No matter if you own an apartment or a residential one the most important responsibility is to make sure that tenants get their mail promptly. Even if they’re not within the building at the time the package arrives. To handle all the packages and deliveries, a lot of property managers choose to keep all packages from one location the mailroom. What’s the most efficient way to manage an efficient mailroom management system? What can you do to use technology to run your mailbox with the most effectiveness?
What is a mailroom?
A mailroom management system can be described as a tool or solution that is that is used to streamline and automate the process of receiving deliveries and managing a building’s post room. Systems for managing mailrooms include hardware and software that aids building personnel receive deliveries. place packages in storage and notify tenants about delivery, and make sure tenants are able to pick up their parcels.
Mailrooms managed by people using various methods through the years. The traditional mailroom system needed a member of the staff or a mailroom clerk manually take delivery. The clerk would keep and arrange packages and notify residents of deliveries.
However, today we have the technology available to automate these processes and reduce time spent by staff. This means that you can substitute the manual processes of managing mailrooms by using software and various other solutions that are digital.
Alongside ensuring the security of tenants managing packages is also one of the main duties of every property manager. Mailrooms found on every kind of property from office buildings to residential homes to campuses for colleges.
Software for managing the mailroom
The software for managing the mailroom is a method to simplify the delivery process. This solution will ensure that staff members not require to record each package manually or inform tenants about delivery notifications. The most efficient software for managing your mailroom also allows tenants to mark packages taken care of. Taking the responsibility off of the staff and helping them save even more time.
The majority of mailroom software comes with scanning capabilities. Or a mobile application that allows staff to quickly scan any package to record them. Because the software recognizes the tenants’ name, the software informs the tenant about the delivery via text message or email, or via a platform such as Slack. The software also allow tenants to mark their packages as delivered that they can mark as picked up with a tablet inside the mailroom, or via an app for mobile devices using their phones.
Software assists mailroom workers cut down on their time-consuming tasks. However, employees still have to spend time scanning each package. Software solutions don’t also regulate access to buildings to couriers, which can result in delayed deliveries and security concerns.
The advantages of a mailroom system
A mailroom management system reduces on manual labor for your employees or the mailroom clerks. It gives you a central and efficient way for your facility to receive packages, inform tenants of the arrival and to record the date that packages taken care of.
The benefits of a digital mailroom management system are:
- Time saved on the entry of data and managing packages
- The chances of misplacing or losing the contents of a box
- This frees up staff members’ time and allowing them be more productive
- Enhancing the experience of staff and reducing turnover
- Improve the experience for tenants
- Save money by boosting staff productivity
What is the reason you require an automated system for managing your mailroom
There are a number of disadvantages which result from relying on the staff member’s manual work to manage the mailroom. The main tasks of a clerk in a mailroom – taking parcels from couriers. And recording that the packages received and contacting tenants time-consuming. However, these tasks can done quickly and automatically thanks to technology.
When a manual process used, high chance of human error. It could cause a lost or damaged package. In addition that amount of time that staff members are required to spend on routine tasks is astonishing. This is time that your employees could be using for other things. These are more important, such as pleasing tenants. Your staff can be distributed their work more effectively. If you opt for a digital mailroom system that automatizes the majority of the delivery process.
The digital systems for mailrooms speed up the delivery process by incorporating features such as:
- Automatically sent notifications to tenants by text message or email following the delivery of their package
- Automated reminders sent to tenants when packages aren’t taken care of
- Barcodes and QR codes have scanning features that cut down time spent in data entry
There are several alternatives to pick from when it comes to reducing the burden of managing your mailroom. If you examine what’s needed to make a mailroom management system. Or a locker for packages work for your home, all of them is more labor intensive over the most effective option which is PackageX.