If you are going to use an internal mail tracking system you need to know what the process of this is. Only when you have the process down will you be able to obtain the benefits that you want. The process of internal mail tracking will be the same regardless of the system that you get. However, there will be small differences in the process depending on the software that you have and the features that it offers.
The start of the internal mail tracking process starts when you receive the post. When the mail arrives the person in charge of the mail will need to organize it. The organization of the post will surely help you all throughout the process.
The post needs to be bar coded upon organizing it. Most companies don’t think that all mails should be bar coded since they think that only the large packages are required and the small ones are not. The mail needs to be bar coded by a machine which is usually provided with the tracking software.
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The items in the post will be printed out by unique bar codes from the machine which is provided with the tracking software. When the bar code is printed the post room personnel will need to input information about the post into the system. The information includes who it is addressed to and when it came in to the company.
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All of the post needs to be bar coded, in that way, it can be delivered to the staff members. At this point you will see why you need to organize the post before bar coding. Having an organized post will surely help you especially in delivery since you have already organized the post for each department. There are a number of ways that you can deliver the post to the staff. There are different departments in a company and the company will surely need a help of a mail trolley that will serve as a messenger of the mail to the different departments. However, aside from a mail trolley, there is another option which is called the pigeon hole system where all you have to do is to put the post in a center part of the area and people will just pass there and get the mails by themselves. However, in the pigeon system, it requires a barcode scanner which will be located at the center so that the post which has been removed by people from different departments can still be tracked.
The internal mail tracking system is a kind of system that a company must consider because of the befits it can give.