University Mailroom in age of the Millennials

University Mailroom in age of the Millennials

These are transformational times for university mailrooms as Millennials have started thronging to colleges. Traditional thin and flat mail packages are fast becoming extinct with increasing use of online social media and other communication tools.

Today’s students travel off to college with least belongings from home as anything and everything, including rental textbooks, can be ordered online and delivered at their doorstep. This mobile savvy student generation is at the forefront of the eCommerce revolution, and is always on the lookout for the best online deals. Thanks to the likes of Amazon Student Prime or Google Express, who have boosted virtual consumer marketplaces by offering sops like free shipping, colleges and universities are seeing a steep rise in related mailroom activity in recent years.

One can imagine stress on present day mailroom managers with ever increasing cost pressures due to technological advancements. The problem is exacerbated by increased need of space (real estate) to store large boxes delivered for students.

Investments in proprietary hardware like barcode readers and its ongoing maintenance cost prohibits many Universities investing in technological solutions to many of these problems.

Where is my Package? Most online marketplaces provide package tracking information until it is delivered to the university mailroom. Students, however, need to track their packages to their doorsteps. It is all too common to  call or wait in the line to get information from the campus mailroom or receiving department. For the student, this results in wasted hours and sometimes emotional interactions between parties involved.

We observe few receiving departments treat the students and faculties as Partners in the journey and strive to provide best user experience.

Many colleges and universities were initially caught off guard at the outset of Internet boom, which revolutionized the way we communicate. The drop in incoming mail packages resulted in diminishing budgets for mailroom operations. Lack of timely investments led to archaic processes and technology – operators manually maintained records and were forced to go through paper-based receiving and delivery logs just to find out if the package was delivered, to whom and when.

They were just not ready to take on challenges due to changing times.

ProcessWeaver helps enable colleges and universities to build a “Mailroom of the Future” with iMayl, our Software-As-A-Service solution.

  • iMayl’s brilliantly simple and intuitive interface makes user adoption with Millennials extremely easy.
  • Active Alerts and Notifications ensures quick delivery of packages resulting in need of optimum storage space.
  • Avoids calls and long lines enquiring “Where is my Package?”
  • iMayl is easy to start, and flexible to configure your process in minutes.
  • iMAYL – Enterprise Mailroom Automation Solution, is built by ProcessWeaver (Established Technology provider for Enterprise mail package receiving, shipping and tracking; helping customers in more than 15,000 locations around the world since 2005).

    For more information or demonstration, please contact manish.jhawar@imayl.com.

    Software-As-A-Service solution, that brilliantly simplifies the receipt, delivery and tracking of inbound mail packages .

    Software-As-A-Service solution, that brilliantly simplifies the receipt, delivery and tracking of inbound mail packages .

    “When I go online, FedEx is saying my package has been delivered to our corporate mailroom, but hours later I still haven’t received it and need it urgently; where is my package? I guess I’ll call down to the mailroom again.”

    “My mailroom staff is constantly under pressure trying to handle requests on the location of employee packages, which all too often get misplaced and it becomes a fire drill to find them. We have to look at the heap of papers that serve as our mail logs and see if it has been delivered, and if so, when.”


    “Our employees keep calling and stopping by the mailroom and are anxious to find out about the status of their package, be we have no idea where it is, so how do tell them once again, we are trying to locate it.”

    “Two years ago, our mailroom operations included two people who were tasked to receive inbound mail and packages from various carriers and couriers who drop off here daily, then sort them, and finally delivering them to various departments and employees who are scattered in different floors in different buildings. But our business has grown and that team has expanded to five; and now my management wants to know why we need so many people, and I don’t have the data I need to answer them.

    “We receive all these packages, but don’t have the budget to invest in expensive software and barcode readers to help us with more efficiently handling the receipt, delivery and tracking of these packages. With all the apps out there, surely there must be something more affordable to help us!!”

    Sounds familiar? We regularly hear such conversations when we visit organizations who receive employee packages or envelopes and lack the automation necessary to make everyone efficient and happy.
    So, what are the challenges facing today’s mailroom managers:
    • Authentic end-to-end trail of package movement not available; causing lack of visibility to entire chain of custody.
    • Recipients must frequently stop by the mail-stop to make sure they do not miss a package and further timely action.
    • Operators need to go through a heap of papers to find if the package was delivered, to whom and when or this information is just too much and cumbersome to capture.
    • It’s quite difficult to find out why a package not delivered, in turn delaying prompt corrective action.
    • Lack of volume of data resulting in inefficient scheduling as well it is impossible to track mailroom productivity and individual operator efficiency. Lack of volume of data resulting in inefficient scheduling as well it is impossible to track mailroom productivity and individual operator efficiency

    Let ProcessWeaver make these challenges a thing of the past…

    Introducing iMayl, our Software-As-A-Service solution, which is both brilliantly simple, easy to get started with, and flexible enough to be configured to meet your businesses unique requirements in minutes. Let’s look as some key features:

    • Simplicity – ease of Use
    • Active Alerts and Notifications
    • Seamless end-to-end Chain of Custody
    • Location based tracking and scheduling
    • Enhanced Productivity & Governance
    • Employee Satisfaction
    • Cost Effective – can leverage iOS/ Android devices too
    • Eco-Friendly, Efficient Information Access, Timely corrective action

    iMAYL – Enterprise Mailroom Automation Solution, is built by ProcessWeaver (Established Technology provider for Enterprise mail package receiving, shipping and tracking; helping customers in more than 15,000 locations around the world since 2005).

    We’d like to share with you how we’ve helped businesses who have struggled with this problem for years. For more information or to schedule a 15-minute demonstration, please contact manish.jhawar@imayl.com.