Mail Handling The way in which mail is dealt with depends on: Size of the organisationSize of the organisation Number of staff involvedNumber of staff involved Type of mail received (internal, external, etc)Type of mail received (internal, external, etc) Level of the use of ICT for communicatingLevel of the use of ICT for communicating Space available for equipmentSpace available for equipment Resources available to the organisation.Resources available to the organisation.

Mail Handling In a small organisation: Mail will usually be dealt with by a member of staff as part of their daily routine.Mail will usually be dealt with by a member of staff as part of their daily routine.

Mail Handling In a large organisation: The volume of incoming and outgoing mail is likely to be highThe volume of incoming and outgoing mail is likely to be high They are likely to have a separate mail room departmentThey are likely to have a separate mail room department The staff who work in the mail room will deal with all of the organisations’ mail.The staff who work in the mail room will deal with all of the organisations’ mail.

Mail Handling Main features of an incoming mail area: PhotocopierPhotocopier Pigeon holes/trays for each person/departmentPigeon holes/trays for each person/department Mail trolley for delivering to departmentsMail trolley for delivering to departments ShredderShredder Date stampDate stamp Letter openerLetter opener StaplerStapler

Mail Handling Main features of an outgoing mail area: Mail bagsMail bags Post office formsPost office forms Folding and inserting machineFolding and inserting machine Scales (Manual or Electric)Scales (Manual or Electric) Franking MachineFranking Machine PC used for printing address labels, check messages.PC used for printing address labels, check messages.

Mail Handling How do we deal with incoming mail? Sort mail into: Private/personal/confidentialPrivate/personal/confidential UrgentUrgent Special (Recorded or Special Delivery)Special (Recorded or Special Delivery) First classFirst class Second classSecond class

Mail Handling How do we deal with incoming mail (2)? Open mail (not private)Open mail (not private) Remove contentsRemove contents Date-stamp mail (don’t cover anything important)Date-stamp mail (don’t cover anything important) Check and attach enclosuresCheck and attach enclosures Sort mail into departmentsSort mail into departments Mail is then collected by departments (at certain times)Mail is then collected by departments (at certain times) OROR Delivered to individual departmentsDelivered to individual departments

Mail Handling Procedures for Scanning Mail Open mail as normalOpen mail as normal Scan mail onto a floppy disc or networkScan mail onto a floppy disc or network Copy/sort directly to staff mail boxesCopy/sort directly to staff mail boxes Shred originalsShred originals Confidential mail is treated as normal (ie unopened)Confidential mail is treated as normal (ie unopened)

Electronic Sources of Incoming Mail Voic Check at regular intervalsCheck at regular intervals Note message on to message formNote message on to message form Sort messages into departmentsSort messages into departments Deliver messages the same as for incoming mailDeliver messages the same as for incoming mail

Electronic Sources of Incoming Mail Check for messages at regular intervalsCheck for messages at regular intervals Print the number of copies requiredPrint the number of copies required Sort and deliver messages ORSort and deliver messages OR Redirect by internal to staff mailboxesRedirect by internal to staff mailboxes

Electronic Sources of Incoming Mail Fax Check for incoming faxes at regular intervalsCheck for incoming faxes at regular intervals Photocopy or route faxes as necessaryPhotocopy or route faxes as necessary Sort and deliver faxesSort and deliver faxes

Mail Handling How do we deal with Outgoing Mail Collect mail from departments OR Staff deliver mail to mail room by a specified time Sort mail into: –First class –Second Class –Special Delivery

Mail Handling How do we deal with Outgoing Mail (2) Weigh letters or parcelsWeigh letters or parcels Stamp or frank envelopes/parcelsStamp or frank envelopes/parcels Deliver mail to the post officeDeliver mail to the post office

Electronic Sources of Outgoing Mail Create new messageCreate new message Enter address of person message is to be sent toEnter address of person message is to be sent to Key in messageKey in message Check messageCheck message Attach attachments (if applicable)Attach attachments (if applicable) Send messageSend message