Mailroom of the future (automated and digital): optional or indispensable?

Revista IFMA

April 2021

By Luis del Barrio, Business Manager of  The Mail Company

If part or all of your organization’s employees are among the nearly two million Spanish workers who worked at home during the last quarter of 2020, you are interested in reading this article.

Indeed, according to the latest Active Population Survey of the National Institute of Statistics, 1.9 million Spaniards teleworked more than half of the days from October to December 2020, one million more than they did just one year earlier.

These data, even being temporary and seen as a “forced” change by circumstances, have come to stay.

How we will work in the future, or in what percentage teleworking will continue is still unknown and will depend on different factors such as the degree of digitization and the business culture of the organizations, the role of employees and their type of activity or labor regulations, but everything indicates that hybrid models will be the new paradigm, from two perspectives. The how: what model to implement, and the where: which could be a “mix” between office, home and flexible spaces on demand (Space As A Service). A challenge for organizations and especially for the Facility Management areas.

Digital transformation, that concept that has been on everyone’s lips for years, but which few companies have really addressed in depth, has become imperative for all organizations.

We are therefore already immersed in a transformation of the document logistics of organizations, which can only be digital, because: how to manage the flow of information and documentation with all the employees of an organization and in particular with those who telework?

FROM THE OFFICE WITHOUT PAPERS TO THE PAPERS WITHOUT OFFICE: THE CHALLENGE OF DISTRIBUTING PHYSICAL DOCUMENTATION WITHOUT KNOWING WHERE THE USER IS LOCATED

Once the fluency in verbal and interpersonal communication has been guaranteed where collaborative platforms, video calls or those that integrate various utilities such as NOYSI are being imposed, companies need to confront another challenge with guarantees: the efficient management of the flows of physical documentation that continue to arrive. to the offices, and the difficulty of its distribution without knowing where the user is located.

It is necessary that the processes are aligned with each employee of the organization. The larger the size, the more employees or the hybrid models implanted, the situation can become ungovernable.
The consequences of not delivering documentation on time are not minor: loss of agility in processes and decision-making, loss of productivity or competitiveness and with serious consequences if we are talking about official documentation with deadlines.

The Mailroom of the Future includes a digital mailroom module (DMR) that combines hardware and software resources with specialized personnel to capture the information, transform it into digital format and distribute it electronically to the recipients in an agile and controlled way, allowing them to access it anytime and from anywhere.

A DUAL, CUSTOMIZED AND MULTICHANNEL MODEL

It is a utopia to think that all the items received in an organization can be digitized. The solution that we are implementing at The Mail Company for our clients is a dual solution that harmonizes the physical and digital worlds of organizations and therefore with capabilities to manage 100% of the documentation and small parcels received (or sent) by any organization.

In addition to the traditional paper flows, most organizations are constantly receiving information through other channels and in electronic formats such as the Mandatory Electronic Notifications of the Public Administrations, so omnichannel is essential to be able to integrate all flows (physical and digital), order all this data and have a single communication channel.

The exclusive GIO technological platform developed by The Mail Company is the lever for the development of innovative management models, an alternative to the more traditional ones based on labor, maximizing productivity, minimizing errors, automating processes and making available to users essential functionalities for the “new” organizations with flexible office, teleworking, hybrid models, etc.

THE BENEFITS

Information flows immediately and improves information security, with full traceability in access to it, being certified with the ISO 27001 standard.

It encourages collaborative work, decoupling productivity from the workplace or physical location and therefore alligned with new trends in work environments and teleworking.

It optimizes the costs of managing documents in physical format: it frees space dedicated to the file for its reuse in a more productive way, it eliminates the use of internal mail, as well as forwarding abroad, copies and reprints. And all this also contributes to a more sustainable relationship with the environment since it reduces the carbon footprint and restricts the use of paper as much as possible.

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