C7/L2: 2nd set

• MAILROOM (MR)

  • Structure is primarily determined by size & needs of the org.
• Factors That Affect Mailroom Design

  • Number of EMs in the org.

  • Correspondence volume of the org.

  • Speed with which mail must be handled.

  • Volume of accountable mail.

  • Nature of outgoing mail.
• Typical Functions of Mailrooms

  • Processing incoming & outgoing mail.

  • Distributing internal correspondence.

  • Receiving & shipping parcels.
• Mailroom Layout

  • Layout has a direct bearing on the efficiency of the mailroom.

  • Functions performed in the mailroom determine the areas that should be included & how they will be arranged.
• Mailroom Personnel

  • Type and number of personnel needed are determined by size of the organization and the functions it performs.
  • Some of the job titles frequently found are:
  • Supervisor
  • Senior Mail Clerk
  • Mail Clerk
  • Delivery Clerk
  • Messenger
• MAILROOM EQUIPMENT

  • Equipments used in mailrooms generally reduces the amt of physical effort involved in getting mail processed.
• Types of Equipment Found in Mailrooms

  • Addresser-printer equipment

  • Opening equipment

  • Stamping-sealing equipment

  • Automatic envelope emptier

  • Inserting equipment

  • Electronic scales

  • Bundling equipment
• INFORMATION BASED INDICIA PROGRAM (IBIP)

  • An Internet-based program that facilitates the prep of digital stamps that are affixed to mail.

  • Involves establishing accounts for desktop comps.

  • Internet is used to charge the account.

  • Laser printer prepares the digital stamp.
• Online Mailing Services

  • Org preps the docs on its premises but then transmits the documents electronically to an online mailing service that prints, folds, inserts, & addresses the mail.

  • Org is charged a per-unit fee for each processed item.
• Examples of Courier Services

  • Federal Express
  • Burlington
  • United Parcel Service Greyhound
• WAYS TO CONSERVE MAILING COSTS

  • Imprint POSTNET bar codes on the envelope.

  • Affix the proper amy of postage on each piece of mail.

  • Keep mailing lists up to date.

  • Use light-weight mailers.

  • Use fax delivery rather than overnight delivery when possible.

  • Investigate the use of alt delivery systems for parcels
• Typical Functions of Mailrooms

  • Processing incoming & outgoing mail.

  • Distributing internal correspondence.

  • Receiving & shipping parcels.
• Mailroom Personnel: Some Job Title

  • Supervisor
  • Senior Mail Clerk
  • Mail Clerk
  • Delivery Clerk
  • Messenger
• Typical Functions of Mailrooms

  • Processing incoming & outgoing mail
  • Distributing internal correspondence
  • Receiving & shipping parcels