Every single day, most of us come into contact with the mailroom. It may be to drop off a package or pick up our mail and it is often without even realizing it.
Mailrooms and package rooms are critical for residential buildings that want to provide their residents with the best possible experience.
It’s critical for every business that accepts packages or mails items to have a well-run mailroom or package room. Mailrooms and Package Rooms go hand in hand with safety, security, and satisfaction!
But what are these spaces exactly? What do they do? And how can companies make sure their mailroom management systemsare effective enough for them to stay competitive in this fast-paced world?
What if you knew exactly when your package was delivered? Wouldn’t you feel more comfortable knowing exactly where your parcels were at any given time? With the right Mailroom management Software on-site in your office, you can do just that!
This blog post will discuss how you can improve your business operations with our Mailroom Management System.
What is a mailroom and why does it matter?
A mailroom is an area within a building or company that manages incoming and outgoing packages, letters, and other parcels. It can be as simple as a room for sorting mail or an entire department with its own designated space to manage the flow of inbound and outbound deliveries.
Mailrooms are often overlooked but they’re critical for companies’ distribution strategy because it’s where all the goods come into the facility which then gets distributed to different parts of the office or residential complex. Understanding how this process works will help you deliver more customer service by preventing mistakes from happening during delivery day.
If you don’t work in the mailroom or at the front desk, you might not be aware of the many opportunities for human error.
A package could get delivered to someone in the wrong building, or it may slip through a mailroom’s cracks and never make it to its destination. The more control there is at each step of the process, the less likely this will happen.
- Mailrooms are where all packages come into your facility
- Mailrooms can help prevent mistakes from happening on delivery day
- Controlling every step in between prevents errors
According to an article by Quartz, Amazon reported missing 58 million parcels last year alone with some being lost forever due to misdelivery issues; these numbers go up when third-party vendors like FedEx and UPS enter into play who don’t have such stringent tracking systems. Mailrooms are a powerful tool that can help you stay on top of your deliveries and prevent lost packages from happening in the first place.
What are the best practices for creating an efficient, organized mailroom or package room?
There are some best practices to keep in mind when creating an efficient and organized mailroom or package room.
- First, a good practice is to use the space effectively by using shelving units that provide adequate storage for each type of item. Mailrooms often have multiple sections with different types of items like letters, packages, bags, magazines, etc.
- If you have a mailroom, then it needs to be accessible for the residents. This is both for safety reasons and in case of emergencies.
- You want your package room or receiving area to be organized as much as possible so that people know where things are when they need them. You also don’t want packages sitting out in the open because this can lead to theft or harm if someone walks off with a parcel without signing for it first.
- Using signage will help make sure everything stays well labeled; having items shelved alphabetically by the last name can also save time on hunting down specific letters/numbers (even though there’s nothing wrong with using our handy dandy sporting codes). Having shelves stocked according to the department is also helpful because then you know where to find things.
- There’s no need to use a designated space for every single item your facility has; sometimes it can be more efficient and cost-effective to store items in common spaces or on carts so that they’re easily accessible
- Some mailrooms include a work area with chairs, tables, fax machines (or other equipment), as well as company security cameras so the employees are safe while working from their desks. If this is something that interests you, then contact us about our Mailroom Management Software!
The benefits of having a well-designed and managed package room
There are a lot of benefits out therefrom having a well-designed and managed package room.
- Mailrooms and package rooms provide residents with a secure place to receive packages.
- Residences that have packages delivered to their residential address are subject to increased risk of theft, which is why it’s important for the mailroom staff (or in some cases an outside vendor) can manage this process.
- When orders arrive at your residence, you’re able to scan them right on the spot as they come into your home. You don’t need any special equipment or software! This eliminates worries about lost packages–and stolen goods from inside the house! as well as reducing stress levels when waiting for delivery times know what’s coming up next.
- Tracking orders through a variety of sources becomes much easier via our eCommerce platform. You’ll be able to see where the order is in transit, who delivered it when they’re scheduled to arrive at your residence.
- Mailrooms give residents a place for UPS and FedEx deliveries, making receiving packages from these companies less hassle than ever before!
- Residents can also use the mailroom as an alternative location for the pickup of USPS shipments. When you have large packages that need to stay indoors or are too heavy (like furniture), this way of shipping saves on charges–and means you don’t have there’s any risk of having them stolen off your doorstep by anyone with ill intent.
The best delivery management software for your office mailroom
We have the best delivery management softwarefor your office mailroom.
No matter how many deliveries you have to handle, our parcel tracking system will help you get the job done, and it’s easy enough that anyone in your company can learn it before long.
Parcel Tracker offers delivery management software for three separate markets: apartments and residential communities, businesses and corporate mailrooms, universities.
Parcels can be scanned with either an app or barcode scanner to automatically send the recipient an email letting them know their package has arrived. Once they sign on in-person using an electronic signature capture device, they are then able to access its contents!
With the new package tracking system, staff will be able to focus on value-added work.
Staff can now track packages with ease and spend more time doing what they do best – adding extra values!
Bottom Line
We’ve talked about what makes a great residential experience, and we all know that mailrooms are an integral part of the resident experience. Whether you have one or 1000 residents living on your property, they need to be able to receive their packages safely and securely when they arrive at your building.
We hope you’ve found this blog post helpful and that it will inspire you to think about the importance of mailrooms in your property.
Your mailroom is one of the first things a resident sees when they visit your property. It’s critical that you maintain an organized area, which will provide them with peace of mind that their deliveries are safe and sound.
If you need help managing your incoming shipments or outgoing packages for residents, we can help! Get access to our Mailroom Softwarefor free by signing up today.
Article by Turno
