Thursday, October 29, 2015

Header cards for hold mail

A couple of weeks back I had about 20 different addresses on vacation hold all at one time.  A couple of them get quite a bit of mail and my hold mail trays were jam packed, so much that I missed seeing the resume dates on a couple of different days.  I realized that I needed to find a solution so that I wouldn't miss seeing the cards.  I used to just use the yellow hold cards in the tray, and the white printouts for the ones that were entered online.  The white ones are so easy to miss or get stuck in the middle of the mail, so I came up with an idea to make it all look a little cleaner, easier for me to find when filing, and easier for the clerks when they pull the mail as well.  I grabbed a bunch (probably 20 for my route) of those red plastic cards again.  Used those adhesive plastic sleeves for the labels to go in, and then I marked the cards with my route number so I'll actually get them back when they come to get the mail at the front window. 

The way I'm using the cards- I put the red card in the front of the bundle in the hold tray.  I have my hold cards separated in my case in 2 groups, current holds- sorted by end date, and future holds- sorted by begin date.  Each morning I glance at each one as a double check.  If I have extra time I make up the header cards and put them in with the future holds.  It's been working very well so far.  

Another option is to keep the plastic cards in the case for when you file the hold mail.  It makes it easier to sort through.

I've given a list of supplies to management and we are working on making a station of sorts with all of the materials you'll need to do the projects I've posted about.  Hopefully it will be available in the next couple of weeks so that it will be easier and quicker to get these things in place.  I'll be printing out directions and time estimates.  Each project varies in the amount of time they take, but by investing a little time in organizing (especially when you've gotten an unexpectedly easy day), it saves so much time in the long run.  I notice that I'm less flustered and everything just goes smoother now, even though some of the things I've done are more to help out the subs on the route.  It also takes me so much less time to deliver my route on a daily basis, even keeping up with changing names in the boxes, marking holds and everything else.

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