US Postal Solutions

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One of the areas neglected most on the majority of on- and off-campus student housing  and central receiving locations, is the package reception and distribution space. Commonly, make-shift areas are converted into storage and processing stations that are way out-of-the-way or specifically in-the-way. This is understandable considering that this process is considered relatively simple. However, upon closer inspection you find that the average student receives about 21 packages per year and processing each package takes about 4-6 minutes (assuming no external factors slow the process – i.e. complaints, parent calls, delivery issues, etc.). Now multiply that times the average university student housing property with about 800 beds… Assuming you are open 52 weeks per year, thats over 25 hours of work every week.

Outsourcing this effort is trending in the campus housing industry, due to the challenges associated with mail delivery management and liability associated with mail delivery (like package theft and loss, employee dishonesty, legal recourse, and time sensitive material such as medical supplies), so if you don’t want to deal with the headache, Postal Solutions can help. However, if you prefer to handle mail delivery management yourself, we recommend being highly organized. Efficiency and good use of space and resources are key to developing a productive mailroom or mail reception space. Inbound package logging, notification, and delivery of packages is fairly repetitious work and prone to human error, so its critical that automation and a systematic process be in place to ensure peak efficiency. Effective use of space and equipment will also optimize workflow and improve performance and morale. 

Its important to take into consideration the amount of space that is needed to create a productive work environment. You will need to identify the typical number of mail recipients and departmental delivery points within the organization. Make sure the space dedicated to this process is flexible with the ability to adjust to increased activity as is typically seen at the beginning of each semester.

Change can be difficult to implement for your mailroom, but its important that your workflow be at the core of your planning. This will reinforce the need for adaptability and efficiency. Evaluate the current process with your core staff and identify the elements that are working as well as those elements that can be improved upon. What equipment can be re-used or re-purposed to keep expenses down? What is the best way to organize the mailroom furniture and equipment to optimize their use? What systems can be standardized to make it easier for training new staff?

In many cases, a dedicated mailroom is not possible, so its important to at least dedicate some space for this purpose (which can be combined with other uses) and take into consideration the property workflow. 

The most important element is to integrate technology into the very physical task of package delivery management. Implementing package logging software like PackageLog will eliminate the need for paper documentation, allow you to use your existing equipment or get rid of unnecessary equipment all together, automate package notifications to recipients, and turn that 4-6 minute workflow into about 60 seconds.

Optimize your staff, organize your space, and implement the right technology and enjoy the savings and efficiency of your new package delivery management system.

Please share any other advice you wish to add or comment on this article. Looking forward to hearing from you.

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US Postal Solutions is the nation’s leader in the student housing mail management industry, for both on/off-campus mail management services. The US Postal Solutions, Inc. companies offer mail delivery management, delivery services and package logging / package management software. For more information regarding US Postal Solutions, please call us today at (866) 378-8157 or visit us online at www.uspostalsolutions.com.