avon solutions & logistics (p) ltd. · pdf filepage 3 avon solutions & logistics (p)...

Avon Solutions & Logistics (P) Ltd.

We manage your mailrooms…gain the winning edge…

People Process Technology

From our desk… At Avon, we are committed to deliver excellence to our customers. When we first offered mailroom outsourcing solutions, it was primarily for manpower purposes. In our pursuit to offer excellence to our customers, we adopted systems and procedures, and discovered a whole new way of offering the solution. The results such as cost reduction, increase in mailroom productivity, increase in corporate productivity and even employee morale though were incidental, has now become the bench mark. We have set the trend. Today Corporate India is facing new challenges and a whole new way of doing things. It is waking up to unprecedented business growth and pressure to rise to international levels. Outsourcing non-core functions for better accountability, higher efficiencies, contingencies and near zero error business process, are calling the shots. At Avon, we serve our customers like a true business partner. We concentrate in not only elevating our service standards through continuous improvement initiatives, but in the process enable our customers enjoy the best of business practices. Be it the trained and well motivated manpower, or the highly streamlined processes, or interspersing of latest technologies for authentication such as PDA’s, RFID, etc., we endeavour to bring in total user delight and empowerment. We always matched up our pace with our clients’ and today in every Corporate we are functional our solutions are true international show case in terms of design, process, and technology adoption. In every module, we have been integrating such as pre-processing of mails, instant & anywhere query resolution mechanisms, mailroom information kiosks, etc. our spirit to innovation and customize solutions, has earned us recognition. No wonder we are the first choice mailroom service provider for companies such as Standard Chartered Bank, Accenture, Microsoft, …to name a few. Let us manage your mailrooms…we will strive to make it your winning edge… K.Krishnakumar


AAbboouutt uuss We are the pioneers in India, offering integrated mailroom management solution with clients across diverse industries such as Banking, Insurance, Consulting, Technology, manufacturing.

By combining maximum automation, high quality processes and well-trained manpower, we enable a complete

transformation of your conventional mailroom division.

All our processes, training methodologies, software, technology integration, mail management expertise, quality rigors followed are proprietary in nature. All of our customers have saved enormous costs & realized substantial value addition.

Our mission is to be the first choice provider of mail room management solution by creating substantial competitive advantage for our clients.

MMaaiillwwoonnee –– aann EEnntteerrpprriissee lleevveell mmaaiillrroooomm ssoolluuttiioonn…… Mailroom is the gateway of communication in any organization. Mailroom connects you, your customers, your suppliers and all your stake holders, more than even telephone & internet.

Therefore, right from your employee morale to customer satisfaction to Corporate productivity to even revenue cycles - everything is affected by the mailroom.

At Avon, we understand every responsibility of an efficient mailroom solution and its pivotal role in your organization. Therefore, through our product MailwONE™, we offer mailroom management as a totally rounded enterprise level solution that elevates the conventional mailroom into the power centre of your office.

So for Corporates like yours, requiring the ultimate in efficiency for their mailroom operations, we provide a

completely enhanced mailroom management solution that streamlines and accelerates corporate communication, by interspersing technology, streamlining processes, increasing productivity, improving service quality and creating total customer delight.

WWhhaatt ccaann wwee ddoo ffoorr yyoouu …… We cater to an entire breadth of customized mailroom services which are even beyond conventional mailroom management solutions.

Our product is based on the foundation of a typical onsite mailroom unit indulging in sorting, mail rounds, vendor interaction & management, inbound & outbound mail management etc., and top it up with value add-ons like MIS generation, customer service, cost management, vendor management, and even pre-processing of mails.

Typically, our solution encompasses well trained manpower highly defined proficient processes complete Automation of mailroom operations with proprietary software and authentication using up-to-date technology.

With technology interspersing which you would have never dreamt off at the mailroom level, we strive to bring the mailroom to your fingertips.

For instance, for industries such as IT/ BPO, we offer front end mailroom solutions which aptly integrates up to date technologies and highly skilled manpower to offer a truly world class mailroom solution. Similarly for industries such as banking and insurance, we offer back end mailrooms, a highly automated and well designed solution resembling a miniature courier operation with enhanced pre-processing capabilities and matching manpower profile.

Whatever be the type of mailroom, our solution is characterized by both tangible & intangible benefits which range from cost reduction over a period of time, reduction in querying time, enormous increase in mailroom productivity, and even increase in corporate productivity.

