The world today is extremely fast paced and as such, people expect service to be quick and efficient and this especially true when it comes to the business world. There are so many laborious tasks, which, despite being extremely time consuming on a daily basis, are necessities when it comes to the running of a successful business. Mailroom management is just one of these tasks.
Mailroom management – then and now
Mailrooms are nothing new and both physical and digital mailroom in businesses have been around for many years.
Things have changed noticeably since the humble beginnings of the digital mailroom and today the whole process is much more efficient then it was back in the 70s. When it comes to physical mail rooms, these appear in a huge variety of businesses from schools to post offices and once the mail is sorted it is often distributed via the use of pigeonholes or other such separating devices.
Similarly the digital mailroom is used to separate mail and forward it on to the necessary recipient, the email can they be archived digitally rather than in a physical filing system.
Correspondence between businesses and their clients, be that in the form of customers or other businesses, is frequently high in volume. Whether you receive mail physically, digitally or a combination of the two, the time spent having to sort through and decide what is of high importance, what needs a response and what is junk mail is significantly high and so too are the costs of doing so.
Ultimately, the sorting of both internal and external mail is a must and although you use people within your company to organise the mail daily, it often eats into precious time that could be better utilized on other, more important tasks.
Outsourcing options
Luckily, there are companies out there who will carry out this task for you, saving you both time and money (often up to 20%), but just what does this entail? Mailroom management can be based both internally and externally, dependent on your business needs and can also be used to reduce the distribution time within the business.
Obviously, as is the case with so many areas of business, the importance of security especially when it comes to confidential information is ever present and so mail tracking is put into place. This means researching companies with a good track record and who pride themselves in being safe and secure in both sorting and distributing mail is essential.
As you can see, the processes behind managing a mailroom can be extremely time consuming and all in all, mailroom management is used to speed up and simplify the way in which your mailroom works and improve efficiency for the future – which in turn means a higher level of customer satisfaction.
Cover photo credit: Fairfax County / Flickr
