The U.S. Postal Service processes on average of 318 million mail pieces and 23.5 million packages daily. This comes alongside the rise of e-commerce and shifts in consumer behavior trends. Many organizations thus rely on their mailrooms to process all of these items.

Mailrooms are an essential part of any business, residential building, or institution. They handle physical communications (mail, packages, etc.) that go in and out of a property. You can thank your mailroom staff for distributing packages to your apartment’s residents and handling confidential documents at your hybrid office.

Their role in an organization is top priority, especially as the remote work set-up has become more popular and employees have relied more on the mailroom. The pressure for a mailroom to function not just properly but efficiently is all the more intense now.

Read on to find out how other companies are adapting to prioritize mailroom organization.

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1. Prioritize Secure Handling and Privacy

Mailrooms handle parcel management for retail businesses, corporate offices, and residential complexes (among other companies), and do so at scale. Such organizations must implement strict measures to protect sensitive information. These protocols must also be able to safeguard packages from damage, loss, and unauthorized access.

One key security step is installing a CCTV system. Many organizations restrict access to storage areas, allowing only mailroom personnel to enter, so a CCTV system can help identify if someone is trespassing or entering the wrong area. Position the cameras in key areas of the mailroom, such as the entrances, exits, and the storage areas themselves.

Digital mailroom solutions offer additional features to secure mail. Recipients receive real-time photos of their item’s drop-off location and must provide an e-signature as proof of identity.

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2. Implement a Systematic Sorting Process

Without a systemic sorting process, mail can get misplaced, delivered to the wrong recipients, or never delivered. A quick solution that all mailrooms can adopt is the “Divide and Conquer” approach. Divide your mail sorting process into three segments:

• Urgency—Prioritize packages marked as “urgent.” Deliver these items or notify the recipients first.
• Size and type—Separate mail by type (such as sensitive documents, padded envelopes, heavy items, etc.) and size (flat parcels, items that fit on the shelf or the floor).
• Order—Line up the packages by ID or label number, with the smallest numbers at the front. This prevents the need to constantly reshuffle the items, especially if they were previously organized by name or location. For more insight on organization, check out our guide on Notion.

A strategic mailroom organization system ensures all personnel know exactly how to handle each piece of mail to ensure quick and accurate delivery. Digital solutions offer tagging systems, making it easier to track packages in the mailroom.

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3. Integrate Automation Technology

Bid farewell to manual errors, overdue collections, and misplaced packages. Modern technology logs inbound parcels and ensures accurate delivery to the right recipients.

One of Parcel Tracker’s key functionalities is Optical Character Recognition (OCR) software. This scans printed or handwritten text and converts it into digital data. OCR minimizes errors in parcel management and captures details like names, tracking numbers, and addresses with impeccable precision.

OCR software can also store the following:

• Digital signatures,
• Collection information,
• Package images,
• Check-in timestamps, and
• Check-out timestamps.

Parcel Tracker allows mailroom operators to scan parcels and group them by recipients, who then receive notifications of their deliveries in seconds.

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4. Optimize Space Layout

The physical layout of a mailroom has a direct impact on how packages are processed. A tactical layout improves workflow, supports sorting systems, and enables quick distribution of packages. Here are some mailroom organization tips to keep in mind for layout:

• Ensure that the layout is simple, for reconfiguration and modular casework.
• Allow enough room for the mailroom staff to move around their workplace seamlessly.
• Designate spaces for different types of mail to complement your sorting system.
• Store shipping supplies in a visible and easily accessible area.
• Keep an eye on traffic patterns for further improvement.

Optimizing the physical setup can help reduce bottlenecks and improve overall mailroom operations.

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5. Implement Clear Labeling and Signage

Both proper labelling for package and supply storage, among other stations, and effective signage depicting standard operation procedures are critical in reducing errors. However, doing so manually can take a lot of time and effort.

Digital solutions automate the labeling process based on package criteria. The system also alerts mailroom staff about overdue deliveries.

This means staff can improve accuracy while allocating less time to labelling and manual sorting.

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6. Conduct Regular Mailroom Audits

Performing regular audits of the mailroom helps companies identify and solve inefficiencies. This information is critical in improving the recipients’ collection experience and the personnel’s workload.

• Inventory: By regularly going through the inventory of parcels, mailroom organizers can stay ahead of the flow of packages and minimize clutter build-up. Identify which packages are overdue, so that you can immediately send reminders notifications. Determine which supplies are unnecessary or no longer usable so they can be disposed of or transferred.
• Outdated Processes: Examine the physical and human aspects of your mailroom. Does the layout cause obstructed or congested movement? What steps in the delivery and collection processes are frequently blocked? Are there delays in turning over mail to the recipients? What other problems may be emerging in these systems?

Analytics and reports make these audits more insightful. With these digital solutions, mailroom personnel can also identify trends and prepare for high-volume delivery days.

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7. Foster an Open and Collaborative Work Environment

Your personnel make up the frontline when it comes to mailroom operations. They engage with every step of the process—package delivery, processing, and collection by the recipients—which means they should know the system as well as you, if not more.

The dynamics of your staff with each other, the system, and the mailroom are critical for smooth operation.

Schedule regular training sessions to ensure your staff is equipped to handle the systems, especially for unlikely scenarios (ex. periods with increased delivery volumes or misplaced parcels). Establish clear communication lines so that each member is aware of what’s going on, even when they’re in a different part of the workplace. Collect their feedback regarding operations and cross-reference their suggestions with the audits, so that you can develop solid plans to implement next.

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Benefits of a Digital Mailroom

Why should you use digital mailroom software? Here are the top benefits of digitizing your mailroom.

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Enhanced Efficiency and Speed

Technology helps mailroom operations achieve efficiency and speed. Instead of manually logging in parcels and contacting their recipients, you can scan the label and send an automated notification.

Lancaster University has experienced this improvement firsthand. Overwhelmed by the high parcel volume and administration, they implemented Parcel Tracker. Digital mailroom software enabled them to simplify the process and reduce even paper waste.

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Improved Accuracy and Real-Time Tracking

Wrong delivery or, worse, lost packages can cause frustration among recipients and added stress for personnel. Digital mailroom solutions fix this with real-time tracking. Parcel Tracker shows you when parcels are received, stored, and distributed.

When the mailroom scans the package, Parcel Tracker will send an automated notification. The software will update in real-time upon distributing the parcels, making it easier to track inventory.

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Save Costs and Scale Easily

Handling large volumes of mail is costly, often requiring additional space, staff, or resources. Time is valuable, and a lot of it gets lost manually handling parcels. Implementing digital mailroom software may seem like another added expense, but the benefits make it cost-effective in the long run.

Automation ensures that your organization has the features and resources to operate optimally. Whether you’re experiencing growth or seasonal fluctuations, mailroom technology is the perfect answer.

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Revamp Your Mailroom Today

Digitizing mailroom organization is the best way to optimize traditional systems. Handling physical mail can cause overwhelming admin and increased expenses, but software with OCR, real-time tracking, and secure collection features can solve these challenges.

Take the first step toward a more efficient mailroom by signing up.