A Quick Guide to Choose the Best Mail Management Software

The first step to choosing the right software for your mailroom is to understand what features you need to alleviate your organization's pain. Most organizations make the mistake of starting their search by looking at vendors and what they have to offer rather than understanding the root cause of their issues and then going to market with that evaluation criteria.

While vendors have a lot of wisdom to offer, having been involved in many mail management software implementations, skipping the initial requirements gathering step is a mistake that will leave you overwhelmed and confused by the different options on the market.

Below we outline the evaluation criteria that are most important for most organizations.

Criteria	Comment	Cost Impact	Customer Experience Impact	Risk impact
Entering package details	How much manual data entry is required in case of both barcode and handwritten labels?	High	High	Medium
Recipient notification & custom reminders	How much of the recipient notification and reminder process is automated?	Medium	High	Medium
Pickup delegation	Can the package recipient easily delegate someone else to pick up their packages?	Medium	High	Medium
Mailroom analytics	Does the software provide out of the box analytics for you to measure the most important metrics week on week, month on month or year on year?	High	Low	Medium
Data privacy	How is recipient data stored and treated?	Medium	High	High
Integration	Can it integrate with my existing systems?	High	Low	Low
Support	How can I get through to support for problem resolution? Do they support chat, email, & phone?	High	High	High

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