Southern Wesleyan University (SWU) is a private college located in Central, SC. Recently, SWU’s campus post office adopted Received Digital to streamline its mailroom operations and better serve the members of its campus. Shellie Wilkerson, who just recently became the leader of campus post office operations, shared with us about her experience using Received Digital and how it’s made a positive impact for her and the students and faculty her team serves.
Challenge
When the mailroom operations team at SWU was first introduced to Received Digital, the team was using a solution by Pitney Bowes for package tracking. While it was meeting their basic needs for logging incoming packages and notifying recipients, the team realized they were missing out on a lot of benefits of a more modern solution as they began to explore Received Digital and assess their own process more thoroughly.
Specifically, a few key pain points emerged as SWU’s team evaluated their current process in more detail:
- Workflow inefficiencies: The team expressed some challenges regarding their workflow for sorting and handling inbound mail and packages. As they learned about some of the features in Received Digital, like automated recipient assignment, the inefficiencies associated with their existing system became apparent.
- Little information provided to recipients: The existing system didn’t provide detailed information to recipients about their inbound items. This made it difficult for faculty and students to understand what exactly had been received for them by the mailroom.
- High operational costs: The high annual cost of their contract with Pitney Bowes raised concerns regarding the return on investment, particularly given the limitations of their current tracking capabilities.
- Future scaling: With increasing amounts of mail and packages expected as the institution grows, there was a pressing need for a scalable solution that could adapt to changing demands without escalating complexity.
These pain points collectively illustrated a compelling need for a more robust, user-friendly, and cost-effective system, ultimately steering the team towards the consideration of Received Digital as a viable solution.
Solution
With a fully featured free trial of Received Digital, SWU was able to fully test and assess the application in their own environment before making the decision to switch. During the trial period, the team was able to get comfortable with a new, more efficient workflow for receiving and tracking items, and they even tested out the recipient side of the application in order to get accustomed to what students and faculty would see when receiving notifications and accessing their virtual mailbox.
After working through a few nuances related to their particular workflow and tuning Received Digital’s settings to their needs, it became evident to SWU’s team that switching to Received Digital was the optimal solution.
Benefits
Since implementing Received Digital, SWU’s mailroom operations have become more efficient and more beneficial to students and faculty. Empowering mailroom operators to capture images of inbound mail and packages, Received Digital’s automated notifications include the images that were captured, providing students and faculty with more insight into their inbound items than ever before. Shellie noted,
I love that people get to see what they have [in their box] before they come pick it up.
Providing clear and accurate information to recipients has also minimized unnecessary trips to the mailroom and improved the overall communication with recipients. Students and faculty now have much better visibility into their inbound mail or packages, streamlining the pickup process.
The process of receiving items has also become more efficient for the mailroom. With Received Digital’s Auto-Assign functionality, the recipient name is automatically identified when the image of the envelope face or package label is captured. This eliminates the need for manual entry of the recipient’s name, replacing tedious keystrokes with a simple click to confirm.
Received Digital’s modern feature set has set a new standard for mail management at SWU, delivering a reliable solution for a busy mailroom. As far as working through technical questions and receiving support, Shellie added,
The IT people have been fabulous and are very quick to respond when I have sent them emails to help me with a problem or question.
Conclusion
Overall, SWU’s adoption of Received Digital represents a significant advancement in optimizing its mailroom operations. With improved communication, enhanced efficiency, and a scalable solution, Received Digital has become an indispensable tool for managing mail and packages and delivering a seamless mailroom experience for all.
About Received Digital
Received Digital has reimagined the inbound mail and package receiving process, bringing a new and modern application to mailrooms big and small. The core of Received Digital is the virtual mailbox for recipients, which creates an interactive platform between the mail center and its recipients. With image-based notifications and a proprietary machine learning algorithm to automatically assign items to recipients, the entire inbound mail and parcel management process is modernized for greater efficiency.
In an industry where innovation is not expected, Received Digital stands alone, innovating with a customer-first approach. Learn more about how it works here, or request a demo from one of our experts to see it in action!
