B104.11 - Inbound Mail, Package ,and Freight Handling |
This is a big deal. Missing just a few letters going to the wrong address can cost hundreds or thousands of dollars. This isn't theoretical, most in business for a while know this from experience.
Sections below include:
Sections below include:
- Inbound Mail Processing
- Inbound Package Processing
- Inbound Freight Processing
- Discussion - About PO Boxes
- Discussion - Deliveries vs Pickup
1) Inbound Mail Processing
Single Location -- Have all of your business mail delivered to one location. If it is not all going to the same place, take the time to make the changes on all accounts as necessary. Split delivery of invoices and statements increases the potential for lost mail and it creates confusion when calling vendors about statements and verifying information during calls.
Mail Slot vs Mail Box -- It is preferable to have a mail slot such that when you are away for a period of time, no one needs to monitor your mail box for capacity and no holds need to be placed on mail.
Postal Box -- If you aren't in stable office space, it is well worth the money to rent a Postal Box as is found at UPS stores and often times at other business locations. The UPS Stores can be pricey, typically in the $30-50/month range. The other business who just offer mail receipt services as an aside to their existing business are often times far more reasonable ($10-15/month) if you can find one that is convenient. PO Boxes are not suggested unless you have a specific purpose for that. Too many limitations and issues. See Section below.
Open it, Triage It, Categorize the Keepers -- People who do NOT organize their mail in bins typically are living in business chaos to some degree. Mail should be opened by the business owner daily or regularly in an area where it is convenient to make piles. The mail is either 1) to be kept 2) Not sure if it's to be kept 3) to be recycled or 4) to be shredded. Disposition 3 and 4 quickly. Then go thru 1 and 2, visually scan them looking for anomalies/exceptions to expectations, and then place in proper organizing bin. See P101 Organizational Aids for the stack-able bins. Those organizing bins are critical to fast, efficient, organized document management in any functioning small business person.
Mail Slot vs Mail Box -- It is preferable to have a mail slot such that when you are away for a period of time, no one needs to monitor your mail box for capacity and no holds need to be placed on mail.
Postal Box -- If you aren't in stable office space, it is well worth the money to rent a Postal Box as is found at UPS stores and often times at other business locations. The UPS Stores can be pricey, typically in the $30-50/month range. The other business who just offer mail receipt services as an aside to their existing business are often times far more reasonable ($10-15/month) if you can find one that is convenient. PO Boxes are not suggested unless you have a specific purpose for that. Too many limitations and issues. See Section below.
Open it, Triage It, Categorize the Keepers -- People who do NOT organize their mail in bins typically are living in business chaos to some degree. Mail should be opened by the business owner daily or regularly in an area where it is convenient to make piles. The mail is either 1) to be kept 2) Not sure if it's to be kept 3) to be recycled or 4) to be shredded. Disposition 3 and 4 quickly. Then go thru 1 and 2, visually scan them looking for anomalies/exceptions to expectations, and then place in proper organizing bin. See P101 Organizational Aids for the stack-able bins. Those organizing bins are critical to fast, efficient, organized document management in any functioning small business person.
2) Inbound Package Processing
It's ideal to be able to accept packages at the same address as your mail. It keeps ordering of stuff simple as you don't need to pick delivery addresses.
If your location does not have a drop box, which most folks do not, it is imperative you put very specific instructions on the door for delivery carriers regarding how you would like packages to be left in your absence. Remember, just because you regular carrier knows what to do with your stuff, he/she can have 150-200 drops a day and when he/she is on vacation, the substitute doesn't know squat.
In urban settings, leaving items on my front steps is risky. Get a Postal Box and simplify life while reducing delivery related stress. It's worth every penny.
Not handling this type of delivery properly consumes time and creates confusion for you, your delivery carries and your vendors. Bad energy mojo all around and in most cases, it's citizen and consumer laziness that is causing the bulk of the industry issues.
If your location does not have a drop box, which most folks do not, it is imperative you put very specific instructions on the door for delivery carriers regarding how you would like packages to be left in your absence. Remember, just because you regular carrier knows what to do with your stuff, he/she can have 150-200 drops a day and when he/she is on vacation, the substitute doesn't know squat.
In urban settings, leaving items on my front steps is risky. Get a Postal Box and simplify life while reducing delivery related stress. It's worth every penny.
Not handling this type of delivery properly consumes time and creates confusion for you, your delivery carries and your vendors. Bad energy mojo all around and in most cases, it's citizen and consumer laziness that is causing the bulk of the industry issues.
3) Inbound Freight Processing
Receiving truck loads of stuff and pallets can be exciting. It means business and action.
The level to which many vendors are still NOT managing deliveries well was astounding. The number of delivery guys driving around without smart phones and without GPS in the mid 2000's was gob-smacking. It was infuriating as a busy business guy to get calls from drivers who were lost, asking for directions and it happened over and over again.
Vendor Reconciliation -- Often times vendors are very courteous about rectifying shipping problems. The problem is that they don't appreciate your lost time and lost energy while waiting on rectification. Bad shipments can be incredibly expensive to small business people in the production or manufacturing world.
The level to which many vendors are still NOT managing deliveries well was astounding. The number of delivery guys driving around without smart phones and without GPS in the mid 2000's was gob-smacking. It was infuriating as a busy business guy to get calls from drivers who were lost, asking for directions and it happened over and over again.
- Be available by phone if someone is lost, is running late or needs other assistance
- If you were quoted an AM Delivery and it didn't happen, call right after noon and start squeaking if it's important
- Check your delivery for bad items while the driver is there if at all possible
- Check your delivery for missing items while the driver is there if at all possible
- Try not to time a delivery such that it is a requirement for production that day, and if you have to do it, do it with people that realize its relevance
Vendor Reconciliation -- Often times vendors are very courteous about rectifying shipping problems. The problem is that they don't appreciate your lost time and lost energy while waiting on rectification. Bad shipments can be incredibly expensive to small business people in the production or manufacturing world.
4) Discussion - About PO Boxes
We do NOT suggest using PO Boxes because they will not accept UPS mail and mail from other private mail services. Having a PO Box just creates confusion if/when someone wants to send you something. If you truly have a need for a box, why not get a box at UPS store or similar where all mail and packages can go without thought (unless you know you need an abnormal level of privacy that has been extended by the USPS for some reason).
For those not in the know, the thing PO Boxes provide that no other service provides at the same level is privacy. The post office will go a long ways to protect the privacy of a person who owns a PO Box, and this is attractive for some folks.
For those not in the know, the thing PO Boxes provide that no other service provides at the same level is privacy. The post office will go a long ways to protect the privacy of a person who owns a PO Box, and this is attractive for some folks.
5) Discussion - Deliveries vs Pickup
Generally speaking it costs volumes of time and energy to pickup and if you can have it delivered, delivery is in fact almost always the more economical route. The problem is that coordinating deliveries or drop offs can often times be more tricky or more time consuming than some not use to doing it can imagine.
One nice part about deliveries is that if there is a mistake or problem with a product, they will often come back on their time to rectify. If you pickup a bad washer, for example and it turns out to be bad when you install it, you're taking it back to the store and at that point, lots of time and energy going out for transportation.
One nice part about deliveries is that if there is a mistake or problem with a product, they will often come back on their time to rectify. If you pickup a bad washer, for example and it turns out to be bad when you install it, you're taking it back to the store and at that point, lots of time and energy going out for transportation.