3 Ways to Keep Costs Down for Mailroom Managers

Is it possible that your mailroom is becoming more expensive than you are aware of? 

When you’re a mailroom manager focused on getting packages in and out the door (not to mention keeping your customers happy), it can be easy to lose track of your bottom line. Keep the costs down without sacrificing the efficiency of your mailroom with these 3 handy tips.

Check the Stamp Machine and Postage Mete

You may want to start with those trusty little machines in your office: the stamp machine and postage meter. These handy tools let you pay for necessary postage and keep track of your costs. Unfortunately, they may be getting more use than you realize.

When’s the last time you took a meter reading?

Or monitored the stamp machine?

If it’s been a while, you may find that you’re spending more money on postage than you thought. These tools can turn into ATMs for employees and others if you let them.

Why print free money for anyone who wants it? Keep accurate records and work with your team to work towards cohesive goals instead. Focus on maintaining efficiency and profitability for the benefit of all.

Often the problem is not integrity, it’s lack of accountability.  More than likely, even if you have an issue it will be easily fixed by just being aware and including your team in monitoring and creating boundaries around the use of the machine.

Analyze Energy Costs

No one is suggesting that you work in the dark. Still, energy costs can eat up even the most carefully calculated budget fast. You know that being more careful about leaving the lights on or the air conditioner running can save you dollars. But what about more effective methods?

Do you leave everything plugged in 24/7?

Do you really have to?

There are probably at least a few machines that you don’t need plugged in all the time. Don’t spend the money on electricity until it’s necessary. With all of the new technical gadgets that exist a simple Amazon search will deliver you hundreds of options for low cost automatic timers to use in your outlets that you can set to your business hours and never worry about again.

Remember to switch to energy efficient bulbs wherever possible as well.

You may also have an excess of equipment and electronic devices. With an inbound package tracking software, you can consolidate and get it all done from the comfort of your smartphone, barcode scanner or MC40. Not only does less equipment save you energy costs, it also spares you some headaches.  See how package tracking software works and even get a free demo to see if it may be a good solution to save your mailroom time and money.

Go Digital

How’s your tracking system?  If you’re working with a hodgepodge kind of system, you may be losing time and even customers. Having to search through tons of written files, notes and disjointed, digital documents is a big time waster and an easy way to lose a customer.

With the right system or software for your mailroom, you can skip the phone calls and notify recipients of arrivals almost instantly by sending them a quick text message or email.  You may also be given the ability to print what you need and skip the rest with a flexible printing label system, saving you money on wasted materials.

Keep track as you implement these changes and its effect on your bottom line. With a little forethought and innovation, you can transform your mailroom into a place that’s both productive and profitable.  Learn more with our by clicking below to download our 5 Steps to Optimize Your Mailroom Today.

Source: HubSpot