Logo of Information Security Management System(ISO 9001) & United Kingdom Accreditation Service(UKAS Management system 001) accreditationLogo of Information Security Management System(ISO 9001) & United Kingdom Accreditation Service(UKAS Management system 001) accreditation
track your shipment
track your shipment
track your shipment

Role of Automation & Technology in Mailrooms

Rolling conveyor with many cardboard boxes on it- Pictorial handling instructions mentioned on the boxes
By Avon Team
November 29, 2018
Category :
No Comments
Read Time: 2 minutes

Automation & Technology in Mailroom

Reasons why automation and technology are important in Mailroom.

  • It tracks the way mails are moving within and outside the organization
  • It prompts employees to respond to a job more proactively
  • Integrates the mailrooms of all branches and synchronizes the work pattern

What a technology and automation enabled mailroom can do…

It can mitigate the risk of being the worst holdup in the entire system of corporate communication. Now that it gets the attention it deserved as a part of facilities, it can be under the direct surveillance of the IT department of any organization.

Also Read : Corporate Mailroom Management

It exercises an indirect control over the document movements and thus the vital communication channels. In a cost-effective manner it consistently tracks whether the mails that have been sent out are delivered on time. Integration and synchronization cuts down redundancy of mundane jobs. It tracks the type of mails coming in, to which department, action taken, whether prompt replies were sent in time.

Efficient automation or technology promotes and checks productivity. It deduces errors and in the long run, enables a near error free system at the mailroom level. Automation reduces misuse of mails, increases security measures, early detection of frauds or lost/misplaced mails.

Banner image with small icons of cloud,mailboxes,world and other images in different colors representing the automation and technology in mailroom

Mailroom automation addressing corporate concerns

The mailroom software has to be developed in-house based on the operational requirement. Most of the companies are happy with managing the mailroom requirements in “Excel sheets”. Rarely, independent mailroom companies offer integrated mailroom solutions which, among other things also includes a software. Each of these software solutions predominantly takes care of all data entry options, integration of latest technologies like PDA’s, scanners, etc. Digitized signatures are also widely talked about for high value items. Though the above system, addresses all the required elements in terms of automation and technology enablement, more often than not, the mailroom software is like “an ill fitting glove”. Most of the time is spent just adjusting the software fit to the process than harness benefits.

Any prerequisites for mailroom automation?

In a typical industry and corporate culture/work style, mailroom software/ automation tools deal with inbound & outbound mail management, for harnessing maximum benefits, the system should monitor and circumvent all the accumulated inefficiencies the conventional process is laden with.

What skills make a mailroom automation fool proof?

  • Micro-level planning
  • Logistics background
  • End-user industry background
  • Thorough knowledge of automation and technology
  • Six sigma controls & procedures
  • Quality control planning
  • Manpower management

Mailrooms that adopt technology and automation can cope with all other modes of communication such as telephone or internet to ensure a true globalization of trade and commerce. With such a mailroom solution, without a doubt are certain to become the power center of every organisation, by reducing communication gaps, hastening corporate communication, and increasing corporate productivity.

Share This Story, Choose Your Platform!

Leave a Reply

Your email address will not be published.

At Avon Solutions & Logistics Pvt.Ltd, we offer premium integrated mailroom management services to businesses in India.
What You Should NEVER Do When Relocating Your Office Categories: | September 25, 2022
An office relocation means many things- a bigger office (or a smaller one), more amenities, more clients, a better location, work satisfaction, business opportunities, or lesser expenses. In any event, it requires a lot of planning to ensure that the entire relocation proceeds without hiccups. The most common thing you would do during a relocation […]
Read More
How Are Courier Service Charges Calculated? Categories: | August 25, 2022
7 Estimating Factors For Courier Shipping Costs Courier services function with precision to deliver your parcels to any destination around the globe- but for a price. These shipping rates greatly impact overall business profitability. Courier companies must know where to cut shipping costs even in uncertain economic times so that operations remain unaffected. As a […]
Read More
The Most Effective Mailroom Management Solutions For Mailroom Security Categories: | July 23, 2022
Security in the mailroom is a critical consideration often unaddressed in government undertakings, high-end companies, and other enterprises. Failure to foresee and address major threats like chemical, biological, or radiological threats, theft, or even explosives in mail or package deliveries has resulted in injuries, facility evacuations, loss or damage to property, and even death. Effective […]
Read More
Top usercrosstext-align-justify linkedin facebook pinterest youtube rss twitter instagram facebook-blank rss-blank linkedin-blank pinterest youtube twitter instagram