How to Streamline Your Office’s Mailroom
If you’ve ever worked in an office environment, you know that the mailroom can be a source of major stress and disorganization. Has an important piece of ingoing or outgoing mail ever been misplaced? Has an employee ever neglected to take a package to the post office at the right time, resulting in an unhappy client or missed deadlines?
Even if you have a good mail system in place at your business, chances are good that there’s still room for improvement when it comes to efficiency.
How can I make my mailroom more efficient?
There are a couple of basic changes you can make right away that will definitely help your company keep things a little more organized in the mailroom.
First, you can schedule mail pickups at specific times– meaning that the mail will always go out at the same time, taking all of the guesswork out of it. No more frantically trying to remember if that package went out! Having a scheduled pickup in place helps to keep everyone on the same page, eliminating unnecessary stress from everyone’s job.
You can also develop company-wide standards for how you treat mail. It might help to purchase supplies and keep them organized, requiring everyone to use the same materials and label placement to make outgoing packages and mail pieces as easily identifiable as possible.
Designating specific places where outgoing mail should go will also help. If there’s only one place where a package should be, the amount of time spent searching for a particular piece of mail will be eliminated, allowing everyone more time to focus on their jobs!
Are there any more advanced solutions to streamline the mailroom?
Aside from basic organizational techniques that your office can embrace, there have been plenty of technological advancements specifically designed to keep your mailroom running like a well-oiled machine.
If going to the post office on a daily basis has become a chore that’s difficult to accomplish, your company might benefit from purchasing or renting a postage meter. This little piece of equipment weighs your outgoing mail and calculates the exact amount of shipping you’ll need, even printing a label for you– which means that your package can just be handed off to your local mail collector, completely eliminating the need to make a post office run.
The task of assembling outgoing mail can become arduous, too. If your company sends out mailers, you might have an employee in charge of stuffing envelopes… and if those mailers are sent out on a mass scale, that job can become overwhelming very quickly. An overwhelmed employee’s margin for error is much higher than you’d probably consider ideal for the job… but what are you supposed to do about it?
Luckily, highly specialized mailroom equipment exists that can completely automate the envelope-stuffing process. Imagine a single appliance that can print, fold, and stuff envelopes all by itself– without requiring the assistance of one of your employees. Folder inserters can be perfect for this task.
The key to a streamlined mailroom
At Central Business Equipment, we’re here to handle your office’s needs to keep everything running as smoothly as possible. Taking advantage of existing technology helps you look great to your clients and customers, and it eliminates stress and mundane tasks for your employees.
If you’ve got questions about how you can get started on the journey toward a streamlined mailroom, we’re here to help. Just give us a call at 501-833-8150, reach out via our web contact form, or stop by! We can’t wait to get started.