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Mailroom as Vital Hub of Effective Workflow in the Organisation
The office is a crucial department of each organisation. Omotosho [1979] described the office as "the place [room or building] in which the paperwork of an organisation is completed. " He added, "It is the nerve centre of any company. " According to Denyer [1974], "an office is any room exactly where clerical work is habitually performed as the work of that room:... "
Traditionally, the function of the workplace has been described as providing the service of communication and record. Whilst this was maybe sufficient information in the past, it is inadequate nowadays. A far more recent definition, according to Mill and Standingford [1966], suggests five major functions of receiving, recording, arranging, giving info and secure guarding assets.
Effective Workflow in the Workplace
For the office to carry out its functions, planning the layout of the office is essential. This planning depends on the kinds and sizes of the organisation. One of the aspects regarded in planning the layout is workflow.
Osuala considered workflow as "vital in determining the efficiency of workplace layout" and mentioned, "It refers to the movement of information either vertically [between supervisors and subordinates or vice versa] or horizontally [between employees of the exact same responsibility level]. " He stressed further that "for the most effective workflow, personnel and gear ought to be arranged in such a way that the info moves in as straight a line as feasible to steer clear of backtracking and criss-crossing patterns.
Mailroom & Workflow: The Concert
Osuala saw 'communication network' as the link between effective workflow and the Mailroom. He pointed out that in addition to studying the flow of work between individuals and departments, it is also vitally essential to analyze the nature of each oral and written communication in between individuals and departments.
Omotosho [1979] extended the 'communication network' to external contacts of the organisation. He expounded that written communication is typically in the types of mail: letters and correspondence. These written communications are letters, orders, invoices and numerous types and memoranda. They are info flow inside and outside the organisation.
The section of the organization chiefly concerned with these written communications is the Mailroom. Therefore, the contribution of the Mailroom to effective workflow cannot be over-emphasized.
The Mailroom
The Mailroom otherwise recognised as the Mailing Department is an essential aspect of most medium and big-sized organizations. By means of the department flow all the incoming letters, correspondence and parcels; the outgoing mail is collected, stamped and dispatched; and in some organisations, internal messages are transferred from department to department.
Although contemplating the contribution of the mailroom to the facilitation of effective workflow, Bunting [1979] concluded that all messages need to be dealt with promptly and successfully. He, nevertheless, emphasised that there should be order and approach in order to prevent confusion and mislaid or forgotten correspondence. A excellent deal of care and attention ought to, as a result, be to mailroom workers and gear.
Mailing Method
Handling mail in the mailroom can yield a dividend to the organization, or adversely have an effect on departmental productivity and profitability of the organisation. Mail handling is classified into three major categories: incoming, internal and outgoing mail.
- Incoming Mail. These are mail received by the organisation. They are usually opened [unless marked 'Private' or 'Confidential'], dated and sorted, and distributed all through the organisation. Every thing in this section is urgent and essential and ought to be treated so. Incoming mail can be grouped into three classes:
i. Urgent Mail. These are mail needing the prompt attention of either the manager or secretary. They are telegrams, cablegrams, orders and remittances.
ii. Less Urgent Mail. These are mail for which attention could be delayed for sometime. They include circulars, publications and notices.
iii. Personal Mail. These are mail meant for opening by the addressees. Such letters are marked on the envelope 'Private/Confidential' or addressed to officers by name rather than by their office titles.
The initial two groups can be opened in the mailroom and routed to suitable departments. Personal letters really should be left unopened, as they might not have anything to do with the company in common. Suppose such personal letters are opened in error, a note need to be created on the envelope, that is, 'opened by mistake'.
- Internal Mail. The mailroom can be employed as an intermediary or sorting station for the distribution of internal correspondence, which have originated within the organisation and which are destined for some other departments. Files, which are sorted departmentally and letters/circulars containing messages for numerous departments can be distributed in this way.
- Outgoing Mail. These are letters sent out by the organization. They might be sent out to clients, government agencies,[link widoczny dla zalogowanych], press, and the public. Outgoing mail represents the image of the organisation and care really should be taken in preparing and dispatching them.
