Analysis and Reporting Survey

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Mail Center Volume Analysis, Tracking and Reporting

-   How Do You Rank?

Mail managers are being asked more and more to track mail center activity and operational performance.  From private corporations to state and federal agencies, many operations track mail volume, delivery efficiency and labor performance.

There is great variation in the methods used to gather this information.  At Mailcom 2007 and subsequent postal seminars, greater attention was being focused on the importance and value of using volume analysis to determine the efficiency of an operation and compare it with industry peers.

A few years ago, we conducted a very successful survey to determine how mail centers prepare for emergencies.  The results of that survey were published and made available privately to everyone who participated in the survey.

We are now conducting a new survey to determine how mail managers track mail volume, incoming accountable items, delivery standards and labor performance.  Of particular importance is what benchmarks are used to determine operational effectiveness and any metrics that are used for analyzing data.

Individual responses will be kept strictly confidential and will not be identified in any reported results.  We will provide copies of the survey results to all those who provide us with information.  In addition, results of this survey will be submitted to Mail Magazine and MSMA newsletters for publication.

 

The Mail Center Volume Tracking, Analysis and Reporting Survey

1.

 

 Does your mail center track incoming accountable items?

 

Yes

 

No

2.

 

 If yes to question #1, how do you track items and report on results?     

2a.

 

 If using PC or PDA-based system, how is the manufacturer of the system?                    

3.

 

Do you record the volume of daily incoming mail?

 

Yes

 

No

4.

 

Is your staffing specific to the amount of incoming mail you receive

?

Yes

 

No

5.

 

Do you record the time necessary to perform such functions as read mystery mail, damaged items or suspicious items?

 

Yes

 

No

6.

 Does your mail center use any automation to record incoming mail?  

Yes

 

No

7.

 

If yes to question #3, do you have any guidelines, metrics or other benchmarks to determine how much labor is needed to process incoming mail? Please explain

8.

 

 Does your mail center track outgoing expedited carrier items?

 

Yes

 

No

9.

 

 Are the outgoing items charged against a department budget?

 

Yes

 

No

10.

 

Do you track outgoing mail?

 

Yes

 

No

11.

 

If yes to question #10, how do you report your outgoing mail volume? 

 

12.

 

Do you track interoffice or pickup deliveries?

 

Yes

 

No

13.

 

Do you provide or receive daily, weekly or monthly corporate volume reports?

 

Yes

 

No

14.

 

How much time does it generally take to capture and report your incoming and outgoing volume (in employee hours)? 

15.

 

Do you compare the results of your analysis with any industry benchmarks?

 

Yes

 

No

16.

 

Do you track delivery performance and compare with internal benchmarks?

 

Yes

 

No

17.

 

If you use any benchmarks, please list the types of industry benchmarks you use?   

 

Thank you for responding to this survey.  Please provide the information requested below. Again, it will be kept strictly confidential.

Thank you.

Dag Gonzalez
Mailsolutions Team
Datamation Systems, Inc

 

Contact Information

 

 

 

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Please submit only once, a confirmation will show up shortly, thank you.

 

 

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Copyright © 2009 Datamation Systems Inc.  Last modified: Monday August 22, 2011