The mail processing tasks and how best to approach them.
To handle the tasks involved in internal mail processing as efficiently as possible, many companies use a variety of software solutions. Problems often arise afterwards. The software somehow doesn’t really want to fit the different work steps and it’s hard to use, too. In order to spare you such experiences, we have once again summarized the most important points to consider when choosing software.
The tasks of mail processing
Internal mail processing tasks include delivering mail, managing mailboxes, and processing packages. This is often handled by a department specifically responsible for it, or in rarer cases, by.
The delivery of mail is one of the most important tasks of mail processing. This is usually done daily, sometimes several times a day. The time for delivery varies by company, but usually runs between 12 and 5 p.m.
Managing mailboxes is another important task of mail processing. This includes keeping mailbox space available for employees, checking mailbox inventories, and handling any other mailbox-related requests. The time spent on this task varies by company.
Parcel handling is also one of the tasks in mail processing. It includes mapping to the target recipient, notifying them that the shipment has arrived, and putting it away for self-pickup or even delivering it internally to their workstation/storage location. Depending on the company, shipments are stored until they are transported internally.
Tips for faster mail processing
The days when you had to manually process every single package or letter are long gone. Today, a number of techniques and processes are necessary to improve the efficiency of internal mail processing.
1. Use the right tools:
There are many different software packages available for handling mail processing tasks. It is important that you choose a system that meets your specific needs. Also the aspect of cost efficiency should not be lost sight of, make yourself aware of the investment that is necessary to get the best system.
2. Use advanced technologies:
Every area in companies now benefits from various technologies that make work more efficient and secure. Software solutions in particular have proven to be a very effective technology in recent years. It is therefore only logical to use software for internal mail processing as well. There are many different providers, but not always the corresponding software solution actually fits a company. COSYS Ident GmbH also offers a solution in this segment: COSYS Inhouse Parcel Management. Thanks to its modular structure, the software can be fully adapted to your company’s needs.
There are even more functions that make your daily work easier. Therefore you should take a close look at what you are offered.
Optical Character Recognition (OCR) is ideal for assigning the various items to the respective target recipient. Automatic text recognition minimizes the probability of errors during data capture. In addition, your staff will save time in this step because they will no longer have to enter names manually.
In order to provide more transparency of internal processes, you should make sure that your future software is capable of evaluating your data and providing you with analyses. Here COSYS Ident GmbH offers for example an add-on: the Process Data Analysis (PDA). How to implement adjustments to workflows even faster and monitor them at the same time. In addition, such analyses also allow a look into the past weeks, months and years. Seasonal differences, increases in throughput times of shipments or high employment rates become even more visible this way.
With this knowledge advantage, companies now have all the tools they need to make their internal mail and parcel processing even more efficient!