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| Designing an Effective and Efficient Mailroom |
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The layout of your mailroom is an important feature in the overall execution of your companys operations. Maximising the space available is a must in order for operations to run smoothly. It is not uncommon for a mailroom not to be given as much priority as other processes within the business as consequently you can end up killing your own operation. Careful planning regarding the size of your mailroom is crucially important in order to maintain an efficient and operational mail system. It is important to take into account the amount of mail that you plan to receive not just for the next year or so, but for the next 10 years, or for as far into the future as its possible to predict. If you plan to double the size of your business every 3 years, then having a mailroom that can only accommodate your current workforce can only incur unnecessary expansion costs in the future. Another factor to take into account is the level of automation that your operations require. Where some companies are happy to allocate staff to hand-sorting incoming mail, whereas some other companies may opt to purchase automated equipment to do this for them. Although buying equipment to sort it for you appears to be the more expensive option, if you consider the labour costs over a period of a few years of having the mail hand-sorted, there is a significant long-term saving to be made. The type of racking or storage that you use will play an important role in the overall functionality of your mailroom. You should consider the type of mail you will be receiving and plan your storage space accordingly, i.e. if you are mostly going to be receiving letters, then your storage racks would be different to if you were going to be receiving mainly parcels. If you opt for letter storage, then any parcels received will have to be put somewhere else, which will undoubtedly lead to inefficiencies. By conducting an initial assessment of your incoming mail you can vastly increase the functionality of your mailroom. You should also consider the average daily amount of mail received, the size of that mail and the way in which it is transported. For example, if you surmise that you receive mostly letters, then you will want a reasonably small trolley to move them, but if you receive lots of parcels, then you will need bigger trolleys. Lots of companies dont think about these little details that seem insignificant, but they usually end up needlessly purchasing the wrong type of equipment or apparatus, and then have to go and buy the correct one, incurring further costs. The overall criteria of a well designed mailroom is that is maximises the use of space, which will in itself optimise the running of the business operations. It is important not to rush this stage of the setup process and to take some time over it if you want your mailroom to be effective and efficient in sending out and receiving mail, day in, day out for years to come. About the Author: Michael Linnell & Co Ltd has supplied the Royal Mail for over 30 years. If you would like to learn more then please contact the mailroom equipment professionals to discuss your mailroom equipment Add this page to your favorite Social Bookmarking websites                  |
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