A mailroom is the backbone of any successful business. It is the medium ground for you and your customers. And in some cases, it’s the connection between you and your employees or branches.
Optimizing your mailroom will enhance your customer relations and reassure your whole business is on the same page. By using mailroom software, you transform your physical mailroom into a digital mailroom. This is a smart solution that guarantees a smoother workflow in the mailroom. Businesses in all industries will benefit from this software, like health, finance, insurance, and others. You aren't restricted by company size or the number of employees. A mailroom solution is for everyone.
Plus if you run a mail or shipping center, this software will do wonders for you. Let’s see how this digital solution works and what its most distinctive features are.
How does Mailroom Software work?
This software is mainly used by mailroom operators to get things done faster and efficiently in the mailroom. The software is cloud-based; it is uploaded to your tablet or smartphone without needing additional apps or tools.
This secure solution automates your mailroom as it electronically sorts, classifies, and distributes all new mail. You only need a phone or tablet document scanner to get the process going. The operator scans the mail piece, uploads it online, and assigns it to the recipient. When the recipient receives their mail, they send out mail requests and the operators get busy.
Mailroom operators no longer need to wander the office handing out mail nor will employees take frequent visits to the mailroom. All mail will be handled digitally through a smartphone or computer.
Features of Mailroom Software:
1- Cost-efficient solution:
Manually handling your mail consumes a lot of time and money. An everyday mail cycle in the mailroom takes a lot of manpower and machinery. With an automated mailroom, the sorting and distribution is electronic so it won’t require any manual labor.
Many businesses would rather outsource their mail to relieve themselves from all mail related issues. However, this will cost more than using software for onsite mail handling that can get essential mail tasks done faster. Operators need printers, postal machines for stamps and envelopes, and other expensive equipment to get mail delivered efficiently. You can save money on equipment and maintenance fees by using a solution that only requires a phone/ tablet scanner and an internet connection.
For mail and shipping centers, it’s a small investment made in return for better profit. Paper storage will decrease because it won’t be used as often with digital mail.
2- Digital mailbox portals:
Employees will never need to leave their desks to get important mail. By logging into their digital mailboxes, they can stay up-to-date with all new mail.
They will be able to sort their mail into folders, set filters, and search for mail by sender or date. By enjoying remote access to their mail, traveling employees, freelancers, or employees at the office can send in mail requests on how they’d like to handle their mail. They get many services like opening & scanning, forwarding, shredding & recycling, or archiving any mail piece.
When the mailroom operators get the request, they handle it and send a confirmation to the recipient. You will be on top of your mail at all times, no matter what.
As for mail and shipping centers, offering digital mailboxes to your customers will be a huge plus for them. They will no longer need to drive to the center to get their mail done or receive shipments. Some providers even offer you customized invoicing for your customers and mail branding.
3- Guaranteed security & traceability:
Most mailroom software providers’ offer advanced tracking features to track mail. From the minute new mail arrives at the mailroom, operators can create barcode labels for each mail piece to keep track of it.
Others use the signature feature to capture the recipient’s signature when they receive their mail or package. Operators can keep a close eye on all mail that circulates in the company until it’s safely between the recipient’s hands. We can avoid USPS errors like mail going missing, damaged packages in transit, or mail falling into the wrong hands. Small mistakes with delivery can make all the difference with your customers.
All mail is secure in the mailroom and is digitally transferred; operators will only move mail with a forwarding request.
4- Fewer errors, more accuracy:
Losing important mail like an invoice, contract, or bank statement can disturb the whole workflow in a company. With a paper-cluttered mailroom, this will happen sooner or later. It not only affects your work negatively but impacts on your customers which is bad for business.
By lessening the number of hands on mail and creating real-time delivery, the chances of errors are less. Having a secure software sort and distribute mail guarantees minimizing errors noticeably. Also, a cloud-based solution means all mail storage is safe on the web for you as a database instead of stocking paper mail.
You alone access and control your mail, when you send in an open & scan request operators will send the inside content. Using the shredding request, you can make sure that any critical mail is handled promptly. This will go a long way with banking, insurance, and finance businesses. Your records should be shredded and recycled as a priority for your company’s safety.
5- Organized mailroom, organized mailbox:
Mail automation leads to an organized mailroom, you knowing where everything is. Each mail piece has a mail ID so pulling out any mail will be simple. Some providers even have area assignments. You can assign a specific area in the mailroom to a group of people or a department.
This way, if you need anything important it won’t take any time to pull out or send. If you have many facilities, you can have a centralized mailroom for all business’s mail without needing to move between facilities. Your mailroom operators will be able to focus on fundamental mail tasks instead of feeling lost between mail.
The customer/ employee mailbox is just as easy to navigate around. Handling your postal mail will be as fast as email. With an advanced search, you can easily pull out a mail piece by searching for sender, date, or status.
6- Enhance customer service:
Research has proven that using mailroom software fastens the customer response time through mail. With all mail between customers and employees done electronically, you get instant handling of issues.
The customer no longer needs to wait a few days for solutions. Employees will be on top of everything as soon as it comes in. With response times on the rise and a more helpful service, your ratings will get higher and so will your customer base.
7- A space saver:
With startups or small to medium sized companies, having a mailroom isn’t the best option. A mailroom management solution is a great way to get your mail handled with the least space occupied possibly.
You won’t have much equipment, paper storage, or cabinets taking valuable space because all database will be web-based. Some companies use off-site locations for their mail to utilize office space in something more important.
8- Improves business workflow:
Mail is an important connection between employees or departments. Now, they can have that connection without interrupting productivity. It's important for the whole company to be on the same page and send or receive postal mail. However, mailroom operators rooming the office to distribute mail can be a distraction.
An employee going to the mailroom to check on mail or shred or forward an important document is a waste of valuable time. Every minute counts when time is money and that is why mailroom software not only optimizes the mailroom but the whole business.
How to get mailroom software?
There are many providers that offer mail management; some may have features better than others. Check the ratings and reviews for different providers until you find a solution that fits your needs. Also, keep an eye out for companies that offer free demos! That way you get to test the software yourself ahead of purchasing anything.