Unit 2d - Mail Handling


Published on

Published in: Technology, Business
  • Be the first to comment

  • Be the first to like this

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide

Unit 2d - Mail Handling

  1. 1. Mail Handling Unit 2D
  2. 2. Learning Outcomes <ul><li>Features of a Mail room </li></ul><ul><li>Caledonian Health & Fitness </li></ul><ul><li>Mail room Equipment </li></ul><ul><li>Types of Mail </li></ul><ul><li>Incoming Mail </li></ul><ul><li>Outgoing Mail </li></ul><ul><li>Internal Mail </li></ul><ul><li>Electronic Communications </li></ul><ul><li>E-Mail </li></ul><ul><li>Fax </li></ul><ul><li>Advantages and Disadvantages of electronic Communications </li></ul>
  3. 3. Features of a Mail Room <ul><li>The Mail room is essential in every modern office as it is responsible for ensuring that information is processed as quickly and efficiently as possible </li></ul><ul><li>The equipment that is now available to organisations is more advanced and as a result mail rooms are a lot more efficient </li></ul>
  4. 4. Features of a Mail Room <ul><li>Standardised pieces of equipment which are used in mail rooms are: </li></ul><ul><ul><li>DATE STAMP </li></ul></ul><ul><ul><ul><li>This is to stamp the mail when it arrives to ensure that all information is processed quickly </li></ul></ul></ul><ul><ul><li>LETTER OPENER </li></ul></ul><ul><ul><ul><li>It is essential that this is used to prevent any enclosures being ripped by accident </li></ul></ul></ul><ul><ul><li>STAPLER </li></ul></ul><ul><ul><ul><li>If there are any ENCLOSURES in the envelope then all pages must be stapled together to ensure that no information is lost </li></ul></ul></ul>
  5. 5. Caledonian Health & Fitness <ul><li>Mr Nichols introduces Mr </li></ul><ul><li>Burns to the newly </li></ul><ul><li>refurbished mail room and </li></ul><ul><li>describes to him why the </li></ul><ul><li>NEW equipment is more </li></ul><ul><li>effective than the old </li></ul><ul><li>equipment </li></ul>
  6. 6. Mail Room Equipment <ul><li>Mr Nichols has recently bought the following </li></ul><ul><li>equipment: </li></ul><ul><li>FRANKING MACHINE </li></ul><ul><ul><li>This is used to date and stamp the mail </li></ul></ul><ul><ul><li>The company’s log can also be affixed to the package which means that the receiver is able to easily identify who it is from </li></ul></ul><ul><ul><li>This is a more suitable method when dealing with large amounts of mail as beforehand the Mail Room Assistant would have to lick and apply stamps individually </li></ul></ul>
  7. 7. Mail Room Equipment <ul><li>Voicemail </li></ul><ul><ul><li>Messages are able to be left out with normal office hours </li></ul></ul><ul><ul><li>Staff can be trained to record messages and deliver them to the appropriate employee </li></ul></ul><ul><ul><li>This is more suitable than relying on a written message as they can be easily lost and can only be delivered when there are employees present </li></ul></ul><ul><li>Fax and E-mail </li></ul><ul><ul><li>BOTH METHODS ARE DISCUSSED IN GREATER DETAIL LATER ON IN THE PRESENTATION </li></ul></ul>
  8. 8. Group Activity Ask permission from your teacher first!!! <ul><li>In what ways are mail delivered to your school? </li></ul><ul><li>How is the mail sorted? </li></ul><ul><li>Whose responsibility is it to deliver the mail? </li></ul><ul><li>How is mail sent out with your school? </li></ul><ul><li>Create a report using Microsoft Word on how </li></ul><ul><li>effective the Mail room is in your school and </li></ul><ul><li>identify ways in which you would improve the </li></ul><ul><li>current methods used </li></ul>
  9. 9. Activities <ul><li>Complete the following tasks in your Activities booklet: </li></ul><ul><ul><li>Question 1: Mail room equipment </li></ul></ul><ul><ul><li>Question 2: Fax Machine </li></ul></ul><ul><ul><li>Question 3: New Mail room – Cellular Office? </li></ul></ul>
