At first glance, mailroom operations may seem like a straightforward endeavor. The process of providing mail services to a population should, at its core, be simple. However, those within the logistics field will happily explain that there are a variety of flavors within mail centers, and no two industries are the same: university mailrooms differ vastly from enterprise operations, which are again distinctly different from non-profit, government, and military operations. While there is no one-size-fits-all solution for operational efficiency in each sector, universal tools should act as the foundation of any mail center’s operations. Instead of leaving mailroom managers to scour the internet, SCLogic has compiled a quick guide to the top 5 workflows for any mailroom manager.
1. Package Tracking (Inbound & Outbound)
Let’s start with the most basic yet essential tool: package tracking. The Package Tracking Workflow allows mailrooms to use existing logistics software to streamline incoming packages, dispatch couriers, confirm chain-of-custody, and measure productivity. This tool alone gives you unparalleled insight into the lifecycle and whereabouts of every package received and sent back out. Mailroom managers can deploy this essential tool as is or upgrade it with add-ons such as Intra’s P.O. Line Item Receiving (POLIR) or an outbound shipping integration.
2. Interoffice Requests
Continuing with our basic yet essential toolset, we have the Interoffice Request Workflow. Organizations can streamline and prioritize interoffice requests, dispatch service workers, confirm request completions, and measure productivity using this workflow. The true value of this tool lies within its power to organize every request, even within a mailroom setting. Centralizing all requests within a single searchable database allows for accountability among staff. All of the request details, such as who fulfills the request, are available at the click of a button.
3. Virtual Mailboxes
It’s time to move on to our virtual tools, starting with Virtual Mailboxes or High-Density Mailboxes. Virtual Mailboxes are a great way to save money and space in mailrooms, as they allow the storing of white mail in barcoded folders rather than physical mailboxes. Mailroom staff can alert recipients to incoming mail via user-specific barcodes that send an automatic email or text message to the recipient in question. This saves time and space, as the mailroom no longer needs to assign specific mailboxes to individuals and instead can repurpose that space for storage or other needs.
4. Address Forwarding
Another virtual tool to strongly consider adding to your arsenal is Address Forwarding. This workflow allows your mail center to redirect mail to a user-defined address. Intra clients can easily integrate the Address Forwarding Workflow into their existing ERP system to ensure they always have up-to-date addresses. The reason why address forwarding is such a necessary tool is simple: without it, mail and packages may not be deliverable and can pile up in your mailroom. Address forwarding is the easiest way to mitigate package stockpiling, thus giving your mail center back the valuable space it needs. It is also a timely tool, as it reduces human-to-human contact, which helps keep your team safe.
5. Mail Sweeps
And now for our final tool, which perhaps is the easiest to engage: Mail Sweeps. Mail collection in a large workplace can be a time-consuming endeavor, with collectors often having to go desk to desk for mail pick-ups. Using a Mail Sweep Workflow, employees use designated mail receptacles to drop off outgoing mail. The mailroom staff runs regular “sweeps” to collect mail from those centralized places. This workflow is so critical for mailrooms, as it saves them time and human resources.
Which workflows could benefit your mailroom the most? Let us know. Email us at [email protected].