1. The Mail Room Unit 2d

2. Click to return to Sum up page MAIL HANDLING Internal Mail – communication between people within an organisation Internal Mail – communication between people within an organisation External Mail – communication sent outwith an organisation or received from outwith the organisation External Mail – communication sent outwith an organisation or received from outwith the organisation

3. Click to return to Sum up page INTERNAL MAIL Collect mail regularly Collect mail regularly Documents state name and position of sender Documents state name and position of sender Place in pigeon holes Place in pigeon holes

4. Click to return to Sum up page 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. Click to return to Sum up page PROCEDURE FOR INCOMING MAIL Royal mail CourierVoicemail E-mailFax 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. Click to return to Sum up page EQUIPMENT USED FOR INCOMING MAIL Date stamp Date stamp Photocopier – to make additional copies of letters to be seen by more than one person Photocopier – to make additional copies of letters to be seen by more than one person Computer for e-mail Computer for e-mail Fax Fax Scanner Scanner Fax Scanner

7. Click to return to Sum up pageE-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 Files can be attached Much faster than traditional alternatives Much faster than traditional alternatives Groups can be created to allow message to be sent to many people at the same time 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 Out of office facility can be used to advise a sender if a recipient is unavailable

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

9. Click to return to Sum up pageFAX Method of sending exact copies of documents. Some located in public area – never use for confidential documents! Method of sending exact copies of documents. Some located in public area – never use for confidential documents!

10. Click to return to Sum up page PROS AND CONS OF FAX Sometimes not acceptable as legal documents Low cost of sending documents Not confidential Very fast – for urgent information DisadvantagesAdvantages

11. Click to return to Sum up page 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 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. Click to return to Sum up pageVOICEMAIL This is where a pre-recorded message invites the caller to leave a message. 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 Dial a message to connect to mailbox and listen to messages Used if caller is out of office Used if caller is out of office Often used on mobile phones Often used on mobile phones

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

14. Click to return to Sum up page EQUIPMENT FOR OUTGOING MAIL Date Stamp Pigeon holes Scales Sorting Trays Fax Mail Trolleys Packaging Equipment Franking Machine

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

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

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

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