It is important that you take time to plan the design of your mailroom layout. In order for your systems to operate smoothly within your company, you will need to maximise the use of available space. Quite often a mailroom isnt given the priority that other business processes might get and as a consequence you can end up strangling your own operation.
The design of your mailroom is crucial if you are going to have a smooth operating mail delivery system. The volume of mail that you receive, not just today, but that you anticipate receiving in 5 " 10 years time will dictate the scale of your mail operation. If you company is doubling in size every 3 years, there is no point building a mailroom that will only accommodate the current workforce. You will need to consider future growth in order to avoid unnecessary refit costs.
The next thing to consider is whether you will automate your mailing process. I.e. will you dedicated staff to hand sorting your businesses incoming mail, or will you buy the equipment that automates the process. Purchasing the equipment may seem like the most costly way, but if you add up all of the labour costs of having the mail hand sorted over a few years, then the automatic equipment comes out as the more cost effective option on the long run.
The next stage of mailroom planning is to consider how the type of storage or racking you will require. If your company receives mostly letters then your method of storage will be different to that of a company that receives mostly parcels. Each persons post will have to have its own storage place in order to maintain efficiency. If you opt for the parcel storage, then letters received will have to be stored somewhere else, which leads to inefficiencies. By taking some initial time to assess the average incoming mail you will then have the tools to build yourself a far more functional 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.
So in summary, a well designed mailroom can help optimise the overall functionality of your businesses operations. It is important to take time over the design and layout of it to ensure that it is fully equipped to send out and receive as much mail as you will need to efficiently and smoothly again and again.
The design of your mailroom is crucial if you are going to have a smooth operating mail delivery system. The volume of mail that you receive, not just today, but that you anticipate receiving in 5 " 10 years time will dictate the scale of your mail operation. If you company is doubling in size every 3 years, there is no point building a mailroom that will only accommodate the current workforce. You will need to consider future growth in order to avoid unnecessary refit costs.
The next thing to consider is whether you will automate your mailing process. I.e. will you dedicated staff to hand sorting your businesses incoming mail, or will you buy the equipment that automates the process. Purchasing the equipment may seem like the most costly way, but if you add up all of the labour costs of having the mail hand sorted over a few years, then the automatic equipment comes out as the more cost effective option on the long run.
The next stage of mailroom planning is to consider how the type of storage or racking you will require. If your company receives mostly letters then your method of storage will be different to that of a company that receives mostly parcels. Each persons post will have to have its own storage place in order to maintain efficiency. If you opt for the parcel storage, then letters received will have to be stored somewhere else, which leads to inefficiencies. By taking some initial time to assess the average incoming mail you will then have the tools to build yourself a far more functional 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.
So in summary, a well designed mailroom can help optimise the overall functionality of your businesses operations. It is important to take time over the design and layout of it to ensure that it is fully equipped to send out and receive as much mail as you will need to efficiently and smoothly again and again.
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 trolley professionals to discuss your mailroom trolley
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