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The Mail Room

The Mail Room. Unit 2d. MAIL HANDLING. Internal Mail – communication between people within an organisation External Mail – communication sent outwith an organisation or received from outwith the organisation. INTERNAL MAIL. Collect mail regularly

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The Mail Room

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  1. The Mail Room Unit 2d

  2. MAIL HANDLING • Internal Mail – communication between people within an organisation • External Mail – communication sent outwith an organisation or received from outwith the organisation

  3. INTERNAL MAIL • Collect mail regularly • Documents state name and position of sender • Place in pigeon holes

  4. EXTERNAL MAIL - INCOMING In a small organisation, the receptionist will probably deal with the mail. In a large organisation with lots of mail, there is likely to be a separate mail department.

  5. PROCEDURE FOR INCOMING MAIL Mail staff should be at work before other staff so that staff can complete tasks on time Incoming mail could be received by: Do not open personal or confidential mail Open other mail Check enclosures are enclosed and correct Date stamp mail Check that remittances (payments) are correct Sort mail into departments and deliver Alternatively, scan mail and save on network for staff to access on computer

  6. EQUIPMENT USED FOR INCOMING MAIL • Date stamp • Photocopier – to make additional copies of letters to be seen by more than one person • Computer for e-mail • Fax • Scanner Fax Scanner

  7. E-MAIL E-mail is information sent and received via computer. It can be internal (within the organisation) or external (outwith the organisation) • Files can be attached • Much faster than traditional alternatives • Groups can be created to allow message to be sent to many people at the same time • Out of office facility can be used to advise a sender if a recipient is unavailable

  8. PROS AND CONS OF E-MAIL Advantages Disadvantages Communication is more efficient Must know e-mail address Confidential – use of passwords Requires regular checking Low cost of sending big documents Technical problems can cause delays Quick to send messages to group - distribution list

  9. FAX • Method of sending exact copies of documents. Some located in public area – never use for confidential documents!

  10. PROS AND CONS OF FAX Advantages Disadvantages Very fast – for urgent information Not confidential Low cost of sending documents Sometimes not acceptable as legal documents

  11. SCANNING DOCUMENTS • In some organisations, mail may be scanned onto the computer system, where it can either be e-mailed to relevant staff or stored and accessed by authorised staff on the organisation’s network. Original documents can then be archived or shredded to save space

  12. VOICEMAIL • This is where a pre-recorded message invites the caller to leave a message. • Dial a message to connect to mailbox and listen to messages • Used if caller is out of office • Often used on mobile phones

  13. OUTGOING MAIL • Mail should be collected by Mail Room staff regularly - this spreads their workload • Sort into 1st, 2nd, specialdelivery etc • Check size and weight of packages • Frank or stamp the mail • Take to Post Office

  14. EQUIPMENT FOR OUTGOING MAIL Pigeon holes Scales Date Stamp Sorting Trays Fax Franking Machine Packaging Equipment Mail Trolleys

  15. METHODS OF SENDING MAIL First/second class post Used for non-urgent, routine correspondence Courier For bulky or urgent packages Recorded signed for For important documents which must be signed for and need proof of delivery Special Delivery Used for urgent or valuable mail. Guarantees next day delivery

  16. WEIGHING UP THE OPTIONS POST ELECTRONIC Actual documents can be sent For urgent documents Some customers may not have fax or e-mail Can be sent any time, 24/7 For when original documents are needed, eg passport Relatively cheap Immediate reply

  17. CHOOSING A METHOD Communication Method Justification Legal contract Courier or post Special Delivery or Recorded Original documents required Confirmation of hotel booking tonight Fax or e-mail Information required immediately Credit only Box of leaflets for Manchester tomorrow Courier Bulky items required urgently Printed invitation to customers First or second class post Not urgent. Not all people have email, fax Info to all employees Intranet, e-mail posters All employees can access info Spreadsheet required now by Finance E-mail with attachment Attachment can be changed Confidential

  18. Internal and external mail Procedure for incoming mail Equipment for incoming mail E-mail Fax Scanning documents Voicemail Outgoing mail Equipment for outgoing mail Methods of sending mail Weighing up the options Choosing an appropriate method TO SUM UP …

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