For instance, our vendor management practices have not only reduced vendor base drastically, but also posted 15% to 20% savings even in mailing costs for most of our clients. Similarly, through a combination of technology solutions, we have reduced mailroom queuing time from 20 minutes on an average to almost instantaneous. Till then, nobody could even gauge the loss in corporate productivity due to mailroom queuing.

Similarly, our module on custom specific pre-processing of mails has given a new dimension to the scope of mailroom work and saves on productive time of your prime staff from mundane activities.

In effect, we have been able to offer our clients tangible cost savings and enormous savings in intangible costs, which together, in most cases, has annulled our own mailroom rentals.

Mail wONE Completely enhanced

Mailroom management Solution that streamlines and accelerates corporate

communication

Total user delight&

Value creation –That is our motto!

Some of our customersAccentureDeloittet he BDeu sc ank

Standard Chartered BankIndian School of Business

MicrosoftTata Life

MediAssist


Integrated approach – People, process and technology People - Mailpro

People are the fulcrum of our solution. Through MailPRO, the manpower module of our Mailroom management Solution, we

ensure that our clients are served by highly proficient true mailroom professionals, who are -

Well trained Responsible & capable of handling any emergency &

contingency Motivated & rewarded and hence highly productive Identify with superlative career growth possibilities

MailPRO has a systematic approach towards prudent manpower management right from hiring, training, placing, rotating, motivating, till rewarding. We have in-house training sessions and also ensure uninterrupted manning of your mailroom activities every time efficiently. No wonder, our clients have consistently expressed their contentment over the quality of our manpower, their performance and very low employment turnover. Process - Ī-MAP

At Avon, we understand that for a truly elevated approach to mailroom management, it is just not enough to have good manpower and supporting software. What is needed is a genuinely custom designed “INTELLIGENT MAILROOM MANAGEMENT SYSTEM & PROCESS” which

ideally suits your kind of business & work style and maps manpower and technology with the whole organization seamlessly.

Avon’s I-MAP is purported to design specifically for your kind of business, a proficient & intelligent mailroom management process. I-MAP decides the kind of manpower required, extent of technology and automation, mailing schedules, mail round schedules, etc and redesigns the entire work flow, the complete layout of inbound mail management, out bound mail management, vendor management and other value added services as it would deem fit. I-MAP also ensures that every activity of the processes achieve maximize efficiency to our client at every stage, so that the client can be rest assured on best practices & procedures. Technology - MailIT Our main USP stems from our extensive use of automation & up to date technology in hitherto neglected area – Mailroom. At Avon, we endeavour to elevate your mailroom up-to-date in technology & Automation, and thus improve your business communication speed and create a competitive advantage in the long run. Our proprietary software is first of its kind with features, robust to handle a heterogeneous environment like in India.

The software is highly feature rich. Right from capture of every mailroom activity, till high level reports such as mail usage pattern department wise, customer communication tracking, timely reply reminders, cost allocation, the software spans the entire breadth of possible management information.

Technology options to choose from Till date, whereas other divisions of a typical corporate have been technology enabled, the mailroom was largely neglected and thus was clamping the business process speed and giving room for misuse. We closely evaluate the technology developments that can make your mailroom and thus your business more efficient, productive, up-to-date and thus closer to the customer. We offer a range of technology solutions to choose from, for secure and error free mailroom operations. Some of them are first of its kind even on an international scale.

TrackIN Uses authentication technologies such as Bio metric, RFID tags, HID/Access cards, Signature Pads for inbound mail management & electronic storage of proof of delivery; Very secure & hence enormous reduction in frauds & misuse; Enormous reduction in TAT in mail rounds, etc.

Mailkiosk Mailroom information at common areas through touch screens for employee use; Very useful in Corporates with high employee base such as IT & BPO’s & high volume of personal mails; Avoids queuing of employees at mailroom premises; Reduction in loss of Corporate productivity due to mailroom queuing.

Mailnet Inter branch mailroom networking for Corporates with large branch network; Very useful for banks, insurance companies, telecom, etc.; Aimed at co-ordinating & Synchronising of Independent mailrooms of multiple branches to work in unison; Instant update on Inter branch mails to be received for automatic cross verification.

Software Highlights - Total Process management & automation - Central repositary for all mailroom data - Tracks vendor performance, rates and time

management - Tracks cost management department wise - Prompts users to reply, forward, or take action, in

effect prioritizes/ advises on course of action - Enables query resolution of any dimension - Integrates/ and synchronizes multiple mailrooms

for the same client - Resources management & allocation - Productivity monitoring & management - Activity based Profitability tracking - Activity based Quality checks.


