How to make your mailroom operations more efficient

August 11, 2023
Talal Syed

Approximately 421 million pieces of mail are processed daily in the United States, making it one of the largest industries in the country. And mailroom operations are a critical part of any organization's business efficiency. 

However, managing and processing incoming mail, sending outbound mail, responding to customer inquiries, and other mailroom tasks is time-consuming and can quickly drain resources. 

But by employing the right strategies, you can streamline the management and delivery of important packages and documents, reducing time, human power, and budget demands. The mailroom operations strategies outlined below will help you maximize your resources and keep your business operating efficiently.

Don't shy away from mailroom automation

Mailroom automation streamlines mailroom functions through digital tools and technology. For example, mailroom management software assists with sorting, tracking, distribution, and delivery notifications. Automation helps reduce misplaced mail,  barcode and labeling errors, and manual labor costs.

When implementing automation, you can customize a solution to fit your business's needs. For example, you can integrate scanners to record inbound mail and packages and use label-maker software to help organize data. You can also integrate tracking software to help you track where items are located within the mailroom and ensure they are delivered promptly.

Boost efficiency and productivity

Mailroom automation can help increase efficiency and productivity by tracking incoming mail, outgoing mail, and package pick-up. This allows for more accurate delivery times and reduces the time needed to sort and process mail. 

Automated optical character recognition (OCR) software can quickly scan incoming documents and accurately identify keywords or phrases for routing. Through automation, businesses can reduce costs by cutting out manual tasks and streamlining processes to increase accuracy.

Streamline operations costs

Mailroom automation can reduce operational costs in numerous ways. It can decrease labor costs, as fewer employees are needed to manually complete time-consuming tasks, such as sorting and data entry. 

It can also reduce postage costs, as businesses can accurately track and measure mail pieces to find the most cost-effective postage rate and method. Additionally, automated operations can help reduce human error, leading to fewer returns and lost packages. 

Update your mailroom operations with new technology

Modern digital solutions can make mailroom operations more efficient and accurate. By embracing new technologies, businesses can gain real-time visibility into their mailroom processes, enabling them to track package deliveries and mail more accurately. 

Let’s look at just a few ways technology can support on-demand delivery of documents or packages, reduce delivery time, and improve the customer experience below.

Cloud-based document management 

Cloud-based document management such as PandaDoc, Wrike, and Oneflow allows businesses to store, manage and organize their documents in the cloud. This technology offers several advantages to help businesses enhance their mailroom operations and become more efficient, including:

  • Increased security and safety of documents
  • Enhanced collaboration and communication
  • Streamlined workflows and business processes
  • Increased efficiency in document retrieval
  • Better control over documents and access permissions

Virtual mailbox services

Virtual mailbox services allow businesses to conveniently and remotely access, manage, and forward mail items. Stable is one of the leading virtual mailbox service providers and offers a range of features and benefits. 

With virtual mailbox services, businesses can access and manage their mail items anywhere in the world with an internet connection. They can also forward mail items quickly and easily, eliminating the hassle of physically processing mail in-house. 

Services like Stable offer businesses cost savings, increased security, and improved customer service. The service provides businesses with automatic real-time alerts for incoming mail items, secure storage for sensitive documents, and the ability to manage mail items online. 

With virtual mailbox services, businesses can streamline their mailroom operations more efficiently thus reducing time spent on manual mail processing, forwarding, and tracking.

Robotic process automation (RPA)

Robotic process automation (RPA) is a type of automation technology that utilizes artificial intelligence (AI) and machine learning to complete repetitive, labor-intensive tasks for example, sorting mail and preparing documents for delivery. It allows businesses to streamline operations and automate mundane, manual processes, such as sorting through mail, data entry, and document indexing. 

RPA’s sophisticated algorithms can quickly scan incoming mail, process it according to pre-programmed instructions, and route it for further processing or delivery. This allows businesses to save time and resources on mundane tasks, freeing human employees to focus on more complex tasks.

However, there are a few key considerations to keep in mind when implementing RPA in the mailroom: 

  • Ensure that your existing IT infrastructure can support the technology. 
  • Clearly understand your operational requirements and long-term goals to ensure the automation is correctly set up. 
  • Be aware of any compliance regulations that may apply to automation and ensure they are adhered to.

