Before you could able to use an internal mail tracking system, it’s important to know the procedures of the process. You cannot be able to gain the benefits unless you learned the process, thus it is important to know them. The process of internal mail tracking will be the same regardless of the system that you get. However, the software that you have together with its features may cause a slight difference in the process.
You may begin with the process of the internal mail tracking as soon as you receive the post. The mail needs to be organized by the person upon receiving it. It is important to organize the notes that will be received so that you won’t be having a tough time during the process.
The post needs to be bar coded upon organizing it. Most of the companies would think that those small packages doesn’t need to be bar coded, and only the large ones are required, however, all mail should be bar coded. The bar coding of the mail will be done with a machine that is commonly 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. The bar code will be printed by the machine provided with the tracking system, after that, the post room personnel should input information about the post into the system. The post room personnel will input information which includes who it is addressed to and when it came in to the company.
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Once all of the post has been bar coded it will need to be delivered to the staff members. This is a realization that you must organize the post first before you can bar code it. This explains why you should organize the post first so that, you can segregate the post for each department and you won’t be having a hard time on the delivery. There are different methods so that you can deliver the post to the staff easily. Most companies hires a mail trolley that serves as a messenger of the mail to the different departments in the company. However, you can also have a pigeon hole system where post is put in a central location for people to pick up. If you use this system you need to have a barcode scanner in the central location to track when the post is removed from the pigeon hole.
The internal mail tracking system is a kind of system that a company must consider because of the befits it can give.