  10. 10. <ul><li>At Caledonian Health & Fitness </li></ul><ul><li>information is communicated in a </li></ul><ul><li>variety of ways. There are 3 </li></ul><ul><li>main ways in which mail is processed: </li></ul><ul><li>INCOMING Mail </li></ul><ul><ul><li>This mail is RECEIVED by the organisation </li></ul></ul><ul><li>OUTGOING Mail </li></ul><ul><ul><li>This mail is SENT OUTWITH the organisation </li></ul></ul><ul><li>INTERNAL Mail </li></ul><ul><ul><li>This mail is SENT WITHIN the organisation </li></ul></ul>Types of Mail
  11. 11. <ul><li>Mr Millar has set up the following procedure to </li></ul><ul><li>deal with INCOMING mail: </li></ul><ul><li>Open the mail carefully – there may be ENCLOSURES inside eg cheques; certificates etc </li></ul><ul><li>Record any REMITTANCES in the REMITTANCES BOOK – this is where money has been sent into the organisation </li></ul><ul><li>Check and sort mail into DEPARTMENTS and DATE STAMP all mail </li></ul><ul><li>Give a CODE to each piece of mail – this helps the mail to be delivered to the correct department quickly </li></ul><ul><li>Place in Department/Employee’s pigeon hole in the mail room </li></ul><ul><li>Deliver to correct Department/Employee </li></ul>INCOMING Mail
  12. 12. <ul><li>Mr Millar has set up the following </li></ul><ul><li>procedure to deal with OUTGOING mail: </li></ul><ul><li>COLLECT mail from all Departments </li></ul><ul><li>SORT mail into the correct categories eg First Class; Second Class; Recorded Delivery </li></ul><ul><li>WEIGH the mail </li></ul><ul><li>Affix the correct STAMP to the mail or use the FRANKING MACHINE </li></ul><ul><li>Deliver the mail to the POST OFFICE </li></ul>OUTGOING Mail
  13. 13. <ul><li>Mr Millar is responsible for ensuring that all </li></ul><ul><li>internal mail between the 5 functional areas is </li></ul><ul><li>processed efficiently. He has set up the </li></ul><ul><li>following procedure to deal with INTERNAL mail: </li></ul><ul><li>Collect mail from employees’ OUT trays </li></ul><ul><li>URGENT MAIL should be delivered immediately </li></ul><ul><li>Make sure that the mail is labelled correctly ie that it says who it is FROM and who it is GOING TO </li></ul><ul><li>Make sure that PRIVATE / PERSONAL / CONFIDENTIAL mail is sealed in an envelope </li></ul><ul><li>If the mail is going to MORE THAN 1 person photocopy the document and attach a CIRCULATION SLIP </li></ul>INTERNAL Mail
  14. 14. Activities <ul><li>Complete the following tasks in your Activities booklet: </li></ul><ul><ul><li>Question 4: Main types of mail </li></ul></ul><ul><ul><li>Question 5: Incoming mail </li></ul></ul><ul><ul><li>Question 6: Create procedure for Outgoing mail </li></ul></ul><ul><ul><li>Question 7: Internal mail </li></ul></ul>
  15. 15. <ul><li>Technology is constantly changing and improving. </li></ul><ul><li>The increase in technology has led to a significant </li></ul><ul><li>improvement in communications in modern offices. </li></ul><ul><li>The electronic forms of communications which have </li></ul><ul><li>revolutionised the way in which people work are the </li></ul><ul><li>following: </li></ul><ul><li>E-Mail </li></ul><ul><li>Fax machine </li></ul>ELECTRONIC COMMUNICATION
  16. 16. <ul><li>E-MAIL is a very popular method of sending mail </li></ul><ul><li>both internally and externally. In fact ALL </li></ul><ul><li>businesses today feel that without e-mail they </li></ul><ul><li>would be at a huge disadvantage as it is a very </li></ul><ul><li>fast and efficient method of communicating. </li></ul><ul><li>INTERNAL E-MAIL </li></ul><ul><ul><li>The organisation’s own computer network is known as an INTRANET. </li></ul></ul><ul><ul><li>Messages are sent from from one computer to another using e-mail software and the Intranet </li></ul></ul><ul><li>EXTERNAL E-MAIL </li></ul><ul><ul><li>Messages are sent from one computer to another using e-mail software and the INTERNET </li></ul></ul><ul><ul><li>The Internet is a global network – it means you can communicate with anyone in the whole world! </li></ul></ul>E- Mail
