When engaging in mail operations, it is easy for mailrooms to keep things simple. Basic workflows involving inbound and outbound operations are often enough to keep all processes running smoothly. Yet simple does not always mean efficient. What good is it to have software tools if they are not fully optimized? Sadly, so many mailrooms don’t consider that very question and turn a blind eye to the tools and instruments they could use for their betterment. Take a moment to consider these three mistakes that mailrooms make when focusing on simplicity rather than efficiency.

1. Ignoring Integrations

So much of an efficient operation hinges upon time management. When mailrooms are processing mail and packages, they will often perform a juggling act between several different software programs for processing items, wasting time, talent, and energy. The better option is to adopt a comprehensive platform that allows for carrier and software integrations. SCLogic’s Intra Enterprise integrates with organizations such as FedEx, UPS, and USPS to provide access to all incoming packages, allowing your team to work proactively and remain organized within one platform. Beyond outside carriers, Intra also offers integrations that pull together data from your existing ERP system, mail sorting machines, and more, offering a single platform through which you can efficiently see and analyze your operations data.

2. Lacking Client Web Portals

One of the most important aspects of any business is customer access and service. For clients to stay invested and informed about their incoming items, they need regular access to information. Sadly, some mailrooms don’t provide a way for clients to know where their mail or packages are or when they will be processed. This problem is two-fold because an uninformed client often leads to lost package calls, “where is my mail” emails, and other sorts of angry communication. A client service portal (CSP) puts an end to all of that. Intra’s CSP is a self-service portal that allows clients to regularly check the status of their requests, the last location of their items, and other important information about the services you provide them. This insight allows clients to stay informed about any service your mailroom provides and enhances their trust in your operation.

3. Not Utilizing Digital Mail Services

For our last item, let’s focus on the concept of space management. In 2021, mailrooms are processing more items than ever before. Peak shipping seasons unleash tidal waves of parcels and mail, making space within the facility a premium. Unfortunately, this often leads to mail warehousing. White mail can often pile up and go unmoved without responsive clients regularly checking in and picking up their mail. Why not put an end to that and offer digital mail services? Tools like digital mail let mailroom employees open and scan paper mail to recipients, allowing for a better turnover for items. Virtual mailboxes let facilities store the mail until the employee defines a delivery preference for those scannable items. These methods, coupled with traditional mail services like address forwarding, allow for the regular recycling of paper mail, thus clearing up space within the facility.

How is your mailroom navigating these issues? Let us know. Email us at [email protected].