Mailroom managers wear many hats daily, and for large-scale facilities, ensuring that your mailroom is optimized with the proper resources is essential for success. When you think of facilities management, you likely think of areas like asset logistics or workplace management, leaving the mailroom as a forgotten but crucial part of your facility. So, how can you optimize your mailroom? Two words: automation software. Here, our team of mailroom management software experts at SCLogic discusses how mailroom automation software is changing the game for facilities managers, streamlining tedious processes, and providing needed resources for scalability. 

Visibility Into Mailroom Operations

One of the most frustrating pain points for mailroom managers is the lack of visibility into their operations. Fellow mailroom managers, we hear you. How many times have you spent hours tracking mail volume, delivery routes, or delivery times? With outdated software or even manual tracking (gasp), you are essentially flying blind, making split-second decisions, and unable to prepare adequately.

With mailroom automation software, visibility is at the forefront, giving you the chance to work strategically for your team. Modern software provides real-time tracking from the moment a parcel enters the mailroom until it reaches delivery. With Intra, we don’t just specialize in last-mile tracking; we’re more last-yard kind of people. By providing visibility into each touchpoint, you can collaborate with your team efficiently by identifying any gaps in chain-of-custody. Additionally, with workflows like POLIR at your fingertips, you have clear visibility into package volume prior to arrival, helping allocate employees and streamline labor costs for busy days.

Organization & Efficient Integrations

Visibility is a double-edged sword. While visibility into your mailroom operations is absolutely necessary, it also opens the floodgates of inefficiencies within your daily workflows. Once you can identify gaps, it’s time to create a strategy for organization and optimization. If there is one thing you never want, it is an unorganized mailroom. Lost or misplaced packages scattered about, missing information on recipients, and a lack of automated notifications make for a frustrated team. 

By implementing mailroom automation software, your team has access to endless resources for organizations. With Intra, we provide resources to implement a barcoding system for your mailroom, improving storage options significantly. Even better, we offer automation tools such as address forwarding and automatic notifications via text or email for package pickup.

We know that each system is unique, which is why we made sure integrations were a priority when developing our software. Intra was designed on an open API, meaning that we can integrate with almost any system you already have in place. For mailroom operations, we love integrating with smart lockers and self-service kiosks for 24/7 package pickup, reducing labor costs, improving storage, and enhancing service for your team. 

Data Management and Mailroom Strategy

Last but certainly not least, mailroom automation software plays a crucial role in data management and strategy. When you think of physical mail and parcels, data is probably not at the forefront of your mind. But, data analysis is an incredible tool for mailroom managers to optimize their entire process, from daily tasks to long-term strategy. 

Mailroom management software like Intra focuses not only on data collection but data analysis and forecasting. Not only can you harness data like package volume, delivery times, and recipient or carrier information, but you can use Intra as a business intelligence tool to identify what these data points mean and how they can benefit your team. Our configurable analytics dashboard provides user-friendly charts to help you manage KPIs within your mailroom, as well as identify any SLA gaps with carriers for delivery. As a result, your team is able to make data-driven decisions for team members and external partners, maximizing revenue and minimizing unnecessary costs in the process. 

Master Your Mailroom with Intra

These points are just the tip of the iceberg when it comes to mailroom automation software, and we can’t recommend it enough, not that we’re biased or anything. With over 25 years of working with large-scale enterprises, universities, healthcare mailrooms, and more, we’ve seen it all. We know that every mailroom is unique, which is why we’ve designed Intra to be as configurable as possible to serve your individualized pain points. To learn more about the benefits of mailroom management software for your team, email [email protected] or schedule a demo with us today.