Do’s and Don’ts for Campus Mailroom Efficiency

This fall, as college deans and campus administrators welcome students to the new academic year, they’ll also face increased pressure on their mail services centers and mailroom operations.

With the surge in incoming textbook orders, new furniture, and care packages from parents, Parcel Pending smart lockers/electronic lockers are a valued addition to mailroom operations. And Parcel Pending’s Campus Hub™ technology delivers a host of parcel locker features that can streamline and transform package deliveries and goods distribution on campus.

Choosing mailroom solutions that suit the digital-first, convenience-driven lifestyle of most users is a smart step. Flexibility and automation let students, faculty, and staff access mail and package pick-up when it suits them best, not just from 9 to 5.

While great mailroom automation technology is critical, it is also vital for deans and campus administrators to remember some key points when considering a mailroom and package management upgrade. Here are some important do’s and don’ts to keep in mind when striving to increase campus mailroom efficiency.

Do your research

It’s important to research incoming mail and package delivery volumes. Solid data-driven analysis helps administrators make better choices and planning decisions. It equips you with the hard numbers that make a convincing case when you’re looking for government funding or advocating for additional funding from campus administration.

Don’t forget to plan for peak delivery periods

Don’t get stuck with long mail room lines and frustrated users during busy delivery periods at the start of term or the holiday season. Having the right mail room technology and appropriate staffing levels makes life easier for everyone – both for staff behind the mail counter and users picking up parcels and mail.

Do find ways to improve efficiency

Choices that improve the efficiency of mail and package delivery can positively impact campus life. Parcel Pending by Quadient smart lockers and our Campus Hub technology does more than improve mail and package delivery and pick up. It also serves as a safe and secure exchange point that lets users pick up and drop off items safely and securely on campus 24/7.

Don’t stop innovating

Resting on your laurels is never the best approach, particularly as new innovative package and mailroom management solutions evolve. Stay ahead of the curve by incorporating new technologies like real-time tracking and chain-of-custody visibility as they become available.

Do adopt and integrate digital technology solutions

Because most of us depend on our mobile phones, solutions that integrate digital technology and mailroom services should be an obvious first choice. Automation of package delivery services with smart lockers, for instance, makes mailroom management easier and more efficient for both mailroom staff and users.

Don’t forget to look at what other college campuses are doing 

Take a close look at what other campuses have done to improve mail and package services and management. This is an excellent way to better understand your campus community’s specific college campus amenity needs and build the right mailroom and package management solution to meet those needs.

The benefits of an efficient mailroom

Campus mail services is now one of the most visible and important parts of auxiliary services at higher education institutions across the country. And, between incoming mail and rising package delivery volumes, many universities are struggling with more deliveries than old school pen-and-paper methods and legacy mailrooms with limited space can handle. Updating mailroom processes to include a digital mailroom solution such as digital mailroom software or smart lockers can have a number of benefits for your institution, including:

• Improved Space Utilization: Digital mailroom solutions such as mailroom management software, digital format previews of incoming mail, and smart lockers require less space than more traditional methods, helping institutions maximize available space. Shenandoah University, for instance, was able to reclaim valuable square footage in their small office by implementing Parcel Pending by Quadient smart lockers.
• Elevated Student Experience: Today’s consumers demand convenience – and college students are no exception to that rule. Any digital mailroom service that streamlines mail and package delivery and creates 24/7 access for student package collection will broker positive sentiment from both current and prospective students.
• Increased Mailroom Staff Efficiency: Package delivery volume shows no sign of slowing down. Adapting your mailroom now ensures that mailroom staff are able to facilitate more deliveries and increase student satisfaction. University of Houston, for example, was able to increase the efficiency of mailroom resources by approximately 94% after implementing smart lockers.

Improving mail and package delivery services can significantly improve the quality of campus life. Parcel Pending by Quadient smart lockers and our Campus Hub technology let campuses improve mailroom management, package delivery and pick up. They also offer security, efficiency and convenience that can scale as your campus grows.

Planning a campus mailroom upgrade? Contact our package management experts today to find out how Parcel Pending by Quadient can help you run a more efficient mailroom and elevate your student experience.