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7 Mailroom Management Tips

October 16, 2019 mailroom management

Did you know that the United States Postal Service handles about 500 million pieces of mail each day?

In comparison, major carriers like UPS and FedEx deliver about 34 million packages combined. With that, the USPS says they have the Dangerous Mail Investigations Program to ensure package safety.

If you want more productivity in your business, you need proper mailroom management. It’s important since an employee dropping everything to send multiple packages makes the workplace inefficient. You can’t rely on the USPS either because mailroom management starts at your workplace!

But don’t fret, we’re here to help.

Are you ready to learn about mailroom organization? If so, read on and find out more.

Mailroom Management Tips

Mailroom organization revolves around encouraging everyone to do their part. You also need to build an outgoing mail process to make the process less hectic. Here are some tips that can help you with your mailroom management.

1. Set Pick-up Times

Let everyone know the time the mail gets picked up each day. It helps start a manageable rhythm to the tasks related to your mails. It’s important to enforce a firm deadline when dropping off the packages if they need it mailed as soon as possible.

Make it a point that any mail given after the dropping period won’t go out until the next day. A good way to tell your employees is through email. Ensure that they’ll know the importance of the daily deadlines to your new mailroom organization system.

Post reminders in the mailroom and other strategic locations. That will ensure that your current staff is on track and it will let make them adapt to the new routine.

2. Give Enough Storage

You need to put a designated spot for everyone to put their outgoing packages. Otherwise, everyone will end up keeping them on their desks longer than necessary. Worse, they might place them in random locations throughout the mailroom.

Invest in Shelves and boxes, especially those that can hold different package types. This will help keep all the mail in a single spot. Put clear labels for the areas dedicated for outgoing mail to prevent undue confusion.

3. Get the Right Information

Your employees should know that their packages won’t go through until they have the right details. This includes their recipient’s address, their return address, and more. Make a sign and display it within the mailroom — it should include a checklist of all the information you need.

You need to get this right. Poor service can negatively affect your consumers’ behavior and view regarding your business.

Everyone should be aware of the consequences of delivering packages without the proper information. They’re more likely to put all the needed details next time if they know they’ll get delayed otherwise.

4. Set Up Mailroom Stations

There will be more work when people use packaging that won’t last in transit. That’s why you need to encourage everyone to do the proper wrapping. The easiest way to do this is by stocking the mailroom with all the required supplies, which include:

  • Boxes
  • Labels
  • Tape
  • Envelopes

Make sure it’s organized for easier employee access, in an order of how they’ll use them when packing. You can also include an instruction sheet that outlines how to prepare packages for delivery. It helps ensure everyone knows how to wrap their packages properly.

5. Check Some Tech Solutions

Does your business process a lot of mail? If so, you need to start investing in technology that helps lighten the task. A good example is a postage meter since it will weigh the package as well as print out the shipping labels and calculate the postage.

Your business also benefits from mailroom management software since it helps automate the majority of the process. It can track your incoming and outgoing mail, especially when you receive a high mail volume. Another great feature of this software is their automatic notifications, so you’ll know when to ask your carrier for more pick-up times.

6. Have Bulk Sort Units and Disposal Units

Depending on the type of business, you might need an exclusive area for the bulk mail. It’s especially important when you have a large number of incoming and outgoing bulk mail. There are bulk sort units that can hold both incoming and outgoing mail, regardless of its volume.

The bulk sort units have shelves that hold large mail buckets. That enables you to store bulky mail without any problems. With that, you can give more space to other, more business-related processes.

Even if you only run a small business in the US, it’s possible to get a lot of unnecessary mail. You might also have some sensitive mail that needs immediate disposal. That’s why your mailroom should have some shredders for sensitive documents and recycling units to get rid of mails while helping the environment.

7. Hire Professionals

Your business might need a lot of attention for it to stay afloat. If so, it might be better for you to start thinking about hiring experts. Outsourcing help can free up some manpower and other resources while ensuring that your mail or products arrive on time.

Another benefit of hiring professionals is their ability to process same-day deliveries. For most small businesses, this is impossible to do in-house. But with the right vendor, you can make the entire mailroom easier to manage.

If you choose to go through with this, you need to do extensive research. This allows you to know which vendors can benefit your business the most. Look for online reviews and other indicators to have an informed decision on which vendor to partner with.

Organize Your Mailroom Today!

There are a lot of ways for you to improve your mailroom management process. It’s important to remember that it always starts with your employees. To make the most out of these improvements, you need to get everyone to adapt to the new system.

In any case, these tips are great starting points when you need to organize your mailroom. But don’t hesitate to ask for help if you’re not sure where to start. Contact us today and we’ll assist you.