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Optimizing Central Mailroom and Messenger Services: Proposals Overview (May 2014)

This document outlines proposals aimed at improving the efficiency and cost-effectiveness of the Central Mail Room and Messenger Services. Currently staffed by a team of 6 messengers delivering approximately 1.1 million items annually, the analysis reveals that many franking machines within departments are underutilized, leading to potential savings of £309,750 per year. The implementation plan includes a phased approach to introduce a shared mail room, enhance delivery services, and reorganize operations, ultimately benefiting the University’s departments and reducing costs.

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Optimizing Central Mailroom and Messenger Services: Proposals Overview (May 2014)

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  1. Estates Services Strategic FMFM ForumOverview of Proposals for Central Mail Room and Messenger Services May 2014

  2. Messenger Services • Current position: • Team of 6 messengers • Around 1.1m items per year delivered • 5 bike rounds, 1 van round • Delivery and collection to University departments • Delivery to Colleges

  3. Mail Room Provision Facts and figures: • Within University departments there are 75 franking machines. • 18 of these are either a zero balance (14) and have not been used for over a year or not used (4). • 34 franking machines process less than £1,000 of mail per year. • Average lease hire and maintenance on a mid-sized franking machine is circa £3,200 per annum. • Royal Mail collection charges around £930 per annum. • Average costs per department £4,130 (excl.staffcosts). • Potential Savings per annum £309,750 across 75 departments.

  4. Consultation • FM Survey to departments in September 2012

  5. Progress • Review of Messenger and Mail Room Services • Complete May 2014

  6. Next Steps and Implementation • Phase 1 Introduction of a shared mail room • Change management with team. • Liaison with Purchasing regarding courier and mail contracts (working group). • Re-organisation of central mail room. • Phase 2 Introduction of bulk delivery service

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