Over the years, the mailroom has undergone a drastic makeover. The incoming and outgoing mail volume has significantly reduced, thanks to email, texting, and other digital modes of communication.<\/p>\n
However, despite all the digital communication that goes back and forth, organisations still receive physical mail like letters, parcels, journals, reports, bank communication, and so much more. Till date all communications, whether it is from the P.F. department or from the Income Tax department or any other legal communication is in the form of physical package only. E-Commerce is on the rise and hence mailrooms continue to be flooded with physicals packages from that end too. Fortunately, the slow and error-prone processing and distribution of physical mail has had a makeover, thanks to modern mailroom management solutions.<\/p>\n
Normally, mailroom management entails overseeing the distribution and delivery of physical mail and ensuring they reach their intended recipients. However, with the changing business landscape, a backend operation such as a mailroom can be too much work for organisations. It requires a dedicated team and designated time- assets that few companies can afford to sacrifice.<\/p>\n
Fortunately, businesses can outsource this \"backend operation\" to companies specialising in mailroom management services. So, what does the modern mailroom look like, and what does modern mailroom management entail? Let us delve into the details.<\/p>\n
Traditional mailrooms are simply too much work. Every step of the process requires manual labour- from collecting the mail to processing, storing, and distributing it. And then there is the huge responsibility of tracking down employees to deliver parcels or important letters.<\/p>\n
Currently, digital mailrooms are all the rage, and the latest mailroom technology helps automate several critical aspects of mailroom operations.<\/p>\n
A digital mailroom uses sophisticated equipment and software to streamline physical and digital communication while also automating parts of the process. The software allows businesses to synchronise, notify, track, and record all the incoming and outgoing mail.<\/p>\n
Today, mailroom automation has effectively changed and revolutionised mail processing and distribution. Businesses are investing in software and hardware technologies to improve the efficiencies in their mailroom system.<\/p>\n
Compared to traditional mailroom management, a digitised mailroom system significantly reduces the time spent in handling physical mail, packages, and parcels. Further, digital mailrooms can:<\/p>\n
However, saving time is not the only benefit of technology. There is more to it than meets the eye. Digitisation and automation of the mailroom also enable businesses to:<\/p>\n
Yes, mailroom digitisation and automation require an investment. However, once done, the benefits are multifold. Organisations can:<\/p>\n
So, how will you choose your mailroom automation to gain these benefits? What are your choices? Let us read on.<\/p>\n
Like any investment, mailroom automation also requires careful consideration of your company's requirements- Do you want an in-house mailroom management team, or would you prefer outsourcing the same to industry experts? What do these options entail?<\/p>\n
1. In-House Digital Mailroom<\/b><\/p>\n
An in-house digital mailroom is a great option, provided you have the staff, resources, space, and time. The management process is exclusively designed and implemented to align with your business workflows. The hardware and software technology will be optimised based on the incoming and outgoing physical and digital mail requirements of your organisation.<\/p>\n
Already have an existing mailroom? No worries. The new in-house plan will include this existing infrastructure to ensure the process remains seamless and glitch-free.<\/p>\n