Before you could able to use an internal mail tracking system, it's important to know the procedures of the process. You cannot be able to gain the benefits unless you learned the process, thus it is important to know them. Regardless of the system that you may get, the procedures of an internal mail tracking will stay the same. But you have to keep in mind that a small differences may occur depending on the software that you have and the features that the software offers.
You may begin with the process of the internal mail tracking as soon as you receive the post. The person who will be in charge of the mail is also the one who will organize it. It is important to organize the notes that will be received so that you won't be having a tough time during the process.
The people in charge of the notes are the ones who are going to receive the notes, then, he will organize it and finally, he can bar code it. Most companies don't think that all mails should be bar coded since they think that only the large packages are required and the small ones are not. The mail needs to be bar coded by a machine which is usually provided with the tracking software. Read this: http://www.huffingtonpost.com/2013/12/25/ups-christmas-delays_n_4501539.html.
The items in the post will be printed out by unique bar codes from the machine which is provided with the tracking software. The bar code will be printed by the machine provided with the tracking system, after that, the post room personnel should input information about the post into the system. The information includes who it is addressed to and when it came in to the track speed post company.
All of the post needs to be bar coded, in that way, it can be delivered to the staff members. This explains why before you can bar code the post, you need to organize it. This explains why you should organize the post first so that, you can segregate the post for each department and you won't be having a hard time on the delivery. There are different procedures that can help you out in delivering the post to the staff. There are different departments in a company and the company will surely need a help of a mail trolley that will serve as a messenger of the mail to the different departments. However, aside from a mail trolley, there is another option which is called the pigeon hole system where all you have to do is to put the post in a center part of the area and people will just pass there and get the mails by themselves. However, in the pigeon system, it requires a bar code scanner which will be located at the center so that the post which has been removed by people from different departments can still be tracked.
The internal mail tracking system is a kind of system that track speed post company must consider because of the befits it can give.