e n t r e p r e n e u r t a s k vera wang by lauren nelson
DESCRIPTION
Vera WandTRANSCRIPT
Mail Handling
Standard Grade Administration
Unit 2d
How mail is handled
The way mail is handled will depend on Size of the organisation Number of staff employed Volume of mail received or sent Level of ICT used by organisation Space available for equipment
In large organisations mail will be dealt with by the Mail Room
The Mail Room
The Mail Room is where all the mail that an organisation receives or send is dealt with
The Mail Room has 2 main areas In-coming Area Outgoing Area
Example of a Mail Room
Incoming
Area
Outgoing
Area
Desk Desk
Photo-Copier
Pigeon Holes
Shredder
Franking Machine
Folding/Inserting Machine
Scales
Equipment in a Mail Room
Photocopier –to make copies of mail Pigeon holes –to sort mail into departments/workers
Shredder – to destroy waste paper Folding/Inserting Machine – to fold letters
into envelopes Franking Machine – to print postal
impressions (stamps) Postal Scales – to weigh the letters or
parcels to ensure the postal charge is correct
Ways of receiving mail
Postperson Courier Private Box/PO Box
Voicemail Fax Machine E-Mail
Dealing with Incoming Mail
The procedure for dealing with incoming mail isSort Mail
Open MailRemove Contents
Date Stamp MailCheck & Attach
Enclosures
Sort Mail intoDepartments
Deliver Mail toDepartments
Procedure for Scanning Mail
Some organisation now scan all mail on to their computer network
To do this they Open mail as normal Scan mail on to network E-mail staff a copy of mail Shred original
Electronic Sources of Incoming MailThere are various ways of
receiving mail electronicallyVoicemail – voice messages left
on an answering machineE-mail – message is sent from
one computer to another computer
Fax – a copy of a document can be sent to another fax machine
Postal Services
1st/2nd Class Mail – normal mail service, where letters will take 1 or 2 days to reach destination
Recorded Delivery – a more secure method of sending mail, letters must be signed for on delivery
Special Delivery – a secure and guaranteed delivery service, this is expensive to use
Dealing with Outgoing Mail
The procedure for dealing with outgoing mail is
Collect MailSort Mail1st/2nd etc
Weigh Lettersor parcels
Stamp or Frank mail
Deliver mail To Post Office
Procedures for Electronic Sources of Outgoing Mail
E-mail Create Message Enter e-mail
address of person
Key in message Check message Send Message
Fax Prepare message Prepare fax
cover sheet Insert all sheets
into fax machine Key in fax
number Send fax
Advantages/Disadvantages of using Electronic Sources of Outgoing Mail
Advantages Much quicker
than postal service
Messages can be sent at any time
Paper copies made if required
Same document can be sent to many people
Disadvantages Cost of
equipment Staff may need
to be trained on how to use equipment
Must have an ISP to use the Internet