Digital Mailroom: A Time-Saving Office Solution

Office productivity is up there with one of the most important things to control in a business and a simple switch to a digital mailroom can improve efficiencies without any major upheavals.

Every medium or large organization, both inbound and outbound, must handle the flow of documents efficiently. Such records are so closely integrated with the organization's day-to-day operations that they allow every company to operate smoothly. As a highly critical area of operation in any enterprise, the mail room is responsible for the smooth movement of documents and parcels, and only an effective Mail Room Management System can efficiently manage large volumes.

What is a Digital Mailroom?

The process of manually sorting through mail and distributing to the relevant personnel is a slow one and can also be costly and inefficient too. This is where the idea of the digital mailroom was born from.

A digital mailroom is a system that is put in place to digitize incoming mail which enables you to manage it electronically. More and more companies are turning to this service to reduce clutter and speed up business processes.

Productivity Boosts

You can find articles and studies all over the internet about the best (and worst!) ways to boost productivity in the office. Suggestions range from rearranging the office to avoiding things that distract you but we feel that all of these can be complemented by a change in document management.

With a digital mailroom, staff won’t be distracted by finding, sorting and opening their mail every morning; it would be a simple case of opening their inbox and viewing all incoming mail that way.

A large proportion of business communication is done via email nowadays anyway, so it can prove a great productivity boost to deal with all incoming mail that way. So rather than workers needing to set aside two tasks; one for opening and reading paper mail and one for reading emails, they can get it all done in one task.

To automate such a complex process that involves receiving, sorting and also distributing all inbound mail in a busy business scenario, an effective mail room management system is necessary. Getting the right Mail Room Management Software in place will save valuable time. Accountability and compliance reach new benchmarks when digitizing the entire Mail Room Management system.

This productivity boost will also be seen when it comes to retrieving information from past mail correspondence. Normally employees would need to search through filing cabinets to find the documents they need but, with a digital mailroom, they will just need to enter a simple search on their computer, shared network or cloud platform and the document will be there at their fingertips in an instant.

We should also never underestimate the reduction of stress in improving productivity. Having your mail sorted and digitally delivered can take a weight off your mind, however small, letting you focus on more important work matters.

Other Benefits

• Along with the boosts in productivity, your office can also benefit from these;
• Post is more secure when stored digitally than being sat in in-trays or filing cabinets.
• You can save money on hiring extra staff to manage a post room.
• Digital mailroom offers you the chance to free up space previously taken up by mail and mail management offices.
• A digital mailroom helps you take a big step towards a paperless office.
• Having your post automatically sorted can relieve a great deal of stress for employees.

Get Your Digital Mailroom with SIPL

Our digital mailroom service can be tailored to suit your specific needs while we work with you to provide the perfect solution for your mail management.

The courier is closely stored and available on request using SIPL's mailroom management system. The employees are liberated from paperwork abundance and become more productive. This secure alternative automates your mailroom by sorting, categorizing and electronically distributing all new mails. Our SIPL team is prepared to hit the ground if his instance persuaded you to deploy Mailroom Management Software. That’s not all though, you can get all of that for a budget friendly price. If you would like some more information about the digital mailroom, check out some of our other blogs then get in touch for a free, no obligation quote.