  17. 17. <ul><li>Mr Millar must inform all employees to carry </li></ul><ul><li>out the following procedure: </li></ul><ul><li>Check mail box ( INBOX ) at regular intervals </li></ul><ul><li>Deal with URGENT mail straight away – urgent e-mail is indicated by having a red exclamation mark next to it </li></ul><ul><li>If the e-mail is to be read by more than one person make sure that all names are copied on to the address A DISTRIBUTION LIST can be created if you contact the same group of people on a regular basis. For example your teacher could create a distribution list for your class and e-mail tasks or homework to you all! </li></ul>What Procedure will Mr Millar use for INCOMING E-Mail?
  18. 18. <ul><li>Mr Millar must inform all employees to carry </li></ul><ul><li>out the following procedure: </li></ul><ul><li>Check that the correct address is entered into the e-mail message </li></ul><ul><li>Make sure that all attachments have been added (if appropriate) </li></ul><ul><li>Identify the nature of the message ie if it is urgent affix the red flag so that the recipient knows to deal with the message immediately </li></ul><ul><li>If you are using a distribution list make sure that ALL members are added to ensure no-one is left out </li></ul>What Procedure will Mr Millar use for OUTGOING E-Mail?
  19. 19. <ul><li>The Fax machine is used to COPY a document </li></ul><ul><li>The document can contain text, graphics or photographs </li></ul><ul><li>Once the images have been copied the fax sends it electronically over a phone line anywhere in the world! </li></ul><ul><li>Fax machines can be used to SEND and RECEIVE information </li></ul><ul><li>Most organisations install a separate phone line for the fax machine to ensure that messages can be sent and received quickly </li></ul>The FAX Machine
  20. 20. <ul><li>Mr Millar must inform all employees to carry </li></ul><ul><li>out the following procedure for OUTGOING </li></ul><ul><li>faxes: </li></ul><ul><li>Make sure that the sender’s name, organisation, fax and phone number, and number of pages being sent is clearly shown on the fax cover letter </li></ul><ul><li>Collect the TRANSMISSION REPORT to confirm that all the information has been sent </li></ul>What Procedure will Mr Millar use for dealing with OUTGOING FAXES?
  21. 21. <ul><li>Mr Millar must inform all employees to carry </li></ul><ul><li>out the following procedure for INCOMING </li></ul><ul><li>faxes: </li></ul><ul><li>Make sure that the fax machine is checked on a regular basis to prevent paper being trapped </li></ul><ul><li>Check the number of pages RECEIVED to the number of pages stated on the Fax cover sheet </li></ul><ul><li>Staple all the pages of an incoming fax together </li></ul><ul><li>Make sure that all incoming faxes are delivered to the Department/Employee as soon as possible. It is important to note that if the fax is marked URGENT that it must be delivered to the employee immediately </li></ul>What Procedure will Mr Millar use for dealing with INCOMING FAXES?
  22. 22. What are the Advantages and Disadvantages of using Electronic Communication? <ul><li>Cheaper </li></ul><ul><li>Quicker than the Postal service </li></ul><ul><li>Able to send the message/document to multiple group of people </li></ul><ul><li>People are able to respond immediately to the message </li></ul><ul><li>System may have a virus or crash resulting in important information being lost </li></ul><ul><li>It is very expensive to buy the hardware and software required to communicate in this way </li></ul><ul><li>Staff need to be trained </li></ul><ul><li>Some may feel afraid of the change and work against it causing disharmony in the workplace </li></ul>Advantages Disadvantages
  23. 23. Activities <ul><li>Complete the following tasks in your Activities booklet: </li></ul><ul><ul><li>Question 8: E-mail </li></ul></ul><ul><ul><li>Question 9: Fax machine </li></ul></ul><ul><ul><li>Question 10: Use of advanced technology </li></ul></ul>