The way in which mail is dealt with depends on the: size of the organisation number of staff involved type of mail received (internal, external, e-mail.

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Presentation transcript:

The way in which mail is dealt with depends on the: size of the organisation number of staff involved type of mail received (internal, external, etc) level of use of ICT for communicating space available for equipment resources available to the organisation.

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

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

Main equipment in an incoming mail area Photocopier Pigeon holes/trays for each person/department Mail trolley for delivering to departments Shredder Date stamp Letter opener Stapler

Main features of an outgoing mail area Mail bags Post office forms Folding and inserting machine Scales (manual or electric) Franking machine PC used for printing address labels, check messages

How do we deal with incoming mail ? Sort mail into Private/Personal/Confidential Urgent Special (Recorded or Special Delivery) First Class Second Class

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

Procedures for scanning mail: Open mail as normal Scan mail on to a floppy disc or network Copy/sort directly to staff mail boxes Shred originals Confidential mail is treated as normal (ie unopened)

Voic Check at regular intervals Note messages on message form Sort messages into departments Deliver messages as for incoming mail

Check for messages at regular intervals Print the number of copies required Sort and deliver messages or Redirect by internal to staff mailboxes

Fax Check for incoming faxes at regular intervals Photocopy or route faxes as necessary Sort and deliver faxes

How do we deal with Outgoing Mail ? Collect mail from departments Sort mail into - First Class - Second Class - Special Delivery or Staff deliver mail to mail room by a specified time

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

Create new message Enter address of person to whom the message is to be sent Key in message Check message Attach attachments (if applicable) Send message