How Does Your Mailroom Communicate?

Packages arrive to mailrooms daily, at a variety of times, from various carriers. While mailroom employees keep up with the intake flow, there may be times when the abundance of packages adds up. Which, at times, leads to a handful of the parcels can be misplaced or lost, resulting in headaches for mailroom employees and package recipients.

The plethora of packages can also lead to communication frustration. Recipients may be annoyed they do not have their package – even though they know it arrived. The mailroom employees become frantic in efforts to locate a package, often taking time away from other responsibilities. Throughout this process, the mailroom employees and recipient are in constant contact about the package, often communicating through emails or phone calls.

A method to alleviate these situations is to implement an internal tracking solution within the mailroom. An internal tracking solution has the ability to conquer these challenges, as well as notify mailroom employees about package status, including delayed or missing packages. Mailroom employees receive email notifications to rectify the situation prior to calls about missing packages from recipients, as well as view the location history of packages in delivery stages. The ability to customize notifications’ timing and procedure is also essential, as to coincide with package flow.

Another important function of an internal tracking solution is to be able to track and evaluate mailroom activities and performance. By being able to customize reports, based on a tracking status or carrier or otherwise, the mailroom staff will be able to identify certain bottlenecks in the process and adjust accordingly to achieve better results and improve the experience.

The mailroom staff also has to be able to generate and dispatch reports to display various KPIs (see list below for examples) to demonstrate a mailroom’s true value within the organization.

Examples of KPIs include (not limited to):

• Average time to deliver

• Average number of packages received per a time period

• Deliveries per carrier

• Amount of damaged packages

These reports also help the mailroom staff prepare for specific periods of the year where there may be larger influx of packages received and when they may need to adjust the staffing or space to accommodate for such increases.

Quadient Web Tracking System (WTS) is a turn-key internal tracking solution that provides all of this, as well as reliability and end-to-end visibility into internal delivery activity. WTS provides different mechanisms to customize the way that notifications are used and has strong reporting capabilities.

In regards to WTS’s personalization aspects, users have the ability to add as much criteria as needed to generate a personalized report. Users choose to add or remove data fields from reports, or group report data based on different categories, even include package status history.

The WTS dashboard also features a wide range of different widgets that bring a high-level view into mailroom activities, including how many packages are pending delivery, the number of packages delivered by each mailroom employee, which carriers have had the greatest number of packages delivered to the organization, what is the average time to deliver, and more. For instance, WTS provides quick access to storage reports, where users can access details about packages in each storage location, as well as remaining capacity in each storage location.

With WTS your mailroom will:

• Reduce processing time and employ rapid pickup/delivery turnaround cycles

• Enable the staff to respond quickly to inquiries and special requests

• Manage, track and view history of parcels and other important mail in real-time

• Plan deliveries and initiate inter-office pickup/deliveries

• Ensure security of packages from receipt to delivery

WTS helps mailroom employees accomplish their tasks as quickly, and efficiently, while it minimizes the risk of errors and delays. To find out more on how WTS can assist your business contact Quadient today.

• Learn more: Web Tracking System (WTS)

• Download the White Paper: Sodexo ensures client satisfaction through mail tracking from Quadient

• Download the WTS Security Audit Certificate,: This certificate is proof of a successful penetration test ordered by company Quadient, Inc. and conducted by the company AEC a.s.