Basic Task of Admin

1. Topic: Mailroom

2. Mailroom:
Is a room in which incoming and outgoing mail is
processed and sorted. Mailrooms are commonly found in
schools, offices, apartment buildings, and the generic post
office. ... The mailroom is responsible for a company's
incoming and outgoing mail.
The primary role of a mailroom clerk is to process and distribute incoming mail
to employees in a corporate setting. They sort mail by hand or might use sorting
machines. They log incoming mail into an internal system as required. ...
Mailroom clerks work for companies in any type of industry

3. Functions of mail room
While many businesses rely more heavily on electronic communication, some still offer
mailrooms that handle any paper mail that goes in and out. A mailroom is similar to a
personal post office for the business. Those who work in the mailroom do many of the
same things that postal employees do.
 External Mail
One of the main functions of a mailroom is to handle all of the external mail for the
company. The post office delivers all of the mail for the location to the mailroom and
picks up all outgoing mail. The mailroom employees then sort all of the mail so it can
reach its intended recipients. In some places, the mailroom employees deliver the mail
directly to each department, while others require someone from the department to come
pick up the mail.
 Internal Mail
Many companies rely on the use of internal mail to send correspondence and paperwork
back and forth. Employees place documents into special interoffice envelopes and
address them to the specific person and department. Mailroom employees either pick up
the interoffice mail from the departments or department employees bring the interoffice
mail to the mailroom for distribution.

4.  Postage
Especially in larger businesses, the mailroom is responsible for making sure that all
outgoing mail has the appropriate postage. The mailroom employees check over all
outgoing mail and give it the appropriate postage based on its purpose in relation to
the business.
 Other Shippers
While the mailroom is mostly responsible for the internal mail and anything that goes in
or out through the post office, it also typically deals with other shippers as well. Anything
that is sent to the business often goes through the mailroom first. This means that delivery
personnel often drop their packages off to the mailroom rather than trying to locate
where the package actually belongs.
 Customer Service
In addition to dealing with postal workers and other shipping personnel, mailroom
employees often interact with other workers within a company. In cases where the
mailroom simply sorts the mail into individual mailboxes, employees come to pick up
their mail. Working in a mailroom requires good customer service skills to keep everyone
satisfied.

7.  Vacuum packaging machine-
 Shrink wrapping machine-
 Envelope printer-
 Folder inserter-
 Letter opener-
Is a method of packaging that removes air from
the package prior to sealing.
The shrink wrap machine sealer is used to
close open ends of the shrink film and the heat
source applies heat to the film to shrink it down
to the product being wrapped.
Directly printing names and addresses onto
envelopes is an easy way to personalize your
mail without applying labels.
IT automates the processing of checks, multi-page invoices,
letters, legal-size documents, inserts and business reply
envelopes.
Letters may be opened by hand or by the letter opening
machine. The machine is used when the number of mail
received is very large.

8. Advantages of Office Machines and Equipment:
1. Makes life simple and easy: Fast and improved technology has allowed people inside the
office to manage their workflow, finish work on time, meet
deadlines and boost efficiency. These emails, computers and
copiers have definitely made life easy.
2. Reduces burden at work easily: By using proper and good equipment, you will be able
to reduce the workload of your employees easily.
3. Cost savings: It reduces all expenses even more. Businesses of all kinds may boost profits
and keeps the workforce costs low
4. More availability: Modern equipment at the office has helped businesses of all kinds in
the past couple of years and continues to do so in many ways
5. Machines used for dictation: A dictation machine is something we all need at the office.
It helps in recognizing software and is essential in your
workplace.

9. Dis-Advantages of Office Machines and Equipment:
1. Expensive machinery: One of the worst points about having office machines is that the
costs of machines are quite expensive.
2. Can break down any minute: The second disadvantage of office equipment is that they
can break down any minute. Now that is sad and could
happen anytime.
3. Makes people lazy: Experts have suggested that office machines also tend to reduce
productivity. People now don’t have to work hard anymore.
4. Fewer jobs for people:
A sad part of office equipment is that there are fewer jobs for
people in general. It is quite sad knowing that the work that could
be given to someone is now being done by a machine.

10. How do you handle office mail?
The process of handling mail are as follows:
Receiving the mail. The incoming mail is received by the mailing department brought to
the office by the postman or messenger.
 Recording the mail
 Stamping the mail
 Disturbing the mail
 Clearing the mail

11. Handling of Incoming or Inwards Mail
in an Office
Handling of Incoming or Inwards Mail in an Office. The Steps are: 1. Receiving and Opening
the Mail 2. Scrutiny of Contents 3. Date-Stamping 4. Recording 5. Sorting 6. Distributing 7.
Keeping the Track.
1. Receiving and Opening the Mail: In a small office the mail is received and opened, by
the secretary or the office manager directly.
2. Scrutiny of Contents:
The contents of the envelopes have to be scrutinized or verified for the following
purposes:
(a) To find out to which department the letter shall be sent;
(b) To verify whether the enclosures as mentioned in a letter really exist or
correspond to the description.

12. 3. Date-Stamping:
On every article of mail received a rubber stamp is fixed which contains the
following:
(a) A serial number for the item received,
(b) The date of receipt,
(c) The time of receipt,
(d) The initial of the post opener.
4. Recording: In some offices a register called Inwards Mail Register or Letters Received
Book is maintained where the particulars of all the articles received
through mail are recorded. This has great value as a source of evidence
whenever any doubt or dispute arises in respect of some incoming article.

13. 5. Sorting: After date-stamping and recording, the mail has to be sorted out for
sending them to respective departments or individuals. For the purpose of
sorting trays or baskets meant for different departments are laid on the
table. In case the number of departments is big, a pigeon-hole (a box
containing partitioned apartments like a pigeonhole) is used.
6. Distributing: The next step or operation is distributing the mail to respective
departments or individuals. The office peons or bearers will do this
job.
7. Keeping the Track: Actually the procedure of handling of inwards mail will be
complete when necessary action on the respective piece of mail
received has been taken. A letter has to be replied or
acknowledged. An order has to be acknowledged and executed or
refused.

14. What is dispatching and explain the various steps used in dispatching the Mail:
In large office this work is done through a dispatch section or mailing section. Centralized
dispatch is advisable because it encourages greater responsibility on various operations
like folding, inserting, sealing stamping, recording and sending out.
The outward correspondence or mail involve three stages before dispatch like production,
signature and control and referencing. Production involves drafting of letters. After
production, the letters are signed by the officer and copies are kept in file for future
reference.
Dispatching involves the following steps :
• Collection of outward mail
• Recording in dispatch register
• Folding of letters
• Preparing the envelopes
• Sealing and stamping
• Posting the mail.