Make Your Mailroom More Efficient

Every business sends and receives mail, from large packages to small letters; the mail room is a vital part of ensuring any business runs smoothly. Sending and receiving vast quantities of mail can be a challenging job so if you have a mail room department it’s important that it runs efficiently for both you, your customers and your mail room staff.



There are several ways to make sure your mail room is functioning at its best from implementing new technologies to making sure your filing systems are correct and efficient. Taking good care of your mailing procedures means taking good care of your business, which means it’s vitally important that you invest time and money into its operation.



Working in a mail room requires great organisation so it’s a good idea to make sure your staff are keeping accurate records of all mail that is sent and received. In days gone by this would have been done in a log book but with advances in mail room technology there are plenty of other cost effective and time saving solutions which you can implement instead. Try setting up an online database, where everyone in your company can access and track their individual department’s mail. Making sure your staff can quickly find out where in your production line a specific order is can all help to stop orders going out late and can make sure important documents are not missed.



Another great way to make sure your staff has a handle on the mail is to implement scanning into your mail room. When a piece of mail comes in it’s a good idea to scan this into your system straight away. Scanning your recieved mail will ensure every piece of post is logged and accounted for and will mean you have a handy electronic copy for future reference. If you do implement a scanning procedure to your mail room you will also have to create a simple but efficient database so you can store and track the scanned copies.



One of the busiest times for the mail room is just before the last post collection of the day. To help support your mailroom staff find a central mail collection point where all your employees will collate their mail ready to be sent out. Centralising this point will help save your staff a lot of time when it comes to collecting the post. It’s also a good idea to invest in a
Franking Machine which will quickly and efficiently add postage to your letters. Investing in a machine like this will save your staff valuable time, not to mention protecting them from the nasty taste of stamps.



Making sure your mail room is working at optimum efficiency will help to streamline your business, saving you valuable time and money in the long run.

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