Mail Monitoring. Essentials – Availability of plan of actions or a norm – Comparing actual performance with planned course of action / norm – Identification.

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Presentation transcript:

Mail Monitoring

Essentials – Availability of plan of actions or a norm – Comparing actual performance with planned course of action / norm – Identification of deviation Essence of Monitoring

To ensure Reliability and regularity of receipt / dispatch pattern Reduction in re-handling Reduction in missending / missorting Reduction in transit time Proper utilization of manpower, equipment and accommodation Objectives of Monitoring

Collection, preliminary sorting and dispatch of letter-box clearance by post offices to mail offices. Receipt of bags from local as well as outstation mail offices. Identification of bag to be dispatched Manner of dispatch of bags i.e., in TB/Cage, TB, etc as well as the documents in which they will be invoiced. Mode of transport to be utilized Regularity of Receipt & Despatch

Be aware of Bags due to be received Document through which bags are to be received Mode of transport through which bags are to be received Scheduled Time of Despatch Effective Bag Receipt / Despatch Pattern

Objectives To minimize idle hours at the beginning/ end of the set To minimize peak hour pressure in the mail office To optimize the effective sorting time To achieve the proper mix of inward/outward mail so that sorting potentiality of the office is optimized Optimum utilization of manpower equipment and accommodation provided. Designi ng Receipt and Despatch Pattern of Mails

Labelled Bundles preparation may be implemented to reduce re-handling Reduce Missending / Missorting Awareness of Pincode Insertion of articles in correct bundles Ensure Letter Box clearance LB Attendant follow the prescribed collection route LB Attendant visit all the location where LBs are planted LB is actually be cleared. Ways to reduce transit time

Resources Manpower, Equipments & Accommodation Multi Skilling of Staff Fixing of Mail Receipt & Despatch time properly Availability of sufficient computer systems Availability of sufficient number of canvass bags, stationeries etc Proper utilization of resources

Tag / Bag labels Check Slips Test Letters Trial Cards Live Mail Surveys Various (MNOP) KPI Tools Tools for monitoring