Don’t Get Outsourced! How to Retain Mailroom Management and Keep Your Operation In-House

You may think that cost is the only reason people consider outsourcing. Perhaps they look at the mailroom management budget, feel it’s too high, and then look elsewhere. This may be an oversimplification of what is really going on. Yes, budget is important but so is streamlining. While cost and streamlining are related, they are not the same. In the package tracking industry, “streamlining” really just means getting a package to its desired location more quickly and efficiently. They say that time is money. So getting something there quicker usually means that it’s cheaper too. According to Barbara Pellow, Group Director of InfoTrends, streamlining is a driving force behind any decision to outsource mailroom management.

It might make you feel better to think that the reason someone is considering outsourcing your mailroom management is the low cost of labor in some other country. Perhaps you feel that there is no way for you to compete against someone who makes so little. If this is your thought process, then things probably seem hopeless. Fear not, mailroom managers, for all is not lost. In fact, I have some good news for you. There are several things you can do to streamline your mailroom management processes, increase the perceived value of what you do every day, and protect your mailroom from being outsourced.

Let’s talk streamlining. You must first determine how long it actually takes for your staff to get a package from the intake point to its final destination. In other words, this means the time it takes from when you sign for that package to the point when it is in the end recipient’s hand. Once you get a baseline for this measurement, you should check this time once a week. In most organizations this is the most important factor in determining the value of what you do every day. Think about the complaints that you tend to receive. Are they often complaints about how long it takes to get the item, not knowing where the package is after it’s delivered, and accountability for that package? I’ll bet that they are. All of these issues can be resolved with an Easy Track It package tracking system.

Using a package tracking system like EZTrackIt streamlines the delivery process in three ways.

• It reduces the time it takes to log packages in – our cloud-based package tracking system allows you to log packages 4 to 10 times faster than by hand!
• It can dramatically reduce staff costs – one of our clients reduced their staff size from 5 to 2 without any adverse effects.
• It can also radically change the perception of your mailroom from “a place where packages disappear,” to the next logical link in the chain of delivery.

For undeniable proof that a package tracking system saves mailrooms, consider this: here at EZTrackIT, with 300+ installations and climbing, NONE of our customers have lost their mailrooms to outsourcing!

In short, streamlining your mailroom management and being able to deliver your packages more quickly will increase your value to the company, while potentially decreasing your cost. The added benefit of an Easy Track It package tracking system is that it actually makes your job easier. There is a reason that our slogan is “Get it. Log it. Track it. Done! That was easy!”