The Time

Virtual Mailboxes have long been a go-to solution for colleges and universities, servicing a mobile population of students who are on campus one month and gone for break the next. Even when students are away on leave (and sometimes long after they graduate), mail arrives for them at their established address at their school. A campus mailroom is often bombarded with mountains of paper mail and the need to maximize its facility space. Savvy campuses deal with this inundation by implementing a virtual mailbox tool, which allows mail to be stored in a file folder system. An email notification is sent to a recipient, leading to quicker mail pick-up and turnover time.

Given the vast shifts in the workplace that have taken place over the past two years, virtual mailboxes are no longer just valuable for colleges and universities. The abundance of remote and hybrid positions has created a workforce that is now more mobile than ever. We work on-site, at remote locations, and in our homes but still need to remain connected to our companies, colleagues, and offices to ensure that the work continues to get done. Tools such as the virtual mailbox are the right fit for organizations looking to provide both that connection and the flexibility of remote and hybrid work.

The Tool

After setting up virtual mailboxes in Intra, any time a recipient receives paper mail, they are automatically notified via an email or text notification. Mail center staff then place the paper mail into a barcoded folder rather than a traditional mailbox, which saves the facility much-needed space and allows staff to quickly retrieve the piece of mail when the recipient arrives to pick it up. SCLogic’s Virtual Mailbox Workflow also provides several process configurations to suit your facility’s needs. Clients can assign folder numbers themselves, they can send us a user list and let us make the assignments, or they can assign folders on the fly.

The Impact

The virtual mailbox tool eliminates the massive buildup of paper mail and the need to assign traditional mailboxes to every constituent. Organizations that downsize space due to a remote or hybrid workforce can eliminate physical mailboxes by utilizing this tool. The barcoded file folders allow your staff to ensure all mail reaches its proper recipient following the appropriate chain of custody. Furthermore, eliminating your physical mailboxes means that you no longer have to deal with the pesky upkeep (fixing broken locks, reassigning combinations, creating new keys, etc.) that comes along with them. When you add up all of the benefits and consider the evolved work landscape we’re in, it’s easy to see why so many businesses make virtual mailboxes their reality.

If you’re unsure how to implement an effective virtual mail solution at your workplace, let us know. Email us at [email protected] or schedule a demo with us today.