Recently, many businesses have determined that investing in mailroom equipment, software, and labor may not be in the best interest of the organization. This has prompted a renewed interest in outsourcing mail center operations. Several forces are at work. Declining mail volumes, a dispersed workforce, and labor shortages have contributed to the trend. At the same time, postage rates are escalating and rules for entering mail are increasingly complex. Moreover, mail center managers are being asked to support a level of hygiene that is virtually impossible when everything you touch comes from places and people you do not know. Insurance companies are good at insurance. Real estate companies are good at real estate. Law firms are good at law. They are not experts in mail operations or USPS regulations. Mail service providers are experts in all things mail. Your goal when outsourcing mail processing is to find a provider that offers the breadth and depth of services necessary to support your organization. The Big Picture You do not need to be a postal expert to realize that the landscape of mailing has changed in the past 20 years. Just look in your mailbox. There is not much in there. Bills are sent and paid on the internet. While less effective, email advertising is cheaper than marketing mail. If mail centers are not sending much outbound mail and not receiving much inbound mail, you do not need much of a mail center. Mail Centers Evolving to Small Parcel Centers While mail is declining, parcel shipping is increasing. From 2015 to 2021, mail volume declined from 154 billion pieces per year to 129 billion pieces per year. During that time, the USPS’ revenues increased from $69 billion to $77 billion.1 The increase is attributed to parcel and Priority Mail shipping. It is plausible that parcel processing will be more significant than letters for corporate mail departments. This is not the death knell of postal mail. 129 billion pieces must still be delivered. Many businesses will maintain a “service center” for shipping, copies, and office supplies. However, companies looking to optimize mail handling should consider handing off mail processing to a service provider. Your Mail Center Does Not Have to Be Your Mail Center Outsourcing involves just moving your mail center from your building to someone else’s building. Someone that knows the postal process and can provide a level of service to accomplish your goals. Service providers are vested in current technology to deliver benefits not usually found in corporate mail centers. Outsource with Tritek Biohazard Protection As pathogens, viruses, and biohazards can be distributed through the mail stream, mail handlers find it necessary to institute safety measures and controls to evade these dangers. The Postal Service and OSHA guidelines recommend that mailroom operations have secondary engineering controls as a part of the daily workflow. Most corporate mail centers do not have these precautions. But service providers do. Digital Email Delivery Digital email delivery has been a viable technology for a decade, but its popularity has been limited. That is no longer the case. Remote work is the new normal, and teams without the right technology struggle to stay on top of their mail from home. Digital email delivery solves this predicament. This is a simplified explanation of how digital mail delivery works: The corporate mail center receives an envelope from a client addressed to Sally. The mail center staff opens the envelope, extracts and scans the contents, and emails the information to Sally. Sally opens the email on her phone or laptop, reads the letter, and responds. It sounds easy, doesn’t it? Multiply this scenario by thousands of inbound letters every day. Clearly, mail centers would need technology beyond a mail opener and a scanner from the office supply store. The investment in technology and the implementation costs are beyond the scope of most corporate mail centers but digital delivery is within the reach of mail service providers. They can amortize the investment over several clients. Returned Mail Management The USPS returns outbound mail for several reasons, but the most common cause is inaccurate delivery addresses. The cost to a company is staggering. Experts estimate the operational cost at $25 per item.2 This does not include the “consequence cost.” When a bill sent to a client is returned because of an address error, the invoice remains unpaid until the biller corrects the address. Once corrected, the bill must be re-printed and remailed, and the remittance returned. What does that do to cash flow? Multiply that scenario by several thousand returned bills. That is the “consequence cost.” Mail service providers help with address correction and returned mail reduction. Implementation Since 1988, Tritek has engineered patented, field-proven mailroom automation and document imaging solutions to improve productivity and mailroom efficiency. Tritek’s expanding menu of mail services includes Biohazard Screening, Digital Email Delivery, Database Management, Returned Mail Processing, Inbound Mail, Presorted Mail, and Parcel Processing. Tritek’s clients include Fortune 500 companies, government, educational institutions, financial services, healthcare, insurance, and fulfillment. Let us be your new mailroom. View Related Articles: The Future of Mailroom Automation for Businesses How You Can Use One Machine for every Mailing Operation Solving Corporate Inbound Mail Challenges 1 https://facts.usps.com/table-facts/ 2 https://mailingsystemstechnology.com/article-4640-Report-The-Cost-of-Returned-Mail.html
Most college mail centers were built well before e-commerce existed. Original construction plans didn’t anticipate the impact that a surge in packages would have on their limited space and staff resources as students and faculty turned to online shopping. The increased parcel volume makes the traditional methods of dealing with incoming packages impractical. Besides a severe storage space issue, manual procedures are inefficient. Mail center staff must send notifications to package recipients via printed alerts or emails and make them wait in line while mailroom clerks find packages, examine ID, and gather signatures. Anxious students waiting for online-purchased books to arrive often visit the mail center repeatedly, hoping their order arrives before the new term begins. Extra people standing around waiting to be served also contribute to the floor space issue. Students order books, dorm room furnishings, clothes, and electronics. They receive care packages from home. Faculty and staff receive many items such as supplies and materials that arrive via the US Postal Service, UPS, FedEx, Amazon, or other delivery services. All those packages come to the campus mailroom where the staff logs the materials, sorts, and stores them until campus couriers can deliver the items or they are picked up. Students aren’t just buying discounted books online, they are selling them. College mail centers are also seeing an increase in outbound parcels. Again, space and staff resources are a problem. Inefficient Handling Compounds the Problem When addressees come to retrieve their items, clerks must find the boxes, bring them to the counter, and hand them over. Items that can’t be immediately located trigger a