As parcel volumes continue to increase globally, the need for a digitized mailroom has grown exponentially. A manual mailroom is plagued with errors and inefficiency that leads to loss of mail and tired employees.
Smart mailroom management solutions help streamline the way we process mail. Moreover, it ensures efficiency in the organization’s overall business operations.
However, when investing in mailroom software it’s important to ensure that it has the right features. Following are a couple of important aspects that good mailroom software should cover:
- Ensure mail security and that packages are reaching their appropriate owners.
- Facilitate decluttering of offices and increase inventory space.
- Give an insight into important performance measuring metrics.
- Allow seamless integration with other digital platforms.
- Result in excellent customer satisfaction by making them aware of their package location through parcel tracking, at all times.
A good mailroom management software covers all these aspects and more. However, it needs to have the following five features to do so:
Table of Contents
Proof of Delivery
For mailroom managers, it’s important to ensure that mail is reaching its rightful owner. This is why one of the key features of excellent mailroom software is proof of delivery. This allows mailrooms to follow all the legal steps needed to deliver mail to their recipients.
This proof of delivery usually comes in the form of an e-signature that makes sure that the authorized owner is the one receiving mail. This enhances package security and prevents deliveries from being lost or stolen.
A digital proof of delivery also facilitates a contactless mailroom which is in line with the SOPs after the pandemic.
Inventory Management
For small businesses and start-ups, cluttered mailrooms are a common thing. If mail is not getting processed and delivered fast enough, it tends to pile up in the storage spaces. This greatly increases the risk of misplaced packages.
Using OCR technology, a good Mailroom Software makes it easy to scan packages and effortlessly stores all the information in its database. Some applications like Mailroom also allow users to digitally sort through all the mail by compartmentalizing it, however, others like Notifii don’t have that feature yet.
In this way, managers can know exactly where stored packages are kept. It makes it easier to process and deliver them at the right time which in turn saves space and declutters the mailroom.
Analytics and Reports
Analytics and performance reports are extremely important for companies to make informed decisions. With good mailroom software, managers are provided with efficient analytics to measure the most important metrics on a weekly, monthly, and yearly basis.
A digital mailroom comes with a nifty dashboard that gives mailroom managers insight into delivery statuses and resource usage. This can help them in planning and budgeting for the future.
Furthermore, users can track the complete chain of custody and improve the way their mailroom works through predictive analytics and in-class reporting.
If we compare Mailroom with Notifii, the former shows all activity to the day and hour and allows data to be downloaded as CSV files. While Notifii also has some cool features like monthly package counts, Mailroom is the better option.
Notifications and Alerts
Perhaps, one of the most important features is the notifications and alerts that are automatically sent to recipients upon package scanning. In this way, users can be aware of their incoming mail and schedule their day around it.
Apps like Mailroom by PackageX also come with additional unique features that allow users to hold, forward or discard a package. It uses OCR technology that quickly identifies the recipient and automatically sends the notification.
This is superior to the OCR technology used by other software like Notifii, where customers need to be notified manually.
Notifications are especially useful because they help users pick their package up quickly and not leave it unattended. This helps them avoid package theft and porch pirates which is a rising problem in the US.
Integration
A good mailroom software allows seamless integration with other existing systems. This includes systems like DocuSign, Google Calendar, Google Drive, and more.
The option to quickly access one platform through another makes the user experience more seamless.
Furthermore, customers can also come up with their own customized integrations to tailor their delivery business the way they want.
Moreover, the option to get powerful webhooks and API is available in Mailroom to make the business experience smoother.
Conclusion
Since there are many options for digital mailrooms available on the market, customers should do their research to ensure that they are choosing the best solution.
When opting for a digital mailroom, you should make sure to analyze its features that deal with analytics, integration, customer notifications, management, and proof of delivery.
A good mailroom management software is easy to use, intelligent, and offers a seamless user experience. Currently, Mailroom by PackageX is the leading digital solution for managing mail and is an excellent alternative to other software like Notifii.