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Blog

Mail Management in Today’s Work Landscape

Mail Management

There was a time when sorting and delivering a package or letter was as easy as pushing a mail cart throughout your building. Employees worked in offices or other dedicated work spaces and maintained a specific and consistent schedule. Most often, the parcel was handed directly to the recipient at their desk, or, at worst, left with their secretary or co-worker.

Today, employees rarely spend all of their time at the office. Studies report that approximately 60% of employees now work outside the office at least part of the time. Job-sharing, telecommuting and multiple office locations have led to a much more chaotic and frenzied work atmosphere. ‘Remote work’ is booming.  And whether they’re working from home, a favorite coffee shop, a coworking space, or somewhere else entirely, it is apparent that the 9-to-5, 40-hour work week is gone. And it’s not coming back.

Ensuring that important mail gets delivered on time to the right person is more difficult now than ever. Luckily, there are resources available to help facility managers streamline the mail delivery process. Here are three steps to successfully execute mail delivery as the workplace and mail management landscapes progress concurrently with technology.

Implement Mobile Tools

In order for your mail delivery system to be successful, your team must be equipped with the right tools for the job. That means supplying your mail staff with barcode scanners and mobile applications to create a more efficient and reliable mail cycle.

Barcode scanners digitize incoming mail data and enable mailroom employees to sort and track each piece of mail faster and more easily. Mobile apps that can easily be downloaded to cellular phones or other handheld devices easily capture signatures, dates and timestamps in real time as mail travels from source to recipient. This allows building personnel to deliver mail with greater efficiency, accountability and visibility.

Computerize the Mail Management Process

Mail management software has made it simple for organizations to automate tasks such as data entry, item indexing, storage, routing, tracking and sending receipts. There are many software options available for facility and building managers to choose from. This software can send an automatic email notification to the employee letting them know they need to retrieve their package, cutting down on the time team members spend tracking down mail recipients.

Facilities can also install kiosks to assist recipients with mail retrieval. Streamlining the mail distribution process will help ensure prompt and proper delivery in spite of the challenges of a mobile workforce.

Utilize Digital History to Combat Mail Delivery Issues

Prior to the development of mailroom software, undelivered or misplaced packages caused a headache that often required a substantial time commitment to solve. Thanks to current technology, well-equipped mailrooms are able to keep a record of every move a piece of mail makes from arrival to delivery.

Automation apps monitor each step that a package or letter takes in real time. If an item fails to reach its destination, FM’s have the ability to track its history and determine its location. Real-time monitoring also helps mailroom personnel provide specific and accurate delivery estimates.

Today’s business landscape is both complicated and dynamic. Facilities managers are facing greater challenges than ever before. Adapting to our client’s needs requires flexibility and foresight. Fortunately, technology is leading the change, offering heightened knowledge and mobility. With the right tools in place, we have the power to improve efficiencies on an organizational and individual level, establishing ourselves as industry leaders in the process.

By following the suggestions above, you can create a mail delivery system that is efficient and adaptable. Your team and your customers will benefit from greater consistency and accountability, a reduction in human error, lower operational costs and the peace of mind that comes with knowing the job is being done right.

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Smart Sensors Will Bring Facilities Management Into a New Era

Long Island Smart Buildings

New technologies mean that complete building automation is coming sooner than most think. These innovative developments will usher in a new era for facility management, allowing large scale networking and digitization to manage commercial buildings.

The impact that the Internet of Things on the facility managment industry is wide sweeping. It will allow the delivery of a whole new range of solutions and services to facility managers that are revolutionary in their application.

A recent article from Facility Executive explains that "smart sensors" installed throughout modern buildings will aggregate data that will help FMs manage their spaces with mush greater efficeincy.

"The digital transformation in commercial buildings has already started and is gaining momentum. Facility managers will be among the first to benefit from the IoT revolution in driving down operating costs while improving safety and security. As smart sensors are key enablers for building intelligence, the process of identifying and selecting the proper sensors is critical. New types of smart sensors, with compelling advantages, are emerging and deserve special attention."

To read more on the subject, head over to Facility Executive's website to read the complete article.

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