Owning a residential or commercial property the most important obligations is to ensure that tenants get their mail promptly. Even if they’re not present within the building at the time the package arrives. To handle all the deliveries and packages, many property managers have decided to keep all packages from one location. Which is on the mailroom management software. What’s the most efficient way to manage an efficient mailroom? How can you make use of technology to run your mailbox with the most effectiveness?
What is a mailroom?
A mailroom system is a device or solution designed to simplify and automate the process of receiving deliveries. And managing the mailroom of a building. Mailroom management software consist of hardware and software that aids building personnel take deliveries. They also keep packages as well as notify tenants of delivery. And make sure tenants are able to pick up their parcels.
The management of mailrooms done by various methods throughout the years. The traditional mailroom system required a staff member from the property. Or a clerk in the mailroom to take deliveries manually. The clerk would organize and store packages and notify residents that they had received packages.
However, today we’re equip with the technology to automate the process and reduce time spent by staff. This means that you can eliminate traditional mailroom management methods with software or different digital options.
Alongside ensuring the security of tenants managing packages is also one of the primary duties of every property manager. Mailrooms found on all kinds of properties, from office buildings to residential homes to 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 won’t require to manually record every package. Or inform tenants about delivery notifications. The most effective software for managing mailrooms lets tenants mark packages received, taking that burden off the staff to reduce time.
The majority of mailroom software comes with scanners or mobile app. It lets staff quickly scan any package to record them in the system. Because the software recognizes the tenants’ name. The software informs the tenant of the delivery via text message or email, or via a platform such as Slack. The software can also permit tenants to mark their packages as delivered and can do this with a tablet inside the mailroom. Or via the mobile application 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 do not regulate access to buildings to couriers, which can result in delayed deliveries and security concerns.
The advantages of a mairoom system
A mailroom management system reduces on the manual tasks 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 have been taken care of.
The benefits of a digital mailroom management software comprise:
- Time saved on the entry of data and managing packages
- The chances of misplacing or losing the package
- The staff members are freed up of their time and allowing them be more productive
- Improved employee experience and less turnover
- Improve the experience for tenants
- Making money by increasing the efficiency of staff
What is the reason you require a system to manage your mailroom
There are many disadvantages which result from relying on the staff member’s manual labor in running the mailroom. The main tasks of a mailroom clerk receiving packages from couriers. Logging the fact that packages were delivered. and notifying tenants can be quite tedious. However, these tasks can perform quickly and automatically by using technology.
When a manual process used, there is the chance of human error which cause a lost or damaged package. Furthermore how much time that staff employees spend performing these routine tasks is astounding. This is time that your employees could be able to focus on other things that are more important, such as pleasing tenants. It is possible to distribute your staff’s tasks more efficiently if opt for a digital mailroom system. It automatizes the majority of the delivery process.
The digital systems for mailrooms simplify the process of delivery with features such as:
- Automated notifications sent to tenants by text or email upon the delivery of their package
- Automatic reminders sent to tenants in the event that packages not collected
- Barcodes and QR codes have scanning features that cut down time spent in data entry
Takeaways
There are several alternatives to pick from in order to streamline the mailroom management software. If you examine what’s needed to make a mailroom management system. Or a package locker function for your home, all one is more labor-intensive than the best option which is PackageX.