E N T R E P R E N E U R T A S K Vera Wang By Lauren Nelson

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E N T R E P R E N E U R T A S K Vera Wang By Lauren Nelson

  1. 1. Mail Handling Standard Grade Administration Unit 2d
  2. 2. How mail is handled <ul><li>The way mail is handled will depend on </li></ul><ul><ul><li>Size of the organisation </li></ul></ul><ul><ul><li>Number of staff employed </li></ul></ul><ul><ul><li>Volume of mail received or sent </li></ul></ul><ul><ul><li>Level of ICT used by organisation </li></ul></ul><ul><ul><li>Space available for equipment </li></ul></ul><ul><li>In large organisations mail will be dealt with by the Mail Room </li></ul>
  3. 3. The Mail Room <ul><li>The Mail Room is where all the mail that an organisation receives or send is dealt with </li></ul><ul><li>The Mail Room has 2 main areas </li></ul><ul><ul><li>In-coming Area </li></ul></ul><ul><ul><li>Outgoing Area </li></ul></ul>
  4. 4. Example of a Mail Room Incoming Area Outgoing Area Desk Desk Photo- Copier Pigeon Holes Shredder Franking Machine Folding/Inserting Machine Scales
  5. 5. Equipment in a Mail Room <ul><li>Photocopier –to make copies of mail Pigeon holes –to sort mail into departments/workers </li></ul><ul><li>Shredder – to destroy waste paper </li></ul><ul><li>Folding/Inserting Machine – to fold letters into envelopes </li></ul><ul><li>Franking Machine – to print postal impressions (stamps) </li></ul><ul><li>Postal Scales – to weigh the letters or parcels to ensure the postal charge is correct </li></ul>
  6. 6. Ways of receiving mail Postperson Courier Private Box/PO Box Voicemail Fax Machine E-Mail
  7. 7. Dealing with Incoming Mail The procedure for dealing with incoming mail is Sort Mail Open Mail Remove Contents Date Stamp Mail Check & Attach Enclosures Sort Mail into Departments Deliver Mail to Departments
  8. 8. Procedure for Scanning Mail <ul><li>Some organisation now scan all mail on to their computer network </li></ul><ul><li>To do this they </li></ul><ul><ul><li>Open mail as normal </li></ul></ul><ul><ul><li>Scan mail on to network </li></ul></ul><ul><ul><li>E-mail staff a copy of mail </li></ul></ul><ul><ul><li>Shred original </li></ul></ul>
  9. 9. Electronic Sources of Incoming Mail <ul><li>There are various ways of receiving mail electronically </li></ul><ul><li>Voicemail – voice messages left on an answering machine </li></ul><ul><li>E-mail – message is sent from one computer to another computer </li></ul><ul><li>Fax – a copy of a document can be sent to another fax machine </li></ul>
  10. 10. Postal Services <ul><li>1 st /2 nd Class Mail – normal mail service, where letters will take 1 or 2 days to reach destination </li></ul><ul><li>Recorded Delivery – a more secure method of sending mail, letters must be signed for on delivery </li></ul><ul><li>Special Delivery – a secure and guaranteed delivery service, this is expensive to use </li></ul>
  11. 11. Dealing with Outgoing Mail The procedure for dealing with outgoing mail is Collect Mail Sort Mail 1 st /2 nd etc Weigh Letters or parcels Stamp or Frank mail Deliver mail To Post Office
  12. 12. Procedures for Electronic Sources of Outgoing Mail <ul><li>E-mail </li></ul><ul><li>Create Message </li></ul><ul><li>Enter e-mail address of person </li></ul><ul><li>Key in message </li></ul><ul><li>Check message </li></ul><ul><li>Send Message </li></ul><ul><li>Fax </li></ul><ul><li>Prepare message </li></ul><ul><li>Prepare fax cover sheet </li></ul><ul><li>Insert all sheets into fax machine </li></ul><ul><li>Key in fax number </li></ul><ul><li>Send fax </li></ul>
  13. 13. Advantages/Disadvantages of using Electronic Sources of Outgoing Mail <ul><li>Advantages </li></ul><ul><li>Much quicker than postal service </li></ul><ul><li>Messages can be sent at any time </li></ul><ul><li>Paper copies made if required </li></ul><ul><li>Same document can be sent to many people </li></ul><ul><li>Disadvantages </li></ul><ul><li>Cost of equipment </li></ul><ul><li>Staff may need to be trained on how to use equipment </li></ul><ul><li>Must have an ISP to use the Internet </li></ul>

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