As a result of
current economic conditions, mail operations are frequently
being asked, and often required, to find more efficient and
effective ways to perform the receiving and shipping functions for
their organizations. Often after an initial round of rightsizing,
senior management is looking for deeper cuts which extend past
previous volume-based reductions. Mail managers are challenged with
looking for ways to maintain service levels while reducing
additional staff.
A unique
approach to gain efficiencies from an already lean operation is to
acquire advantage by utilizing your staff and technology across
multiple service lines such as mail, reproduction, supplies,
hospitality, and office services.
Industry best
practices to consider:
·
Combining operations into one central location to benefit from the
reduction of redundant staff on third shift, weekends, and holidays
·
Cross-training between such services as mail and reprographics; you
may find the slowest times in reproduction happen to correspond with
the busiest times in the mailroom and vice versa
·
Consolidating responsibilities across departments for the
floor-based staff
·
Conducting process analysis for the life of a document or supply
request
·
Utilizing your mail tracking tool for inventory control in your
stock room
·
Utilizing your reproduction workflow management tool for managing
office services’ requests
Benefits of
implementing the above changes:
·
Reduced headcount
·
Decreased overtime expense
·
Knowledgeable, motivated staff
·
“One-stop shop” experience for clients
·
Increased usage / knowledge of services
In conclusion,
the challenges to downsize and drive efficiencies are very real.
While you may have exhausted your options for driving costs out of
your own mail operations, there could be opportunities when
integrating with other departments. By capitalizing on the people,
process, and technology synergies of multiple departments, you can
drive further efficiency and potentially improve service to your
clients.
Mike Summersgill is a Senior Account Manager with Williams Lea and a
member of the Greater New York Chapter of the Mail Systems
Management Association (MSMA).