Scope of service The scope of our services is broadly classified as below:

Inbound mail management It is a myth inbound mails have nil cost. Lack of efficiency in

inbound mail management directly hits Corporate productivity. Our inbound mail management system is designed to offer total delight to you. So no more mailroom queuing,

delayed query resolution, or frequent misuse of mails! The scope of services includes:

Customised inbound mail management process Complete Electronic data capture and systems driven control

& monitoring Immense significance given to TAT to minimize errors &

misuse Instant capture of Proof of delivery within the organisation

through variety of options such as PDA, Signature Pads,RFID technologies;

Archiving, and destroying in case of incoming mails

Outbound mail management Mailing costs can be quite perturbing especially if you are a

large corporate with high volumes of domestic and cross border mailing. Our solution has a holistic approach to the entire outbound mailmanagement. We implement best

practice procedures, that enable streamlining of vendor base and incidentally in most cases reduction in mailing costs. Our scope of services includes:

Collection of outbound mails at pre-defined collection points Vendor management, contract negotiation, Cost

management; All round monitoring & efficiency management in terms of

synchronisation of courier cut off times with internal worktime, data capture of all outbound mailing and contentverification;

Consolidation, Bulk mailing, Franking; Track deliveries alongside third party courier tracking

mechanisms; Instant/ Automatic feedback to the senders on mail status Mail rounds such as Inter office shuttle, Time bound Intra-

office messenger services,

Vendor management With more than 2000 courier players not to mention India

post, vendor management is the most challenging job of a mailroom manager.Being a professional & independent

mailroom operator, we assume total vendor management responsibility for domestic & cross border mailing, driven by best practices & procedures. Our Vendor management module includes

Vendor contract management, Maintenance of standard vendor base,

Transparent dealings with vendors through tripartitearrangement on parameters such as Price, routes covered,Geographic areas, service levels, Proof of delivery, TAT, etc.

All these enable us to offer – Shortest turnaround time, Consolidation of documents & hence scope for cost savings,

Cost optimization through negotiation, Best possible and most economical service.

Value added Services We are committed to integrate as much of services as possible to maximize the mailroom potential. For instance, some of our value added services include MIS & Reporting, Pre-processing of inbound mails, etc. Both these services have been offering enormous savings in Corporate productivity and surfacing of many key mailroom misuse & prblems.

MIS & Reporting We treat mailroom with very high significance and hence

forward as much MIS as possible to empower our users. Its vital, to analyse &understand the communication pattern,costs associated, which department is more mailroom dependent. Such as –

- Constant monitoring & bench marking the vendors throughvendor analysis module with MIS & reports for bargaining power;This has facilitated cost savings.

- Destination analysis to enable consolidation of mails betweenbranches.

- Department wise mailing pattern, etc

Pre-processing of mails Corporates spend considerable amount of middle

management time to check contents of even routine incoming mails. These jobs are drudgery and if subject to some pre-processing stage would lead to substantial savings in productive time of prime

employees, and thus reduction in time to process customer queries. In short, it could be yet another significant step towards your overall pursuit to total customer satisfaction.

For instance, checking contents for insurance claims or Letters of credit are routine and, can easily be coded into a basic set of rules which can be followed at the mailroom stage itself. This has resulted in substantial value addition to our clients.

We have integrated custom specific pre-processing leg to enable corporates gain the maximum productivity out of mailroom and, out of own prime employees. Some of the pre-processing functions we are undertaking include:

Inbound Drafts/ Cheques processing Claims processing in case of insurance companies LC processing for complete set of attachments

Customer Value At Avon, the customer is our reason for existence. That commitment to the customer has been instilled in every Avon employee. Avon’s history and future are inseparably linked to delivering value to our customers.

Till date, we have created more value for our clients than our mailroom rentals. In most cases, the tangible and intangible benefit together has annulled our mailroom rentals. No wonder, we have had 100% client retention year on year.

We will always strive to position every mailroom we operate to be a true international show case in terms of design, process and technology.


Tamilnadu, INDIA.

For more informationVisit us at www.avonsolutions.com, www.avonsolutionsindia.com

Contact

Avon Solutions & Logistics Pvt. Ltd. 1, Playground View Street, Nandanam Extension,

Chennai - 600035.Ph : +91 44 24315611, +91 44 24325612

EMail: [email protected],[email protected]

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