Mailroom (New) Normal: At-home Employees, Packages Tracking and More
As European governments ease restrictions and employees begin gradually returning to workplaces, what will the ‘new normal’ look like? New challenges arise as each business plans how to manage its changing environment, including how to ensure efficiency in delivery systems. How will the new norm affect internal operations within an organisation; more specifically mailroom activities?
With many employees working remotely, there will be a high number of attempted mail deliveries. For example, research and development teams, along with quality control departments, might request components, but may not be in the office to receive them. Mailroom employees may try multiple times to deliver packages to recipients. When they are unable to, these packages will be stored longer than usual in the mailroom, taking up valuable space. This is why it is essential to be able to keep track of packages’ delivery status and be able to locate all items at any time.
Recipients might not be in the office all week, so the need for clear communication with them about the status of their deliveries becomes essential. Remote workers should be able to enquire about package status or submit any special instructions (such as having an item delivered to another colleague or address) throughout the process. Answering such enquiries about packages can be time consuming for mailroom staff, so providing a recipient portal where employees can view status and ask for specific package processing will save time, space and increase employee satisfaction.
Mailroom staff need to manage their day-to-day activities against the constraints of storage space and human resources. They need to be able to maintain and provide the same level of premier service throughout the year, including at peak times and to do this, they need full visibility over internal processes.
Technology exists that allows mailrooms to automate manual paper based processes, as well as equipping staff to plan deliveries ahead of time and locate and track packages with ease. Automation helps mailroom employees respond quickly to specific requests, such as to forward a package for an employee to another address, and requirements, such as to create alerts to remind mailroom staff about special instructions.
These exceptional times have taught us that handling uncertainty requires the right tools - tools that bring visibility to operations, provide the means to quickly react to problematic cases and generate information to keep all stakeholders informed. WTS (Web Tracking System) is a mature turn-key cloud-based solution that offers visibility into, and transparency of, internal delivery activities. It serves both mailroom staff and employees by providing a common view of the location of packages and delivery status history.