Transforming Mail Management: Josai International University Moves from Handwritten Logs to Digital Solutions

Introduction

Josai International University, located in Togane City, Chiba, has successfully transitioned its mail management system, moving away from time-consuming handwritten logs to modern digital efficiency, thanks to the 'Todokeru' cloud management platform provided by Todokeru Co., Ltd. This transformation has resulted in significant time savings and improved overall operations at the university.

The Challenge

Before integrating Todokeru's solution, the university faced challenges associated with handling incoming deliveries. The process typically involved dedicating over an hour each morning to handwritten record-keeping, with administrative staff juggling various forms of communication to keep faculty informed about their packages. This archaic method not only consumed precious time but also created inefficiencies that weighed heavily on campus personnel. When faced with an influx of deliveries after long breaks, the situation became even more daunting.

Moreover, staff members frequently had to traverse the expansive campus to distribute packages personally, leading to concerns over lost items due to improper tracking or accidental misplacement before they could be logged.

Selecting Todokeru

The decision to implement Todokeru was reached at an astonishing pace, as the university recognized that the solution aligned perfectly with its needs. Clear benefits associated with the system were quickly identified, which facilitated rapid approval for its adoption within the institution.

“Seeing that their service could address our immediate concerns was crucial for us,” stated a university representative, highlighting the ease of transitioning to a solution that fit their limited budget.

Results Achieved

Post-implementation, the results were remarkable. Task completion time was dramatically reduced to approximately one-fifth of the prior duration, equating to an impressive 80% reduction in time spent on mail management. The new process allows staff to capture tracking numbers simply by taking a picture, expediting the logging of each item to less than one minute. Additionally, the automated notifications—including photos of packages—encouraged faculty members to collect their deliveries proactively, thereby streamlining the entire experience.

The visibility gained from the new system has reduced inquiries and package tracking incidents, lightening the psychological burden experienced by staff due to previous frustrations. On average, the university now faces far fewer queries concerning delivery statuses, reflecting a significant improvement in operational efficiency.

Highlights of the Interview

The full interview with key figures from the university's General Affairs department, including Sasaki, Murayama, and Ito, delves deeper into the successful transition and its implications. Here are some focal points:

- Effective Communication Strategy: The steps taken to gradually introduce the new system to all staff members and ensure widespread acknowledgment and adoption have been instrumental.
- Addressing Risks: How visual tracking of deliveries has mitigated risks of loss and enhanced staff confidence in the process.
- Long-Term Digital Transformation: Insights on how this initiative aligns with broader digitalization objectives across the university, including the potential for timelines in card punching and entry-exit management.

Representative Comments

“The most impactful change has been the substantial reduction in labor hours. The inclusion of photographs allows us to efficiently manage what remains and what has been collected. We truly feel relieved compared to previous operations,” expressed one of the staff members involved in the transition.

For a more detailed look into the operational workflow and challenges overcome, check the complete interview here.

About Todokeru

Todokeru Co., Ltd. aims to revolutionize parcel logistics by digitizing mail and delivery management. Their services not only facilitate efficient workplace dynamics but also encourage new office models.

Todokeru Services

1. Mail Management Application: 'Todokeru' manages incoming postal and delivery items in a cloud-based application efficiently.
2. Cloud Mail Room Service: This service allows Todokeru to remotely handle mail reception, sorting, notifications, and forwarding, relieving employees from the burden of in-office mail logistics.

For those looking to adapt towards a more efficient mail management system, Todokeru presents a transformative opportunity.