solution from O’Neil that could accelerate production without sacrificing quality or accuracy.

Challenges: The direct mail confirmation letter campaign faced several challenges:

• • Speed to Market: DNA’s production timeline of 10-11 days from data receipt to mailing needed to be reduced.
  • Manual Processes: There was heavy reliance on manual processes that led to inefficiencies and increased the risk of errors.
  • Proofing Delays: The proofing process was taking too long, further delaying mail delivery.
  • Data Accuracy: Ensuring that donor information was processed and delivered correctly was critical to maintaining DNA’s reputation and trust with registrants.

Solution: O’Neil responded to DNA’s challenges by collaborating closely with their team to streamline and optimize the entire workflow. The first step was to build trust by thoroughly evaluating the data transmission process, proofing steps, and production timeline.

• Automation Enhancements: O’Neil implemented automation tools that streamlined the processing of bi-monthly data feeds, reducing manual intervention and minimizing errors.
• Faster Proofing Process: O’Neil shortened the proofing timeline from 2-3 days to just 1-2 days by refining their internal workflows, improving DNA’s ability to approve proofs quickly and ensure timely mailings.
• End-to-End Production System: The system was designed to reduce the total production timeline from 10-11 days to 6-7 days, meeting the urgent need for faster delivery.

The collaborative effort ensured that both DNA and O’Neil had a shared understanding of the requirements, and O’Neil’s expertise in workflow optimization allowed them to develop a solution that exceeded expectations.

Results: The streamlined process delivered significant improvements for DNA:

• Increased Efficiency: Automation reduced manual intervention, decreasing the likelihood of errors and ensuring more accurate data processing.
• Cost Savings: The improved process not only saved time but also reduced costs for both DNA and O’Neil, making the campaign more cost-effective.
• Greater Client Satisfaction: The new system allowed DNA to better manage their operations and meet critical deadlines, enhancing their public-facing communications.

“Donor Network of Arizona partners with O’Neil to inform Arizonans of their lifesaving decision to register as organ and tissue donors. We are grateful for O’Neil’s efficient process that allows us to deliver confirmation letters to registrants timely and accurately,” said Alexa Citro, Marketing and Communications Manager at Donor Network of Arizona.

The O’Neil Difference: At O’Neil we believe in the impact of collaboration and technology in addressing complex operational challenges. By streamlining Donor Network of Arizona’s direct mail campaign, O’Neil helped the organization improve efficiency, shorten production timelines, and maintain mailing accuracy. This exemplifies O’Neil’s commitment to leveraging innovation to solve complex challenges and drive meaningful results for clients in critical sectors.

Looking to streamline your direct mail or marketing operations? Contact O’Neil today to discover how our custom solutions can help you improve efficiency and drive results.