Standardized Processes: A Key to Sustaining Mailroom Management

Process standardization is a crucial element for achieving sustainable and efficient mailroom operations. In facilities with high volumes of deliveries, untracked packages can fall out of the loop. By implementing standard operating procedures (SOPs), organizations can improve mailroom operations, leading to increased productivity, reduced errors, and enhanced overall performance.

SOPs can benefit mailrooms in at least six critical areas: 1) quality assurance, 2) consistency, 3) productivity, 4) efficiency, 5) security, and 6) compliance.

In the workplace, poor mailroom management is one of the most common causes for mail and packages not making it to intended recipients. Equipment, documents, and mail abandoned in storage cause delays, confusion and turmoil. It may sound basic, but best practices start with standardizing mailroom organization–having a system in place for handling and tracking all mail and packages, from delivery to pick up. Some methods are simple, such as keeping the area for processing incoming and outgoing mail separate from all other operations.

In addition, consider requiring deliveries to be made in a restricted, defined area, and use video cameras inside and outside the facility/docks, as feasible. The U.S. Postal Service recommends appointing a Mail Security Coordinator and an alternate for large mail centers. Postal experts also suggest controlling or limiting access of employees, known visitors, and escorted visitors to the mail center via sign-in sheets, badges and/or card readers. (Large mail operations should include plant, workroom floor, etc.)

Inspection procedures can be more complex. Larger mail centers should X-ray all incoming mail, per the USPS, and maintain a “Suspicious Package Profile.” Also, notify internal and external customers, as appropriate, of all steps taken to ensure mail safety. Of course, meter outgoing mail according to USPS weights and standards; all certified mail requests require processing; and mail centers should manage packages being delivered by other carriers, such as FedEx or UPS.

Electronic solutions, such as mail scanning and imaging, enhance productivity by allowing for seamless document indexing and storage. Leading-edge storage and retrieval software from Tritek Systems include image capture and work with other applications, ensuring documents are properly organized and easily accessible.

Digitized package processing with delivery management can help keep mailrooms operating efficiently. Document scan & search software combines with the latest digital scanning tech featuring accurate OCR (optical character recognition) capabilities. These machines can also scan directly to email, making it easy to access documents remotely.

The Right Hardware Helps, Too

Four other Tritek solutions to consider:

• The Mobile ACE Work Station functions as a mail scanning machine and induction station combo, capable of handling a wide range of mail and parcel objects.

• For more constrained footprints, Tritek designed the Compact series with flexibility in mind. Starting at less than 12 feet in length, these machines boast a large 12”x17” scan area that enables complete imaging of both the front and back side of envelopes, flats, newspapers, and more.

• For high-volume inbound package operations, an automated Parcel Sorter uses a proprietary OCR and imaging system, making it an ideal solution for businesses searching for increased operational capacity and lower processing costs.

Analyze, Document, and Train

Analyzing operations and documenting procedures is only the beginning. Next, train relevant employees on mailroom SOPs. We recommend any organization receiving 10 or more packages daily should implement mailroom software and training. Because not all facilities have dedicated mailroom staff, there’s a tendency for this task to fall by the wayside. But we can’t expect receptionists, security guards, or front-desk staff to perform crucial mailroom duties without proper training, which should be conducted regularly. Because of the dynamic and evolving nature of the mailroom, employees need to refresh their skills.

Another easy-to-do SOP is providing mailroom employees with convenient access to important information. Maintain a library of publications, videos and brochures from sources such as the USPS, CDC, and OSHA. Publish a list of useful websites, too, and bookmark sites for easy access. Also, create and publish a list of phone numbers to call in case of emergency: postal inspectors, fire department, CDC, OSHA, police, etc. Finally, implement company-wide communications concerning mail center security procedures.

Implementing standardized procedures and leveraging advanced technologies can revolutionize mailroom management. By optimizing processes and minimizing errors, organizations can reduce costs, improve productivity, and enhance customer satisfaction. It’s time to elevate your mailroom to a new level of efficiency and security.