You’ve got mail
With the rise in online shopping and ease of parcel shipping, it’s no surprise, the way that post is now handled has experienced significant change within organisations. They are left to cater to a wide and diverse group of internal customers, drive productivity and contend with any number of logistical challenges, from resource shortages, lost mail/ packages to inventory difficulties.
Improving the speed and efficiency of how mail is handled often comes down to a matter of management, and how well those managers are responding to their particular business challenges.
When a staff member has either ordered a package or is sending one out, they expect it to be delivered on time. This, of course, applies to most organisations, but timely delivery can be especially critical for staff, who need to receive time sensitive documents, packages, office supplies and equipment like laptops or mobile phones. An inability to receive items on time can cripple productivity and cause frustrations.
Old-fashioned manual processes for logging packages, sorting them and sending delivery notifications, even by text or email, can be agonisingly slow with the huge amount of deliveries now commonplace in many organisations. Even a slow time of year can make the act of cataloguing packages and notifying their recipients a time-consuming affair. But when you consider peak times of the calendar, like move-in/move-out, holidays or year-end, mail handlers can be quickly overrun with hundreds of packages per day. Having to manage that backlog by hand, one at a time, grinds productivity to a halt.
Fortunately, automated systems can now take all of the pain out of such processes and the most innovative of all are one-stop shop processes like the SendPro P Series, which manages to combine an outbound mail and parcel postage meter with inbound mail tracking.
The first of its kind in the Australian market, the SendPro P series (available in P1000, P15000, P2000 or P3000 versions) is a streamlined system that can seal and print up to 300 letters per minute and handle envelopes up to 19 millimetres thick.
Outgoing mail and parcels can be automatically weighed quickly, while inbound deliveries can also be automatically logged with the built-in receiving application and barcode scanner.
The system has three components:
- Mail – weighing mixed size mail and printing custom messages and logos directly onto envelopes
- Receive – automatically logging all inbound packages and generating a history report of every package, and
- Notify – advising recipients directly of important incoming mail.
There are different models available to meet the needs and budgets of all sizes of organisation and the system has been designed so that everyone in an office would be able to mail or log incoming items via a simple touchscreen display. An app allows you to keep track of all postage usage data and, therefore, analyse costs within specified cost centres in real time.
Of course, as with much innovation, there is a genuine and serious downside to this technology. With such smooth and automated mail delivery systems in place, gone are the days of hearing multiple questions like ‘has my parcel arrived yet?’ or ‘do you know where my package is?’…
Stephen Darracott is the general manager of Pitney Bowes, SMB Australia and New Zealand.
This article also appears in the February/March issue of Facility Management magazine.
Lead image: dolgachov / 123RF Stock Photo