What is Mailroom Management Software and How does it work?  

Currently, the mailroom is unlikely to get the enormous volume of business correspondence that was anticipated before the Internet.  Imagine if all of your emails and WhatsApp messages were sent to your inbox or phone in paper form instead of being delivered effortlessly to your inbox or phone. We'd be suffocating in a sea of papers. Despite the decrease in letter congestion, the mailroom is still active and vital to employees and companies alike, even though the kind of mail has changed.  We used to receive numerous letters in the mail, but parcel traffic has skyrocketed, with delivery vehicles routinely dropping off items to clients on a regular basis. 

This means that new mailroom management techniques must be implemented in the workplace in order to deal with the increased amount of online buying. Your mailroom and welcome area are crucial. These are the points of communication with the outside world, where anything sent to the company arrives before being sent to the relevant recipient.

Source: Safalta

However, due to the massive growth in internet buying by employees, many non-work related boxes and packages are being delivered to the office. This implies that the mailroom and reception will be closed.  Boost your Skills by learning: Digital Marketing
 
Table of Content:
1) What is mailroom management software?
2) Why is traditional mailroom management outdated?
3) Boost your mailroom service:
4) What is the functionality of mailroom tracking software?

What is mailroom management software?
Mailroom management software is a type of technology that assists businesses in streamlining the process of accepting, documenting, organizing, and delivering incoming office mail and shipments. It includes a computerized delivery log that keeps track of when items arrive when they are collected, and what parcels are waiting to be picked up.
 
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Why is traditional mailroom management outdated?
Since the outbreak of the epidemic, online purchasing has reached new heights. In fact, according to recent research, e-commerce sales will account for roughly a quarter of all sales at retail by 2025. As more of your workers' personal goods are delivered to the place of employment, your team must have a system in place to collect, organize, and keep these deliveries. Traditional mailroom management systems rely on traditional procedures for mail and parcel intake and delivery, with the workplace supervisor receiving and signing for each item. The mail is then stored, maybe in a mound next to the front desk or in a storage area.

The mail is then stored, maybe in a mound next to the front desk or in a storage area. The mail is then distributed by the workplace manager using a number of manual techniques, including chasing down staff members around the workplace to personally hand over a parcel. While this is a detailed, hands-on procedure, it takes a substantial amount of time. As opposed to traditional mailroom management, a digital mailroom management system is aimed to reduce the time spent handling shipments to a fraction of the time. However, saving time is not the only advantage of this technology. Let's look at some of the additional reasons for using a digital mailroom management system.
 
Boost your mailroom service:

• Expand your offering of mailroom services:

The more you are able to make the mailroom a one-stop shop for employees, the more satisfied they will be. Your staff will have more time to provide extra services to employees, such as managing outbound goods if you use effective mailroom procedures. Employees like the ability to buy stamps, packaging materials, boxes, tape, and bubble wrap while making a trip to the store. It saves them time and effort, making their time at work even more valuable. Offering fee-based mailroom services such as package preparation is another approach to make employees' lives simpler.

• Make the mailroom a benefit for employees:

Busy employees like it when their employers enable them to run ordinary errands while still at work. Many organizations today provide everything from flu vaccines and dry cleaning to free car washes and lunches, so why not mailroom services? It will be a win-win situation if you can save your staff members time and aggravation while also highlighting a new employee benefit.

• Tracking of Contactless Deliveries:

Delivery tracking is critical for efficient mailroom administration. This procedure takes into consideration all mail, boxes, and parcels. You are aware of what has arrived when it came, and whether or not it has been collected up. When a package goes through scanning into your delivery management system, a record is produced. The record contains critical information such as:

• The Tracking Code:

If (and when) the delivery is picked up, the name of the person or firm to whom the package or parcel is being delivered. Contactless tracking of deliveries using a mailroom management app provides further benefits. For one thing, it reduces the number of hands the package passes through before arriving at its final destination. This eliminates complications and the potential for error.

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What is the functionality of mailroom tracking software?
Once a box is delivered to the office, it may be immediately scanned and photographed in around 30 seconds using mailroom tracking software. Employing the mailroom software tool, mailroom or reception employees may complete this operation fast. Employees receive an instant indication that the delivery has arrived after it has been logged with the program.

The parcel is kept at the front desk or the mailroom until the receiver picks it up. The receiver digitally signs for the item on the app, ensuring that only the proper individual may collect the parcel. This implies that rather than your receptionist wasting time signing for the shipment and contacting the staff member by phone or email, everything is done automatically. If your employee fails to pick up his or her item on time, the mail monitoring program will continue to send reminders until they do.
 
Mailroom management software is a form of technology that helps firms automate the processes of accepting, recording, organising, and dispatching inbound office mail and shipments. It features a computerised delivery ledger that records when products arrive, when they are gathered and what shipments are awaiting pickup.

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