Question

What are the advantages of having a centralized mailing department in an organization? 

Answer 1

Advantages of Centralized Mailing Department

Cost Saving: A centralized mailing department saves costs. Instead of having a mailing seat in each department, a single centralized mailing department can save a lot of staff costs. It results in the saving of clerical labour in various departments. Departmental clerks and stenographers, being relieved of the mail handling work, can perform their departmental work better.

Proper Record: Proper record of letters received and dispatched is maintained in a single department.

Duplication and Errors: Mail-handling operation can be systematized which reduces duplication and errors, thereby effecting saving in time and cost.

Responsibility of Workers: Responsibility for performing the different routine operations can be entrusted to different workers who have a special aptitude for such work. This ensures the accurate and speedy performance of work.

Careful Handling of Letters: Prompt and careful opening of inwards mail, careful scrutinizing of the envelopes and their enclosures, accurate stamping of date and time of receipt and prompt distribution of mail to proper departments and persons is ensured. Similarly, careful folding and insertion into envelopes of outwards mail, proper sealing and stamping of the envelopes, accurate recording in Post Book and prompt dispatch or delivery of the mail is also ensured.