Best mailroom management system in India: A Step-by-Step Guide

Best mailroom management system in India: A Step-by-Step Guide

By Ritika Bhagat

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Best mailroom management system in India: A Step-by-Step Guide

Wed, Feb 1, 2023

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Are you tired of spending hours managing your organization’s mailroom, struggling to keep track of incoming and outgoing package deliveries? Look no further than Vizitor’s innovative mailroom management system!

As more people return to working on-site, it’s increasingly important to ensure a seamless and efficient package delivery process. Vizitor’s software simplifies parcel management, saving you valuable time and resources.

Gone are the days of manually tracking package deliveries and notifying recipients. With Vizitor’s system, all you have to do is capture incoming package deliveries and notify recipients with ease. Plus, our software collects proof-of-handoff upon collection, ensuring a secure and reliable delivery process.

In this post, we’ll explore the benefits of a mailroom management system and why it’s time to refresh your current process. Say goodbye to time-consuming and frustrating mailroom management, and hello to a streamlined and efficient solution with Vizitor.

What is a Mailroom Management System?

At its core, mailroom management is all about managing incoming packages and ensuring they reach their intended recipients in a timely and efficient manner. This involves keeping a detailed record of all package deliveries that arrive, notifying recipients of their delivery, and storing package deliveries in a secure and organized manner.

While traditional mailroom management processes can be time-consuming and tedious, utilizing mailroom management software can streamline the entire process. With Vizitor’s innovative software, workflows can be automated, saving you valuable time and resources. Plus, our software makes it easy for recipients to receive notifications of their delivery and arrange for a pickup at a time that’s convenient for them, improving the overall employee experience. Keep reading to learn more about the benefits of a modern mailroom management system.

Why You Should Upgrade Your Mailroom Process with an Effective Mailroom Management System:

The traditional way of managing the mailroom can be inefficient, time-consuming, and prone to errors. With more people returning to the workplace and relying on package deliveries, it’s more important than ever to streamline the process with an efficient mailroom management system.:

1. Time-saving automation:

A mailroom management system can automate many of the repetitive tasks associated with traditional mailroom management, freeing up valuable time and resources for other important tasks.

2. Improved organization:

By implementing a mailroom management system, deliveries can be stored in a more organized and secure manner, making it easier to locate packages and reducing the risk of misplaced or lost items.

3. Enhanced security:

A modern mailroom management system can improve the security of your package delivery process by collecting proof-of-handoff and ensuring package deliveries are delivered to the correct recipient.

4. Better employee experience:

By utilizing a mailroom management system, employees can receive notifications of their package delivery and arrange for a pickup at a time that’s convenient for them, improving overall employee satisfaction.

Based on available data, users of the mailroom management system are able to eliminate manual parcel logging, leading to an average annual time savings of 1250 hours. This translates to over 52 days of additional time, which could be utilized for accomplishing important tasks.

How Vizitor’s mailroom management system can benefit your organization:

Are you tired of the tedious and time-consuming process of managing your mailroom? Vizitor has the solution for you! Our innovative mailroom software streamlines the entire package management process, making it easy to match packages with their intended recipients seamlessly. Here are some of the benefits of using our software:

# Effortlessly Manage Packages:

• Our software automatically selects the recipient’s name from a dropdown list and sends out notifications to the designated employees in mere seconds.

• Delivery notifications and reminders make it easy for employees in the office to find their packages and arrange for a pick up or delivery.

• You can quickly capture and log packages with the Delivery management system, which will recognize the recipient, snap a photo of the parcel, and send them a notification in seconds!

# Secure Parcel Collections and Drop-offs:

• Ensure secure parcel pickups and generate proof of hand-off for each parcel the mailroom manages.

• Recipients must mark their deliveries as ‘picked up’ when they come to collect them, which can be done through the delivery or reminder notification or via a delivery pick-up kiosk in your delivery area.

# Notify Recipients About their Mail and Parcels:

• Once parcels are captured, they will be grouped by recipient and notifications sent via email or SMS.

• The Parcel Tracker Mailroom also offers you the ability to set custom email triggers to only communicate with mail or parcels that arrive or are dispatched. With Vizitor’s innovative mailroom software, you can say goodbye to tedious manual processes and hello to a smarter, more efficient way of managing your mailroom!

How Vizitor’s Mailroom Management System Works:

1. Package Arrival:

When a parcel arrives, Vizitor’s software captures the package and matches the recipient’s name from the employee list in your organization.

2. Notification:

The recipient is automatically notified via both email and SMS that their package has arrived and is ready for pickup.

3. Package Pickup:

The recipient can mark the package as “picked up” either by using an iPad kiosk or directly from their notification.

4. Automatic Reminders:

If the package isn’t picked up in a timely manner, Vizitor Deliveries will send automatic reminders to the recipient.

5. Package Status:

Once the package is picked up, its delivery status is updated to “received” or “picked up” in the system.

In conclusion, Vizitor’s innovative mailroom management system offers an efficient solution for organizations struggling to manage incoming and outgoing package deliveries. With more people returning to the workplace, it’s important to streamline the mailroom process with an efficient system that saves time and resources. Traditional mailroom management processes can be time-consuming, tedious, and prone to errors.

Vizitor’s software streamlines the entire package management process, making it easy to match packages with their intended recipients seamlessly, improving the overall employee experience. With features like time-saving automation, enhanced organization, and improved security, Vizitor’s mailroom management system is the perfect solution for organizations looking to modernize their mailroom processes.