Improve Customer Service Experience With an Automated Mailroom
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An infectious disease preparedness and response plan can help keep your mailroom/delivery workforce grounded and give them the tools to manage their response to COVID-19.
Please keep in mind that you should also stay knowledgeable regarding federal, state, local tribal, and territorial health agencies' guidance, and consider how to incorporate any additional recommendations into your mailroom's specific plan.
It is essential to consider how your mailroom staff and package delivery recipients may increase the risk of exposure. Ask yourself who visits the mailroom in a typical day and with which frequency to guide your plan in addressing risk mitigation.
For example, on a normal business day, the following people may enter the mailroom:
Review your place to identify where you can minimize COVID-19 exposure for all of the above.
Despite lockdowns and guidelines around social distancing, there may be external variables that your plan should consider. As an example, your staff may visit supermarkets on days off, and, as a result, may experience symptoms or get sick. Your plan needs to address such circumstances and put in precautions to ensure your mailroom is prepared.
You may choose to:
As information is released surrounding COVID-19, it is essential to keep current to identify any individual risk factors among your staff. This will ensure that your plan takes into consideration the diversity of your workforce and how individual risk factors may make them more susceptible to illness.
A few risk factors to keep in mind:
Addressing this point in your plan will increase the chances of keeping these employees safer by taking extra precautions or by temporarily cross-training them to help where they may be at less risk.
As address in our Effects of COVID-19 on your Mailroom or Delivery Management Process (OSHA) guide. Your mailroom may experience an increased risk of absenteeism during COVID-19 for the various reasons addressed in our guide. As a result, your plan should address the maintaining of operations with a reduction in mailroom staff and/or cross-trained staff. Communicate with other departments on-site to see if you can mutually benefit from cross-training a few employees on each team in the event of unexpected absenteeism.
Current guidelines advise the maintenance of 6ft (2m) of social distancing between individuals to minimize the spread of COVID-19. To help with ensuring distance within your mailroom, perhaps create posters to remind individuals to practice social distancing.
You may consider laying tape on the floor to indicate 6ft markers while package recipients wait in line. OSHA also recommends staggering work shifts to decrease the number of employees in a particular space. Staggered shifts may help reduce exposure to COVID-19 by minimizing the necessary staff needed to keep up with demand.
Lastly, these staggered shift considerations may result in you identifying the appropriate number of staff and can identify ways to downsize operations temporarily.
Let Others Know If You Found This Helpful We encourage you to share this guide if you found it helpful in optimizing or creating your COVID-19 preparation plan.