Onsite Mailroom offers you a controllable and convenient resource to achieve your mail-based productivity, compliance and security goals – while controlling costs, improving efficiency and maximising value.

The Onsite Mailroom services include:

• processing inbound mail by clearing PO Boxes and Private Bags and receiving and processing inter-site mail bags. We’ll open, sort, classify and deliver your mail and, if you wish, process returned mail, manage your mail runs, track mail and process remittances
• processing outbound mail by operating scheduled mail collections throughout your organisation, then classifying and processing the mail for dispatch via inter-site mail bags or a postal operator such as New Zealand Post. To maximise service delivery, we’ll make final mail runs late in the day
• aggregating your mail to assist you to get maximum value from domestic and international postal rebates and inter-site courier bags subject to certain New Zealand Post requirements
• managing and distributing faxes
• managing couriers, including receiving, processing and delivering inbound courier items; electronically tracking courier items from delivery to recipients; and processing, dispatching and tracking outbound courier items
• screening mail offsite before delivering it to your organisation. Our onsite teams are also trained to identify and react to suspicious mail items.

We can also manage your non-core third party suppliers – removing costs from your procurement and finance functions by:

• managing contracts/service level agreements
• monitoring day-to-day service delivery and benchmarking performance
• reconciling, cost-coding and consolidating invoices, including uploading them to your core systems
• paying suppliers and presenting a single consolidated invoice to you for payment
• undertaking tender reviews and management
• providing consultancy services to re-engineer networks, improve processes and reduce costs.

Account management

Your Converga onsite Service Delivery Manager will be responsible for day-to-day mailroom operations and account management. They’ll be supported by an Account Manager, who is in turn supported by our National Operations team. The account management approach will include:

• regular reports on key performance indicators and mail volumes, tailored to your specific requirements
• regular operational meetings and quarterly strategic meetings to keep you up to date on opportunities for development and potential threats to operations
• surveys of key users every six months, using simple and powerful electronic tools.