Mailroom Personnel
The personnel in the mailroom are clerical workers. While they begin their working career in this section, it is nevertheless responsible work. Their performance makes or mars workflow efficiency in the organisation.
Basically, there are some valuable qualities for the staff in this department.
- Punctuality. The clerical workers need to arrive at the office earlier than the typical office hour. For instance, one hour or thirty minutes before the opening hour.
- Capability. They really should be in a position to do the work for which they are employed. This competency is essential. They ought to have a common and thorough capacity to read and write English perfectly. That is why it will not pay any enterprise to recruit/employ a secondary school dropout or 'school cert fail' as a clerical worker. Also, they need to be able to follow directions readily.
- Understanding. They really should have a operating expertise of the organisation of the enterprise in general and in certain of the departments and the system in use for every single purpose in the department.
- Speed. They really should be ready to work efficiently well under a brief time and even beneath stress to make certain that mail are sorted and routed to respective department swiftly.
- The 'Extra Mile' Rule. The clerical workers ought to have a willingness to work hours, which are slightly various from regular office hours.
- Self Discipline. They really should usually be accessible at work, and have a sense of commitment. They really should be patient, trustworthy and often maintain secret.
Mailroom Automation Procedure
Technologies and other improvements in techniques of work in the workplace in current years have helped the efficiency of workflow in the organisation. Mailroom gear contributes tremendously to the efficiency flow of work in the workplace too.
- Letter Opener. When the mail arrives in the mailroom it is typically, opened by machines in a couple of minutes. The machine shaves the envelopes open without any harm to the contents. This machine is electrically operated. It has an automatic feed and can open 500 letters in a minute.
- Date Stamp. As soon as the letters are opened, the documents can be stamped with either a rubber stamp or a modest hand-operated punch. This punch prints the date and time of receipt on the letters. At the exact same time, it also progressively numbers the stampings and incidentally, record the quantity of letters received.
- Trays. The mail might now be sorted into trays for dispatch to the numerous departments. The trays, which may possibly be produced of wire, plastic or metal, will most likely fit into tray stands on the desks of executives and, at this stage, they represent 'IN' trays. The Office Assistant may possibly collect an empty tray when he delivers the morning mail but he is a lot more specific to gather a full 'OUT' tray late in the afternoon.
- Folding Machines. When the 'OUT' trays are brought into the mailroom, folding machines are used to fold, crease, slit and perforate them. They are used to dispatch big quantities of circulars or newspapers. Machine precision folding for window envelopes due to the fact the address will appear in the correct place. Both hand-operated and electrically operated machines are accessible.
- Letter-sealing Machines. Letters are prepared for placing in the envelopes. In the absence of a machine there would be the slow messy procedure of damping the envelopes flaps and pressing them down. One approach is to lay a series of envelopes in line so that a wet sponge can be run across the gummed flaps in one moment and to press the flaps to the envelopes prior to the gum dries up once again.
- The electrically operated sealer is quicker and it is developed to deal with any size of envelope. With one filling of the 'sealer' water container, thousands of envelopes can be sealed. The envelopes are stacked in a vertical pile at the back of the machine and, as they stand one upon the other, the bottom envelope is moved to a place where the flap is levered back and damped by a wet brush. The flap is folded back onto the envelope and pressure is applied. The envelopes are then stacked in the receptacle on the appropriate.
- Composite Machine. A composite machine will fold the documents, insert them into an envelope and seal the envelope.
- Mail-tying Machines. These machines will tie any package of any size, shape or substance in much less than two seconds. The machine is enclosed by a strong wire frame, which acts ass an successful guard.
- Postal Franking Machine. These machines print an impression of postage paid in a fraction of the time it takes to choose,[link widoczny dla zalogowanych], moisten and affix a stamp. Unlike stamps, franking machines' impressions do not want to be cancelled and post-marked by the Post Office. Even so, organisations making use of franking machines have to meet some conditions with the manufacturers and the Post Office. Franking machines are avaliable at [link widoczny dla zalogowanych] pitneyworks. co. uk.
Documents binders are also a crucial piece of office equipment.
