The best mailroom management software

Aug 26, 2022
Thinking of updating your office mailroom? Here are 5 things to consider to help you pick the best mailroom management software.
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Product Marketer Alumni

Since we've streamlined so many aspects of our lives with the help of technology, it’s hard to imagine what life was like before. With a few taps on our phone, we can summon a car, adjust the room temperature, get dinner delivered to our door, and the list goes on.Yet many of our workplaces have been slower to catch up with the technology we take for granted outside of work. The pandemic though has transformed the way we work. It prompted many companies to imagine new ways to improve the workplace experience.

One aspect of the workplace past due for an update is the way we process incoming package deliveries. If your front desk staff is still bogged down by processing incoming deliveries using a pen and paper or a spreadsheet, there's good news: new solutions are available to automate the entire process. Let’s dive into everything you need to know about mailroom management software.In this post we’ll cover:

  • What is mailroom management software?
  • What you should look for to find the best mailroom management software
  • Why now is the time to upgrade your mailroom management software

What is mailroom management software?

Mailroom management software is a technology that helps workplaces streamline the process of accepting, recording, organizing, and ensuring delivery of incoming office mail and packages. It provides a digital delivery log that establishes a record of when packages arrive, when they’re retrieved, and what packages are awaiting pickup.

Why invest in mailroom management software?

Mailroom management software automates the incoming delivery process. That saves your team the time and hassle it takes to manually log packages and notify employees of incoming deliveries. This new process helps your workplace managers maintain a clutter-free front desk area and mailroom as packages get picked up more promptly. It also helps ensure that packages get to their rightful owners. By keeping a record of when packages arrive and when packages get picked up, mailroom management software keeps important packages accounted for, giving employees more peace of mind.

Who benefits from mailroom management software?

Any workplace that finds itself with a pile of unclaimed mail can benefit from a mailroom management software. Or workplace leaders who want to relieve their staff of the time-consuming task of sorting and notifying employees of incoming mail can benefit too.Employees benefit too by having a digital process of tracking the status and location of their incoming deliveries. Knowing their package can be delivered and kept secured in the office improves their workplace experience. Employees won’t need to be concerned about packages getting stolen by porch pirates while they’re at work.

What you should look for to find the best mailroom management software

Many tech-forward companies have made the transition to using mailroom management software and found significant improvements. Companies like Xero and Zoom, on average, cut down the time to process each incoming delivery from minutes to seconds. This not only frees up the front desk staff’s time. It also helps maintain a welcoming and clutter-free front desk experience for visitors and employees as they head into the office.Are you thinking of giving your office mailroom an update? If so, here are five things you should consider to help you pick the best mailroom management software.

1. How it eliminates manual work

The best mailroom management software eliminates manual work and saves time by automating the entire incoming delivery process. They just need a quick scan of the mailing label to trigger the automated process of:

  • Logging deliveries arrival and pickup details
  • Matching packages with employees
  • Notifying and reminding them to pick up packages

As you explore different options, make sure the mailroom management software dwindles the processing time for each delivery from minutes to seconds.

2. What tools you need

Another important thing to consider is whether you need extra hardware. There should be no need to buy an external piece of hardware that’s complicated to set up and use.Like most personal apps you use outside of work, you should be able to process packages using an app on your phone. The best mailroom management software includes an easy-to-use mobile app that uses your phone’s camera to scan mailing labels.It should also integrate with tools you already use. For example, if your office communicates using Slack or Microsoft Team, the software should be able to notify the package recipient through those channels. Your employees should not need to download yet another workplace app.

3. If it matches packages with recipients

When a package arrives, consider the time it takes to track an employee’s contact info, send an email, and follow up until they pick up the package. For a handful of packages in one day, this might not be an issue. But scaling up for ten or more packages each day can swell into packages cluttering the mailroom.For that reason, you’d want mailroom management software that matches the package with its recipient and sends them notifications–automatically.

Does your company’s employee directory update often? If so, make sure your mailroom software can sync with your employee database tool, like Google Workspace or Microsoft Azure Active Directory. That way, whether your company has 100 employees or 10,000 employees, they sync automatically without you needing to constantly update the systems. Also, consider employees who might go by different names. An employee who uses a nickname or a name in another language might not have his or her name match the mailing label. You’d want the option to add alternative names for the software to match.

4. How it tracks packages

To cut time spent logging package delivery details, find mailroom management software that logs them automatically onto one dashboard. You should then be able to glance on the dashboard and identify packages that have been there for a while. That way, you can deal with them before they start piling up.To add a layer of security, choose software that lets you require a photo or a signature upon pickup. That way, if someone can’t find their package, you can then easily find out if someone else might’ve taken it by mistake.

5. How easy is it to set up and use

The best mailroom management software can be set up in 30 minutes or less. The steps to set it up should be simple:

  1. Download the mobile app.
  2. Sync the employee directory.
  3. Configure notification and reminder settings.
  4. Add alternative names of employees.
  5. Set optional security layers for package pickup.

The best tools are simple for the employees as well. Being notified and understanding how to pick up a package should be a breeze.

Now is the time to update your mailroom management software

More employees are returning to the workplace each passing week. That means now is the best time to transform your workplace delivery experience. Save your front desk staff time and the hassles of processing incoming packages by hand. Make your employees feel confident to receive packages at the workplace. Let them work without them worrying about people stealing their deliveries outside their home. Give your company an easy tech-forward update. Make package pileups cluttering the front desk a thing of the past. How? Update to automated mailroom software in less than 30 minutes.

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AUTHOR BIO
Product Marketer Alumni

Wing is a marketer at Envoy, where he spends his days helping teams unlock the benefits of a workplace platform. He is passionate about helping people step into their full potential and hosts a podcast all about igniting and reaching your purpose.

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