Smarter Week

How to automate it

How to automate “sort mail and track down package recipients”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, every day
45%
of the time can be automated
Easy
to set up

Fix 1 of 2

Software featureBest fix

Scan packages and let the app notify the recipient

Package tools read the label photo and message the recipient automatically, then log the pickup.

Typically saves about 50% of the time45 min to set up
  1. 1Use Envoy Deliveries, Sign In App deliveries, PackageX or a similar app.
  2. 2Photograph each label as it arrives; the app matches the name and sends a notice.
  3. 3Set reminders for packages not picked up after two days.
  4. 4Log pickups in the app so you can answer "did my package come?" instantly.

Tools: Envoy Deliveries · Sign In App · PackageX

Fix 2 of 2

Software feature

Have postal mail scanned and emailed to the right person

Virtual mailroom services open and scan mail so it can be routed by email, which helps hybrid teams and keeps a searchable record.

Typically saves about 40% of the time2 h to set up
  1. 1Decide which mail can be scanned (most) and what must stay physical (checks, legal notices).
  2. 2Use a service such as Earth Class Mail, Anytime Mailbox or iPostal1, or scan in-house to a shared inbox.
  3. 3Send checks to a bank lockbox or remote deposit.
  4. 4Route scanned items to owners by rule.

Tools: Earth Class Mail · Anytime Mailbox · iPostal1 · Bank lockbox

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Office managerReceptionist / front desk

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Office managers