- Franking an envelope has the exact same impact as a postage stamp. The chief benefit of a franking machine is that it eliminates the tedious work of sticking stamps on to envelopes or other packages. Other advantages are:
i. Speed. On a hand-operated machine, up to 2, 000 letters an hour could be franked, even though an electrical machine might frank up to 15, 000 an hour.
ii. Safety. It eliminates the use of loose stamps.
iii. Accounting Worth. The dials on the machine offer an accurate record.
iv. Advertising Value. As it franks, the machine can simultaneously print the organisation's name on all outgoing mail.
v. Comfort. For instance, the need for repeated balancing of a post book is eliminated.
vi. Dispatch of Mail. Given that letters are already franked, they are not held up by the Post Office for official franking.
vii. Cost Effectiveness. It can save printing fees on envelopes. Instead of an advertising slogan a rubric such as "If undelivered,[link widoczny dla zalogowanych], please return to business XYZ" can be printed.
- Addressing Machine. Addressing machines are used to write addresses on letters or postal, can also be adapted for other uses, such as the heading of invoices, time cards and so on. However, the main function is nonetheless the addressing of mail, which is often sent to the identical person or group of persons. Examples are minutes and agenda, circulars or newspapers. Lastly,[link widoczny dla zalogowanych], they are in the type of printing and duplicating.
In addition to the various equipment already mentioned and discussed, the following are also of worth and are used in the mailroom.
- Jogger. This is a machine, which vibrates papers into alignment prepared for stapling or binding.
- Shredder. This is meant for destroying confidential and secret documents.
- Trolleys/Baskets. They are meant for the collection and distribution of mail.
Summary
The mailroom contribution to efficient workflow can't be overstressed. If there is high and concerted efficiency on the part of the clerical workers, the organisation will benefit; the departments improving their productivity and the organisation itself becoming a lot more profitable. But, if there is slackness in the actions of the mailroom, workflow will be hindered.
The office functions involve the approach of active information. Also, the written communication aspect of this info has been identified with the mailroom - the principal reason why the mailroom exists.
Lastly, workflow in the office achieves efficiency when the personnel and gear in the mailroom are combined together for this objective.
Epilogue
The following ideas are offered to the medium and large-sized organisations. These suggestions will assist them to update the activities of work in their mailroom. They will also allow these organisations to boost the work life of their clerical staff.
- Automate the Mailroom. The purchase of up-to-date mailroom gear is paramount for today's organisation. This need to be carried out following thinking about the capital outlay of the organisation. Other elements are availability of these gear, expense of maintenance and durability. Mailroom gear is indispensable in this age of data technology to enable the clerical workers meet the growing demands of their jobs.
- Maximize Mailroom Workers. It is crucial that clerical workers are correctly utilised. This ought to be completed by preparing job descriptions for all the clerical workers in the mailroom. They ought to be frequently appraised regardless of whether they are performing in compliance with their job descriptions.
Useful Supervision. There really should be efficient and thorough supervision of the clerical workers. A a lot more senior office worker ought to often be present to supervise the receipt of incoming mail [particularly exactly where cash/cheque is involved] and to deal with the agencies.
- Training and Improvement. Presently, there is no school in Nigeria that specializes in training clerical workers for mailroom activities. Courses like Mailroom Practices, Mailroom Procedures and Mailing Method & Automation ought to be introduced into the relevant curriculum of studies in larger institutions of studying in Nigeria. The Human Resources Department of individual organization really should also train their clerical workers frequently.
- Equitable Remuneration. Clerical workers really should be equitably remunerated in proportion to their input and overall efficiency.
BIBLIOGRAPHY
Bunting, E. [1979]. The Office Worker, Cassel, London
Denyer, J. C. [1974]. Office Management, MacDonald & Evans Ltd, London
Harrison, J. et al [1979]. Secretarial Duties, Pitman Books Ltd, London
Mills, G. & Standingford, O. [1966]. Office Administration, Pitman Publishing Ltd, Pitman House, London
Omotosho, J. N. [1979]. Office Practice & Business Methods, Macmillan Publishers Ltd, London & Basingstoke
Osuala, E. C. [ ]. Workplace Management At A Glance, Africana Publishers Ltd., Onitsha, Nigeriafranking machines are avaliable at [link widoczny dla zalogowanych] pitneyworks. co. uk.Topics related articles：

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