Communication with handwritten letters may seem a thing of the past, but the fact is that mail and parcels are now popular than before. The increasing online purchase systems have made the mail system busier than ever. The US postal services informs that the number of packages being shipped is increasing day by day, and so is the need to manage all the mail and deliveries. This leads to the need for a mail management system i.e., mailroom management software.
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What is a mailroom management system?
Moving important documents or products is part of every person’s life. This management system organizes and manages the mail and packages sent or received. It makes sure that the right package reaches the right person at the right time and packages don’t get lost in buildings.
Mail management software
A mail management software system helps you to automate the mail management process. This mailroom software and internal parcel tracking software helps you to track your mail and report your delivery.
When the number of packages gets too much, it gets difficult to track and assort them. The mail management software helps you automate the whole process so that it is easy to assort the packages based on their places to be delivered.
Without a proper tracking system, there are chances of packages getting lost or delivered to the wrong place. The integrity of your business system or organization depends upon the accurate delivery of checks, proposals, or contracts from one place to another. A mailroom tracking software allows you quickly know whether your package has been delivered.
Mailroom management systems improve staff experience
With an increasing volume of mail, it becomes challenging for the workplace teams to manage these deliveries manually. With the increase in online purchases, people are now getting their parcels delivered at work as porch deliveries are often returned as there is nobody home. Many parcels and packages get stolen, so the people prefer to get their parcels delivered at work where they are most of their time. When employees forget or delay picking up their mails, it led to mailroom clutter.
A new and advanced way to manage workplace deliveries is using mail management software’s. The mail management systems improve the staff experience and satisfaction. The employees receive automatic notifications by the system’s internal communication channels and alert them to have a package or deliveries.
The automated delivery management system eliminates the duties of sorting packages, tracking and notifying employees about their deliveries. From the code on the shipping label, the system sends an automated email to the employee to inform about the arrival of the package. It also sends a pickup reminder after a set time. The system tracks it from intake of parcel to receiving, so you can check at any time where the parcel is right now. The mail management software can also inform about an employee who is on leave, vacation or has left the company so that the mail of the absentee accordingly. The software also offers the feature to label critical or time-sensitive parcels to be delivered in time, and the software records its delivery for better security.
Mailrooms promote environment-friendly shipping and delivery
Online shopping creates a significant amount of plastic, cardboard, and paper utilized in the packing, leading to an increase in CO2 emissions involved in manufacturing the packaging materials. Mailrooms offer a single location for the delivery and receiving of parcels, making the reuse of the packing material fast and straightforward.
Many packages go missing as they are correctly labeled or tagged with the destination. Sometimes the contents of the parcel get damaged as they are not packed and secured inboxes correctly.
Scale your front desk system with better mailroom management
It is now high time to say goodbye to the outdated manual technology of mail management in your workplace. The pile of packages in the reception area will not make a positive first impression on your visitors. A messy reception gives a poor impression, and a study shows that 75% of the respondents judged a company negatively by the first impression of the lobby. According to Wakefield Research study, 69% of respondents have one personal package delivered at work. These packages often sit on the front desks for days cluttering the reception. The receptionist has to manage logging every package and sending colleges messages to collect their parcel, which is a time-consuming process. It also reduces the efficiency of the receptionist with a busy job to attend to people all day.
For the well-being of the employees and the company, it is good to develop a well manages mail room services to welcome employee benefits. This adds to the satisfaction and peace of mind of the employers due to which they can work more effectively on their duties. Offering fee-based or free mailroom services, including the postage and packaging or parcels to be sent, can save the time of employees to run and buy boxes, tapes, and bubble wraps to dens their parcels. This can increase their comfort level, which will help them to perform better at work.
Read more: Office Lobby Space
With the increase in the number of parcels and packages in the mailing system, there is a need for an efficient mail management system for every workplace. Advanced mail management software provides excellent tools and means to track your mail any time and make sure it reaches the right place in time. It increases the efficiency of the mailing system, reducing the time spent in the manual management of mails. Automated notifications and reminders make the recipient aware of their arrived mails. Well-managed Mailrooms in offices keep the flow of mail smooth, making all the tasks and operations hassle-free. It also gives the employees satisfaction that their mail is safe and will reach a proper place until they collect it from the mailroom.