lengthy and expensive treasure hunt and leads to dissatisfied customers. Because of crowded conditions, the mail center has become a dangerous workplace littered with tall stacks of parcels and narrow spaces in which to operate. Manual logging and tracking procedures cause delays and limit inquiries because physical access to the paper log sheets is necessary. Distance learning and interrupted on-campus class schedules caused by the pandemic have made the problems even worse. Packages may sit in mail centers for long periods of time before the recipients come to campus to collect them. Some packages that are initially delivered to the campus mail center may need to be re-shipped to home addresses. Admission and departmental mail stacks up too, waiting for university staff to return to their offices. Automation is the Answer The first step in tackling the parcel problem is implementing a parcel induction system. Automated systems record the arrival of packages and enable the university mail center to notify recipients electronically, so they can pick up their parcels. Because floor space is usually limited, a small and portable mail induction unit is an ideal solution. Once the system records parcel arrivals, the mail center can easily track their movement and disposition by scanning barcodes instead of completing paper log forms. Information is then immediately available to mail center staff working at satellite offices, couriers on their mail routes, or others scattered about the campus. Tritek Technologies’ Mobile Ace Work Station solves the package induction and logging issue for many college mail centers. The compact size and portability (it’s on wheels!) make it an ideal solution for institutions cramped for space. Smart Lockers – A Perfect Solution for Campuses Many college campuses have turned to smart lockers to relieve the pressure caused by so many packages and parcels. Combined with an inbound induction and tracking system, smart lockers solve many of the problems encountered by university mail room staff today. Smart lockers can be located throughout the campus or installed at a central site, but in accessible areas. Parcels no longer spend days locked in a storage room behind the mail center counter, and addressees can pick up their items at their convenience, twenty-four hours a day. No-contact package deliveries enhance staff and student safety. Mail room employees can deliver online orders, interdepartmental packages, or deliveries from home to secure smart lockers. Once delivered to a locker, mail room staff knows the packages will stay there until collected by the rightful recipients. No more chain of custody questions! Lockers come with compartments in various sizes and include automatic notification via text or email. With students and faculty spending less time on campus because of social distancing guidelines, smart lockers make even more sense. The mail center operating hours will no longer limit the ability to deliver packages promptly. Time to Update the Mail Center Affordable technology that is available today can help campus mail centers handle the influx of parcels more efficiently without expanding physical space or hiring more staff. Tech-savvy students and university personnel will appreciate the transparency, security, and service improvements that mail centers can offer by adding modern tools to their operation.
Inbound parcel processing has always been a task handled by mailrooms in corporate environments, universities, and large residential communities. Once the mailroom accepts a package, they assume the responsibility for the security and status of the material until they deliver it to the rightful addressee. While the volume of incoming packages was already on the rise, the surge in online shopping spurred by the Corona virus outbreak has resulted in even more packages arriving in mailroom facilities. The typical response to an increased workload has been to add staff to carry out parcel sorting and distribution duties. This approach has drawbacks. Besides the expense connected with adding more employees, this solution increases the opportunity for error. Manually identifying recipients and routing parcels to the proper locations frequently relies on the knowledge and experience of the mail clerks. As the staff grows, the expertise is diluted. New employees will make mistakes. Over the last few years organizations have experienced an uptick in package deliveries. With no one at home during the day, employees thwart porch pirates by shipping their purchases to their work addresses. Retailers or carriers may notify buyers of delivery, but getting parcels to the recipients becomes the responsibility of the mailroom. Mailrooms in even relatively small organizations are liable for the condition and status of hundreds or even thousands of packages. An automated solution is in order. Speed Up Parcel Processing Automated incoming parcel handling systems offer several benefits: Tracking – Package recipients get better information about when their parcels will be delivered or can make plans to retrieve them. Tracking also provides metrics about how the organization handles packages internally and can be used to improve operations. Speed – Automated sorting systems can trim hours from the handling and distribution tasks every day. Customers get their packages sooner. Consistency – Staffing challenges like vacations, stay-at-home orders, or illnesses won’t affect the mailroom’s ability to distribute incoming parcels. Accuracy – Eliminate errors introduced by hand-sorting which speeds delivery, lowers costs, and improves customer satisfaction. Accountability – In some instances, such as in law firms, finance, and healthcare, maintaining a chain of custody for materials the organization receives is important. An automated system for inbound parcel handling allows companies to document the handling and movement of the parcels. They can replace the paper and ink method common in most small to medium-size firms. Inbound mail, especially parcels, presents challenges for automated solutions. The packages come in all shapes, weights, and sizes with no standards for address label placement, orientation, or formats. Tritek’s small footprint Tritek Parcel Sorter handles packages with dimensions from 4 inches to 15 inches. Parcels may weigh up to 50 pounds and the sorter will still read, track, and sort the packages to the delivery bin hampers. Our proven scanning technology locates and reads the address information anywhere on the package. Guidelines established in the user-controlled Tritek rules engine ensures each parcel is handled as intended. Challenges in handling incoming parcels are not likely to subside. As more transactions for physical goods are conducted online, tracking shipments becomes critical. By adding a parcel sorting and distribution system to their mail centers, organizations can bring automation to this area they have historically neglected. With better tracking and control, mailrooms can fill the gap between the time common carriers deliver packages to the mailroom and when the mailroom employees deliver packages to the addressees with current and accurate information. View Related Articles: Use One Machine for all Mailing Operations The Changing Role of Corporate Mailrooms The Future of Mailroom Automation