Automation of Mailing Activities

Project
Done By: Makea Goodman
Teacher: Mr. Blanchard
Due Date: 28th September 2022
Homeroom: 4 General
Subject: Office Administration
Table of Contents
Is automation in the mailroom is necessary or beneficial…………………...page 3

Five Automated machines used by business for mailing activities…………….page 4

Folding machines…………………………………………………………………page 5

Sealing machines………………………………………………………………………………………page 6
Collating machines……………………………………………………………………….page 7
Franking machines…………………………………………………………page 8
Addressing machines…………………………………………………………………………………page 9
Advantages and disadvantages of each………………………………………………………pages 10-14
Is automation in the mailroom is necessary or beneficial
Because it makes it simpler for office workers to handle mail with the aid
of machines, automation in the mailroom is beneficial and necessary. Due
to the quicker completion of the work, there would be a bigger increase in
production.
Five Automated machines used by business for mailing activities

1. Folding machines
2. Sealing machines
3. Collating machines
4. Franking machines
5. Addressing machines
● Folding machines

Folding machines are designed to prepare

letter-sized documents for mailing. Some
folding machines can also collate, fold,
staple and insert sheets of paper into
envelopes. With just a push of a button
they give high quality finished results.
Folding machines are both effective and
productive and are ideal for any operation
in the office.
● Sealing machine

Sealing machines accelerate the sealing of

envelopes thus eliminating manual wettin and
folding of flaps and sealing of envelopes. They
can seal envelopes with either round or or
pointed flap.
● Collating machines

Collating machines assemble the sheets of multi

paper documents. The machine as a remote
control system. They:

- Increase work efficiency with their high speed

- Eliminate the fatigue of manual collation
- Use less space than manual collation does
● Franking machines

A franking machine is a machine made

specifically to prepare documents that are
letter size. Additionally, this machine can
gather, mix, staple, and insert pieces of
paper into documents.
● Addressing machine

An addressing machine prints mailing

addresses, bar codes and customised
messages on envelopes and labels
Advantages and disadvantages of a folding machine
● Advantages
- Create better quality product. A folding machine will produce better and
dependable folds, resulting in a better, more organized output.
- Saves time. The folding machine will allow for a task that would take weeks to
finish manually to be complete within hours.
- Your staff will spend less time folding documents thanks to a paper folding
machine. Your staff will have more free time if you spend less time having them
fold paper.
● Disadvantages
- There is always a chance that the folding machine will malfunction, which could
postpone the processing of your daily mail.
- Maintenance and the necessary repairs increase the cost of your daily mail
Advantages and disadvantages of a sealing machine

● Advantages
- Low enough noise level to allow office workers to work peacefully
- Is able to maintain its speed and produce accurate results in a timeless
fashion
- Is an automatic machine that will complete the job at hand on its own. The
operator simply needs to stack the prepared envelopes into the feeder and
press a button
● Disadvantages
- The machine can et jammed very easily
-
Advantages and disadvantages of a collating machine

● Advantages
- Very easy maintenance
- The machine uses less space than a manual collating machine does
- They work fast
● Disadvantages
- Not including movable catch tray which can separate each collated set
- Collating is its only function
Advantages and disadvantages of a franking machine

● Advantages
- Arrangements can be made for mail collection
- It saves time (some machines frank more than 100 envelopes per minute)
- It saves cost and enhances communication by printing customised slogans,
graphics, logos and a return address from digital memory cards wen franking
the envelopes
● Disadvantages
- Payments for postage have to be made in advance
- They are not economical for a firm with a small volume of mail
Advantages and disadvantages of an addressing machine

● Advantages
- There are less errors in the envelope
- Reduces burden at work easily
- Increases productivity
● Disadvantages
- Machine could breakdown
- Makes workers lazy