When it comes to managing a department, it seems as if your team hits a point of stagnation, sometimes from no doing of your own. You work hard for years, grow your team, complete daily tasks efficiently, and earn significant revenue for your organization. But what happens when you can’t scale your department effectively? Often, departments maximize their employee capacity and equipment to keep up with demand but lack the resources (financial or otherwise) to scale appropriately. By utilizing facilities management software such as Intra to pull detailed, custom reports on performance and efficiency, your team will be able to justify growth and increased budgets for your department. Here, the in-building logistics experts at SCLogic discuss how our Intra platform can assist with detailed, custom reporting to assist your team in warranting additional revenue. 

Mailroom Managers Utilize Key Package Tracking Data

As a mailroom manager at a university or large-scale organization, your days are likely filled with trying to manage daily tasks without falling behind. A consistent influx of packages with little to no oversight into the week ahead causes stress and uncertainty, leading your team to fall behind. However, these mailroom woes can be eradicated using Intra and our multitude of reporting options. By utilizing Intra, your team will be able to see the total number of customers, students, or faculty served in a week, month, quarter, or year. Additionally, you can pull reports on the total number of inbound and outbound mail processed, as well as the number of packages per employee. Note that all these reports can be completely customized to suit your team’s unique needs.

When working as a mailroom manager, it is expected that your department has to find or create additional revenue sources. When it comes to budgetary additions, you are often forgotten in the planning process. These data points allow you to be proactive in your requests for additional budget allocation, with concrete, long-term metrics that show a track record of proven success. For example, consider the reports on inbound and outbound mail processed and packages per employee. If you have seen significant growth in packages throughout the past few years but have not increased your number of staff, you can plan with stakeholders to request additional budget so that you can scale accordingly. If your team can show that you’ve maintained SLA requirements with this number of staff, asking for supplemental funding will help your team grow, improve efficiency, and ultimately increase revenue for your business or university.

Asset Managers Gain Insight into Equipment Improvements

Another way reporting can be of great value is for those in charge of asset management. As an asset manager, having extensive insight into your assets’ health shows those in charge of budget just how efficient your office is and how additional budget allocation can skyrocket revenue. While Intra’s Asset Logistics Workgroup offers various workflows and integrations, our reporting focuses on what is most important, including mean time to repair (MTTR), the average age of assets, and asset maintenance. Without detailed reporting, your superiors may not know how frequently your assets need maintenance and how quickly this cost can add up. For example, suppose a version of tablets for your employees continuously breaks down and requires significant downtime for repair. In that case, the amount of time and money your team is losing to repair these just a few times exceeds the replacement cost.

Furthermore, reporting on the age of assets gives your team insight into when asset recycling can occur. Instead of keeping old or unused assets in storage, consider speaking to your superiors about recycling assets and selling surplus items. This not only opens storage space but makes room for new, modern equipment to expedite your daily tasks. Showing your stakeholders just how much time is being lost due to faulty equipment shows what they care about most – revenue. Using Intra’s innovative logistics software, your team can advance your daily workflows to strengthen customer relationships, create a more efficient workspace and improve revenue.

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Document Services Managers Create an Optimized Print Shop

One department in which reporting is often overlooked is print and digital shops. For document services managers, ensuring that customer relationships remain at the forefront of your business strategy is vital. However, this can become difficult without detailed oversight of your team’s daily tasks, as well as the status of your equipment. Misprints, defects, blank tracking, and equipment downtime result in a longer turnaround time for your customers. Like asset managers, document service managers must monitor each equipment piece’s health to minimize downtime, save money, and seek replacements as needed. Additionally, reporting on sales volumes and costs can pinpoint specific seasons in which your team may need additional revenue to keep up.

Using Intra’s Document Services Workgroup, you can report on sales volumes for a specific period. If you see that your sales volume and costs double during a few specific months, it is much easier to request financial assistance from your superiors to keep up with the influx of sales. One area of reporting unique to document services is the ability to review industry trends and strategize accordingly. By studying past sales trends, such as a high volume of billboard materials for print advertising resurgence, your stakeholders will see that it is worth their time to invest in these areas for future seasons, making your business the go-to print shop for top quality materials.

Central Receiving Managers Maximize Space & Revenue

Last but certainly not least, central receiving managers can also utilize Intra’s many reports to improve warehouse efficiency. Reporting on taken or available storage space, total staff/faculty packages processed, and departmental cost for storage opens the doors to maximize revenue for both their department and the organization. Especially on college campuses, university officials may ignore central receiving’s daily happenings, and when space is lacking, the central receiving department suffers. Without adequate storage space, your warehouse becomes unorganized, and the likelihood of lost or misplaced packages and assets increases. Furthermore, if you do not have insight into how much storage space each department is using, you’re both losing revenue by not correctly charging each department and preventing growth. By using Intra’s reporting tools, you can pinpoint the amount of space being used and help your university plan expansion proactively, as well as increase total revenue by accurately charging departments. By using custom reporting, these tools will be extremely useful in helping you increase budgets for your central receiving department.

See How Intra’s Logistics Reports Facilitate Budget Growth

When it comes to requesting an additional budget for your department, it isn’t easy to know where to start. Without detailed insights into your department’s efficiency, proving your need for budget allocation can feel like an uphill battle. With individualized reporting offerings catered toward long-term growth, we constantly improve our in-building logistics software to solve all your unique pain points. To learn more about SCLogic’s innovative facilities management platform, Intra, email [email protected] or schedule a demo with us today!