Electronic signature solutions

Electronic signature solutions such as Smallpdf, SignWell, and Docusign enable documents to be signed remotely and securely, eliminating the need to physically handle paperwork and reducing the time and resources needed to process mail. 

These solutions streamline approval processes and provide a legally valid signature in many countries, which can be used in court if necessary. 

Electronic signature solutions provide secure authentication measures to verify the identity of signatories, including IP address identification and voice recognition that tracks the signer's biometric data. Data encryption provides high-level security for the document and its signatories, ensuring that all data remains confidential.

Electronic signature solutions also have powerful analytics and reporting capabilities. This allows organizations to track and monitor all document activities in real time.

Train your team members on all practices

Training staff members on mailroom processes and best practices is essential to ensuring the efficiency of an organization's mailroom operations. Well-trained personnel are more likely to recognize opportunities for improvement and make sound decisions quickly when dealing with problems or conflicts within the mailroom.

When training your mailroom staff, emphasize the importance of handling mailroom services with care and attention to detail. Encourage team members to be aware of their surroundings and practice effective communication, collaboration, and problem-solving.

You should also teach staff members the importance of proper document management, a key component of mailroom operations services. Ensure that team members are familiar with the different types of documents and how to manage, store, and transport them securely.

Ensure data security and compliance

Data security and compliance are imperative for any organization. Many mailrooms handle confidential documents, such as contracts, customer data, and financial records. Ensuring that all documents are handled securely and comply with applicable laws and regulations is essential.

Companies must adhere to regulations like HIPAA (Health Insurance Portability and Accountability Act) when handling health-related documents. Similarly, SOC2 (Service Organization Control 2) compliance is a must-have for SaaS and cloud-based entities, assuring the systems that process users' data. 

Employing Single Sign-On (SSO) can add an extra layer of security. SSO allows users to log in with a single ID and password to access a suite of applications, minimizing the potential for password-related breaches.

Modern mailroom operations have access to various tools that can increase data security and compliance, including encryption technology, secure document storage, automated workflows, and more. By leveraging these tools, organizations can ensure their mailroom operations are always secure and compliant. 

However, in addition to using modern technology, organizations should also establish and enforce strict data security and compliance policies. Mailroom employees should be trained in handling confidential documents safely, and management should regularly review processes and procedures to identify potential security risks.

Integrate with other digital systems

Integrating mailroom operations and tools with other systems can help streamline data flow and reduce manual processes. For example, workflow automation platforms such as Nintex and can be used to automate repetitive tasks, such as document management, tracking shipments, and sending out notifications. 

Document management systems like Nuxeo and Laserfiche allow for easier storage, retrieval, tracking, and sharing of documents and can help reduce the amount of paper in a mailroom. In contrast, customer relationship management (CRM) systems enable more effective tracking of customer activity and improved customer service.

Many mailroom management systems and tools will integrate with other systems like email marketing platforms, asset management systems, and accounting software. Organizations can automate invoice payments, document management, and customer service processes by leveraging various digital technologies. 

Integrating mailroom operations services with other systems can help save time and money and reduce the human power needed to complete tasks. It can also help ensure that data is accurate and up-to-date, which leads to a more efficient mailroom. In addition, it can help organizations better manage customer relationships and deliver better customer service.

Let Stable help you take mailroom operations to the next level

Mailroom operations can be complex and time-consuming, but they can be made much more efficient with the right tools and processes in place. At Stable, we provide a comprehensive mailroom solution that helps your organizations streamline your operations and increase efficiency.

Wave goodbye to those stuffed filing cabinets, lost parcels, and chaotic paper trails. Instead, we're talking customized mail assignment, tailored permissions, auto-routing capabilities, and a security framework as sturdy as a bank vault. 

And you can forget about changing your address more often than your socks — our cloud-based system allows you to manage all of your mail from one place, no matter where you are. With Stable, you can forward your mail while keeping your existing addresses. 

Sign up for a free Stable account today to make your mailroom operations more efficient, secure, and optimized for success! 

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