Why Your Mailroom Needs a Modern Makeover

There is no denying that makeovers can be time-consuming and sometimes expensive, especially when new systems have to be put in place to support the changes made. But time spent finding, purchasing, installing and training staff to use a new, modern mailroom system is nothing compared to time saved with improved efficiency. 

Often, a makeover is exactly what your mailroom needs, especially if you’re still using manual methods to sort and process mail. While these methods may still work, the truth is that with every hand entry into a paper logbook, your company is spending more time and money than it needs to. This, coupled with the fact that manual sorting can cause numerous errors, such as lost and miss-sorted mail, your mailroom could be one budget leak that you need to plug fast. Enter the modern mailroom makeover.

Automation is a great color on you 

Technology has provided more efficient methods as far as mailroom management is concerned. Even better is that technological upgrades are far cheaper in the long run when the costs are compared side by side to the outdated manual methods. Most modern mailroom management practices lean more towards automation, like tracking and delivery software. This type of software tracks packages that are coming in and going out for redelivery, as well as if the package made it to its intended recipient.

Mobility makes you look ten years younger

Using mobile applications is another modern upgrade for your mailroom needs.  These can be used in place of delivery lists and other paperwork when delivering mail outside the office. Mobile package tracking apps can make the jobs of your mailroom employees easier by allowing them to view delivery and tracking information from any mobile device connected to the internet.

Review your outfit from head to toe

Other solutions you can use to give your mailroom a modern makeover include high-speed production scanners that digitize and manage physical documents, digital tracking systems and high-tech mail sorting equipment.

Just a few of the benefits that your company will enjoy by upgrading your mailroom include:

1. Improve Customer Service

A company with a modern mailroom will experience far fewer human errors that are common with manual processing.  As a result, you will notice fewer complaints about things like delayed delivery and unreceived packages. Your customers will be much happier because they will be able to better keep tabs on their mail and estimated delivery dates. Happier customers typically lead to brand loyalty, more referrals, and higher business profits.

2. Reduce Carbon Footprint

For some companies, going green is a strong initiative.   If your company loves to share your latest planet-friendly initiatives, this is a wonderful way to prove to your customers, partners, and shareholders that you care about your carbon footprint. However, even if your company doesn’t worry about such things, they will still enjoy the fact that paperwork becomes minimal – if it exists at all. The boost to your bottom line from saving money on paper and ink could be quite significant too, depending on how much mail your company handles. Not needing as much paper and ink also means that the amount of storage space your company needs could be reduced, and with office space pricing based on the square foot, every additional bit of space saved can save your company money.

3. Decrease Mail Handling Time

The amount of time you will save from sorting and distributing mail by using automated solutions will save your company hundreds if not thousands of man hours. Modern mail systems truly streamline the process and reduce the time required to process mail. Because human error will be greatly reduced your handling time of tracking down the errors will also decrease.

4. Lower Overall Operation Costs

Even though you might not want to think about laying off your employees, the simple fact remains that fewer people are needed to run a modern mailroom. By using automated systems, you can save all the money that would have gone towards paying for those unnecessary man hours.

5. Comfortably Handle High Volumes

Automation makes it possible for a company or institution to comfortably handle high mail volume.   If your company expands, you won’t have to worry about employing additional people to keep up with all that additional mail because most automation systems are already designed to handle large mail volume.

If you are trying to streamline and automate your mailroom management, you must upgrade the current systems you have in place. Embrace technology and increase your profits. It really is that simple.

Source: HubSpot