As old-fashioned as it sounds, a lot of mailrooms still haven’t stopped using pen and paper to log incoming packages. Their tracking system is nothing more than a notebook over-encumbered with handwritten dates and notes. Some have upgraded to logging their packages into Excel, but this also can require manually logging information.
These traditional methods are very time consuming and provide no easy way to figure out where packages are. These inadequacies are ushering the adoption of intelligent package rooms that can eliminate much of the guesswork while substantially reducing the hands-on environment of package handling.
When designing an efficient package logging mailroom, one of the biggest considerations is deciding how to organize it and make it self-serving, especially if staffing costs are an issue. To improve security and reduce the amount of time spent processing each package, build an efficient 24/7 self-serving intelligent mailroom for residents or employees.
The front desk isn’t a mailroom, nor should it be treated as such. However, for several companies, this is usually the case as parcel carriers often drop off a mountain of parcels at the front desk.
However, the front desk is also the first point of contact when visitors arrive. If they see a huge pile of packages lying around, they might view a company as unprofessional.
Instead, ensure there is a designated room dedicated to mailroom activities. The location of the mailroom should be large enough to hold the number of packages received on the heaviest day. So, don’t forget to look back at delivery trends to plan accordingly.
When deciding how to distribute and where to store packages, having an organized system can save time.
In order to prevent items from being lost and reduce clutter, designate specific space for packages within the mailroom. Some mailrooms will label shelf space with barcodes after marking them off. The barcodes will also be listed on the pick-up notification sent to the recipient. This allows mailroom workers to know exactly where a package is located.
For many firms, having a staffed mailroom simply is not feasible based on the small number of packages received every day or for budget concerns. In having a self-service mailroom, it is vital to offer employees the peace of mind in knowing their mail is safeguarded, especially if they cannot pick up their packages immediately.
Installing a few cameras inside or outside of the mailroom instills a lot of confidence in employees, while also deterring potential thieves. Making the mailroom accessible by code or keycard so only employees are authorized to enter is a game-changer especially if the office is easily accessed by the public or is in a building shared with other businesses.
The number of packages delivered each day is amplifying. In fact, research has shown that global shipping has increased by 48% in just a matter of two years, this trend will likely gain momentum. This idea is well-supported by new trends like delivery-by-drone and last-mile delivery, demonstrating that organizations are in need of faster, better delivery methods to keep up with the demand.
This indicates that the function and size of the mailroom should not only be based on the package processing demand of today, but also what the demand will potentially be in the future. Otherwise, there is a risk of outgrowing the technology and space used in a short timeframe, requiring the process to start all over again.
Inefficient processes like handwritten notifications are not only time-consuming but also environmentally unfriendly. Being mindful of the environment and cutting down on paper consumption are top priorities for a lot of companies, and eco-friendly practices can be adopted in corporate mailrooms.
For instance, instead of putting paper notices into mailboxes when a package has arrived, switch to a text message or email that automatically notifies recipients. Get rid of paper logs and replace them with web-based package tracking software that can store package data, making it searchable.
The technology used is probably the most important element of building a smart mailroom. Without package logging software, the mailroom is nothing more than a storage room.
For a staffed mailroom, TekCore’s mail tracking software, TekTrack, assists in logging packages in just a matter of seconds, subsequently sending notifications to recipients at scale.