When you’re reading this article, most likely, you’re looking for a solution to manage your mailroom. With an increasing number of employees working at-site regularly, managing the mailroom can become increasingly difficult. This isn’t just a hassle for you since you have a lot of other tasks to do, but it’s also an unpleasant experience for those who depend on their workplaces to ensure safe package delivery.
There are many ways to streamline the process of mailroom management to allow you to reduce the time you spend on manual, repetitive tasks and instead focus on the most enjoyable aspects of your job. In this article, we’ll look at the benefits of a mailing room management system. Before that, let’s discuss the basics of mailroom management and why it needs to be updated.
Why is the mailroom being managed?
The management of mailrooms is the act of overseeing deliveries to the workplace and ensuring that they are delivered to the rightful owners. This includes keeping track of the time when packages arrive, letting recipients know of the delivery, and properly storing deliveries.
A more sophisticated method makes use of the software that manages mailrooms. This software saves time by streamlining workflows and enhances employee satisfaction by allowing employees to be notified of their delivery and schedule the pickup time that is convenient. We’ll discuss these advantages in a subsequent article.
The traditional management of the mailroom needs an overhaul
Shopping online has taken off to new heights since the beginning of the pandemic. In fact, it was revealed that a recent study showed that e-commerce sales are expected to account for almost a quarter of retail sales in 2025. Since your employees are receiving greater quantities of personal mail delivered to work and home, you must be able to establish a system to take, arrange, and store these packages.
Traditional systems for managing mailrooms concentrate on manual procedures for package and mail collection and delivery. This is usually where the office manager receives and acknowledges receipt of each package with a signature. The mail is kept on a shelf close to the desk or in an area for storage. The manager of the workplace distributes the mail by a variety of manual techniques, for example, by locating workers in the office and personally handing off a parcel. Although it’s a lengthy hands-on task but it can take an enormous amount of time.
A digital mailroom management system has been specifically designed to reduce the time it takes to handle packages to a minimum when in comparison to traditional mailroom management. This isn’t just the primary advantage of this technology, however. Let’s take a look at other benefits of switching to a digital-based mailroom management system.
The advantages of digital management of the mailroom
The most significant benefit of using digital mailroom management software is that it can automate various elements of delivery processes for you. The systems are designed with features that will automatically communicate, sync, and keep records on your behalf, saving your staff time and stress. There are several tools that your business could benefit from:
- Management of package delivery: This allows the quick scanning of packages, and instantly informs employees that they’ve got a package that they need to collect
- Delivering reminders: are automated reminders that are sent out to people to remember to collect their mail to minimize pileups
- Logs of delivery in digital format: They provide security and peace of mind. They will also update on a regular basis, so that you can access records at any time
- Notifications to recipients: automatically identify recipients of packages when a package is scant, match the recipients to people within your directories, and inform recipients when their packages are ready for pick-up.
These tools will allow you to build a process for your mailroom that runs smoothly for both you and your staff. Additionally, when your process for managing mail runs just as it should, it will result in fewer package pile-ups. Although a messy area can make your business look sloppy, a clean and neat space lets people know that you’re in control.
Management of the mailroom has become more essential as more and more customers are returning to the site. Making sure you are up with deliveries by having a simple process for managing your mailroom will not only prevent you from being caught in the weight of all those packages. It can also create a better experience for those who work on-site.
Do not wait for your pile of mail to become too much. Start by setting up an effective system for managing your mailroom in place.
