In modern hybrid work environments, the businesses that are going to stand out from the crowd are those that quickly adapt to evolving work landscape.
Mailroom Management Software for Hybrid Work Environments
According to a study by Gartner, over 70% of companies have adopted hybrid working models, highlighting the need for robust mail management solutions. Our mailroom management software is designed to support this shift, ensuring seamless operations regardless of where your employees are located. As a vital channel of information into your business, corporate mailrooms are no exception.
Create a secure chain of custody for all deliveries
For companies transitioning to a hybrid working structure, numerous challenges must be assessed and overcome. One of the most crucial challenges for mailroom management teams is logistics. Keeping track of important documents and packages entering and leaving your business is essential for smooth operations. MetaMail mailroom management software simplifies this process, ensuring efficiency and accuracy.
Key Features of MetaMail for Hybrid Work Environments
- Inbound Management: MetaMail Inbound creates a comprehensive audit trail for all items entering your organisation. Traditional manual procedures can be time-consuming and error-prone, often resulting in lost documents. By digitising this process, you mitigate those risks. Deliveries become visible and trackable as soon as they are scanned in by the mailroom team.
- Customised Workflows: The system enables you to set up customised workflows based on specific criteria. For instance, if a team member is working from home indefinitely, you can easily configure a redirection to consolidate their deliveries for forwarding at designated intervals.
- Outbound Tracking: With the MetaMail Outbound API, both the mailroom and the recipient can track shipments throughout the entire delivery process. This ensures seamless accountability and visibility.
- Secure Storage Solutions: For staff who work in the office part-time, fully integrated lockers provide secure storage for their mail and packages, ensuring that sensitive documents and packages are protected.
MetaMail’s innovative features are designed to streamline your mailroom operations in a hybrid work environment, ensuring that your organisation remains efficient and productive.
Connect from anywhere in the world, at anytime
As a cloud-based solution, MetaMail Mailroom Management Software offers your tenants and employees the ability to track, trace, and send their important packages wherever they are currently based. The system has been set-up to offer the flexibility now required from all businesses regarding the timing and location of their work.
Users can use their unique and secure log-in to access MetaMail’s intuitive web portal. From these screens it is possible to view all current and archived jobs, ultimately helping to reduce incoming queries to your mailroom support team. It is also possible to schedule pick-ups from these screens; controlled by the mailroom team and charged against cost centres in order to control your expenditure. Labels are automatically generated by the system, and can easily be printed on home office printers.
Email delivery notifications can also be sent directly to the user’s in-box. Simple to set-up in the main system, these alerts can be triggered by specific milestones, such as ‘received by the mailroom’ or ‘delivered’. Automated templates can be created to your company’s specific branding style and internal language in order to create a seamless customer experience.
MetaMail’s automated features extend beyond notifications and label generation. The system automatically updates delivery statuses, tracks shipments, and ensures all records are archived without manual intervention. This reduces administrative burden and allows your team to focus on more critical tasks, ensuring that mailroom processes are always running smoothly and efficiently.
Protect yourself with contactless deliveries
MetaMail also automates key aspects of the contactless delivery process. When a delivery arrives, the system automatically generates and sends out the QR codes to recipients, eliminating the need for manual steps in the process. Additionally, automated alerts notify both recipients and couriers when items are ready for pickup or delivery, ensuring smooth and efficient operations without direct contact. MetaMail’s mailroom management software includes safeguarding features.
The first is SafeSign. Traditionally MetaMail’s messenger app allowed users to collect digital signatures and photographs as proof of delivery. A new update now allows messengers to capture confirmation, but from a distance. A unique QR code is created on the messenger’s device at the time of delivery, which is then scanned by the recipient’s camera phone. This brings up a link to the signature box, and the delivery can be signed for as usual on the recipient’s device. This feature prevents your messengers from having to hand over their devices, and signatures can even be collected through glass for added protection.
We can also use the camera in the messenger’s device to take a photograph of the recipient’s name badge as proof of delivery – ensuring there is no contact between the messenger and the recipient
The next is the system’s locker integrations. By connecting with this self-service technology, not only can packages be kept securely ready for collection whenever the recipient is in the office, but mailroom staff can also be kept safer by reducing the need for face to face handovers. Lockers also help to streamline the entire delivery process, as multiple parcels can be delivered to one centralised location.
Diminish risk whilst improving performance
MetaMail’s industry-leading mailroom management system is underpinned by unrivalled consultancy, support, training, and maintenance. The software’s 6-weekly upgrade cycle guarantees that it remains at the forefront of technology, whilst Metafour’s ISO27001 and Cyber Essentials certifications demonstrate that your data security is always a priority.
Both inbound and outbound modules have been designed to help you monitor, and even surpass, your service level agreements. Different delivery service levels can be allocated to different recipients, and these can easily be monitored by the mailroom management team.
Transform your mailroom into a modern, efficient hub that supports your hybrid workforce. Contact us to learn more about how our solutions can enhance your mail management processes.
