The advances in digitalization and how your internal mail distribution can benefit from it
We have always done it this way and it worked – do you know this statement? Well we don’t intend to deny that it actually works the good old way too, but a lot has changed over the years. Apart from the fact that the requirements within all work areas have increased, the volume of work has also increased. To avoid chaotic conditions, many companies are turning to digital support in the form of software solutions. And lo and behold, now it works even better.
Digitization and further development within many areas of life is a normal process that automatically makes its way into all of our lives. Whether it’s about our personal lives or our daily work routine. Many appreciate the advantages that digitization brings, be it the smart home or various software applications that make everyday work easier.
This also applies to the often underestimated area of internal mail distribution
Can you imagine receiving shipments and packages within your company all day and distributing them to other employees? In addition to delivery, the various shipment data must also be written down, recipients informed and drop-off permits searched through. And in most companies there is more than one courier, express and parcel service delivering shipments.
What if the various packages are then also damaged? Again more documentation effort, organizing cameras, assigning photos to the appropriate documents and being able to provide them as quickly as possible when needed. Pure stress!
Then there’s also a report on the functionality of the process flow. That means sifting through all files and paper documents. Hopefully this time at least all the necessary data is available and everything is filled in correctly.
If there are then delays in delivery due to the many time-consuming steps, not only are colleagues pissed off, but it can also have a considerable impact on operations. Missing materials such as samples or raw materials, for example, causing delays in other areas.
If you imagine all that depends on internal mail distribution, the question remains:
What can I do to simplify workflows?
Here the answer is quite clear, use software products like COSYS in-house mail distribution solution.
- You save costs by shortening and at the same time optimizing workflows.
- Traceability is increased by shipment status that can be retrieved at any time
- Automatic e-mail notification to the recipient can be set up
- Uniform working methods of your employees.
- Shipment information available at any time.
- Photo documentation and digital signature capture.
- Reporting and analysis functions with real-time and historical data
How exactly does the use of COSYS software affect the workflow?
When shipments arrive at your company, you simply scan the barcode and use a dropdown menu to select the recipients within your company. They are automatically informed by e-mail about the receipt of your shipment. If you need a signature from the parcel service employee, you can also do this via the hardware that was already used to scan the shipment. Damage to individual shipments can also be quickly documented using the integrated camera function.
Delivery of various items is also simplified through the use of software. All items that have been assigned to a collaborator are scanned against. Duplicate entry of a shipment is not possible and if you accidentally counter-scanned the wrong package, the COSYS software will tell you visually and audibly.
Now quickly get a signature, complete the edit, and that’s it.
Did you know?
With a software solution like COSYS Inhouse Mail Distribution, reviews of processes also become easier and more accurate. With process data analysis (PDA) as an add-on, you have the full picture. Here are some of the evaluations available to you: