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10 ways software can help manage deliveries to your premises

Blog post   •   Sep 05, 2014 16:00 BST

10 ways software can help manage deliveries to your premises

Software brings huge benefits to all areas of business operations, including document management and deliveries. Here, we highlight 10 ways in which software can transform the efficiency with which you handle and process incoming mail, packages and documents. 

1. Scan paper documents into digital to allow quicker internal distribution and faster response to customers

Imaging and document management software that converts paper-based documents into digital formats that can be stored and distributed electronically is widely used in modern businesses to eliminate the inefficiencies of paper. In particular, scanning speeds up the distribution of important files and enables staff to respond more quickly to customer queries. The advantages of scanning can be maximised by opening incoming mail and digitising envelope contents in a digital mailroom. Centralised scanning speeds up the distribution of the morning post and saves highly paid knowledge workers from having to scan items themselves on slower departmental devices.

2. Cut storage space or off-site storage costs by digitising documents

In addition to streamlining business processes, electronic document management software lets you reduce the amount of paper circulating around your offices. One Neopost customer, the London Borough of Hackney, has freed up £7 million of floor space by digitising its paper archives, but even small organisations have much to gain. Space that was once taken up by rows of filing cabinets can be used more productively for additional desking, meeting rooms or staff relaxation zones. Electronic document management should also reduce your off-site storage requirements, as paper-less working becomes part of the corporate culture.

3. Reduce time required to archive and retrieve documents

Digital documents are quicker and easier to file and retrieve than paper files. Instead of having to walk to a filing cabinet or archive and file a document manually, a solution like the Neopost IMW-20 lets you index and file documents at your desk. Scans can be stored alongside computer-generated files in an integrated database, giving a complete view of a customer relationship for improved customer service and faster resolution of queries. Retrieval is just as straightforward. Unlike paper documents, multiple users can access the same document, from anywhere in the world, and even if an electronic document is misfiled, you may still be able to find it by conducting a full text search for keywords.

4. Process digitised documents in a managed workflow via remote terminals

The use of imaging and document management software lets you speed up common business processes by creating 100% digital workflows that can be undertaken by employees separated by hundreds and thousands of miles. As the whole process is paperless, staff no longer have to be located in the same office or even the same time-zone. Neopost's IMW-20 all-in-one document management system comes with two workflows built-in. One is for the quick and easy distribution of incoming mail to individual recipients' inboxes, with email alerts, and the other is for the indexing, storage and validation of invoices for streamlined payment processing.

5. Extract key information from documents and emails for automated on-line processing

Optical character recognition (OCR) software speeds up processing and reduces the need for manual data entry by automatically recognising and extracting key information from electronic documents, such as scanned images and email. The software's ability to identify an account name or invoice number minimises the need for human involvement in a process. The most advanced solutions have the intelligence to find relevant information in freeform documents that don't conform to a standard design, reducing the number of exceptions that require further processing by a supervisor. 

6. Quickly log, track and report the delivery status of packages and important documents by using hand held scanners

Everyone knows the frustrations of waiting for an important package, including the nagging fear that an item has already arrived but no one has bothered to alert you. Automated parcel receiving software like neoTrak Touch dispels these fears, enabling you to concentrate on other tasks while waiting for a parcel to arrive. Utilising a handheld scanner, PDA and supporting software, neoTrak logs the receipt of a parcel or package and then tracks its progress through an organisation, including the recording of any signatures, until it is delivered to the intended recipient. You can even send an email to alert the recipient as soon as an item is received. This provides a useful audit trail, while also highlighting delays and bottlenecks in delivery systems.

7. Reduce manual logging procedures

The qualities that make neoTrak so useful for parcel tracking also apply to the internal movement of valuable assets, such as important documents, computers and office supplies. By automatically logging, tracking and tracing items, the system remove the need to keep manual records that take time to assemble and can be difficult to maintain.

8. Quickly process undeliverable mail so that customer records are kept up to date and wasted mailings are reduced

One of the many benefits of franking machines is that Royal Mail will return undeliverable items with a record of why they couldn't be delivered, such as addressee gone away or incomplete address. This provides businesses with valuable information that can be used to update contact lists and eliminate waste from future mailings. Often, envelopes pile up because no one has the time to input information manually. With Neopost Returned Mail Manager (RMM-100) you won't have to. This clever solution applies a unique identifier, such as a 2D barcode, to the address field of outgoing mail. If a mailpiece is returned you just need to scan the barcode with a handheld scanner and then enter the reason for non-delivery by scanning the appropriate barcode on the Reason Returned master sheet. Data can be exported to other applications, such as ERP and CRM, so that your records can be kept up to date.

9. Record marketing campaign responses for analysis

Logging incoming mail is not just a good way of keeping mailing records up-to-date. RMM-100 also lets you gauge the effectiveness of marketing campaigns by logging returned coupons, remittances, reply cards etc. and analysing responses by region, customer type and other criteria. The same system can also be used to track and record the receipt of critical documents.

Last but not least, all software has useful reporting functions that enable you to monitor, track and oversee performance. As well as giving visibility of document and mail handling processes within your business, reporting features provide audit trails – useful in case of dispute – and valuable insight into business performance, from the effectiveness of individual marketing campaigns to the quality of customer contact lists. Above all, by highlighting process inefficiencies, software enables you to adopt a culture of continuous improvement and continually refine your mailing and document workflows.

To find out how Neopost software can help you save money and be more productive, please call us on 0800 731 1334.

Click here to read our separate post on 10 ways software can help with customer communications

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