Source: Deutsche Nachrichten
An efficient head office should make it easy for employees to get what they need. Yet collecting a parcel or picking up a prepared laptop can involve several messages, a visit to the wrong department and another appointment. When colleagues work different office days, even straightforward handovers become an extra task for reception, the mailroom and IT.
COSYS Smart Lockers give insurers a practical way to organise these exchanges. Teams prepare deliveries and equipment when it suits their workflow; authorised employees collect them during building access hours. Connected software keeps the handover documented, bringing greater flexibility to everyday office services without losing oversight.
One collection point, several everyday services
Insurance head offices handle more than incoming parcels. Tablets are needed for field visits, loan laptops for training and accessories for shared workstations. Bringing these services together at a smart locker installation gives employees a familiar place to collect items and reduces the need for individually arranged handovers.
Different compartment sizes accommodate suitable parcels and equipment within the same installation. Capacity should reflect both daily delivery volumes and planned equipment provision. Clear responsibilities establish who loads compartments, handles returns and relocates uncollected items. This turns shared locker space into an organised workplace service, rather than another storage area with uncertain ownership.
Give the mailroom an alternative to empty desks
With COSYS Parcel Distribution Software, staff register incoming deliveries using a smartphone or mobile computer, such as the Zebra TC201, and assign them to the intended recipient. Items can then be placed in an appropriate locker compartment, triggering a collection notification.
Employees know where their delivery is waiting and can collect it during their next office visit. Mailroom teams spend less time checking attendance or returning to an unoccupied workstation. Personal delivery remains available for time-sensitive documents and other items requiring direct attention. Smart lockers add a flexible collection option to the existing service, helping insurers accommodate hybrid schedules across departments and buildings.
Make equipment available beyond service desk hours
A prepared device should not require another diary invitation simply to change hands. COSYS supports documented equipment issue and return through the locker, allowing IT teams to organise collections without being present for every transaction.
For insurers, that means making regularly used workplace equipment available as part of the normal working week. Suitably equipped charging compartments can charge compatible devices while they are stored. Before release, the responsible team checks configuration, required applications, accessories and basic functionality. Returned devices follow the agreed inspection process before being offered again. The locker supports the physical exchange while the wider service process determines readiness for use.
Replace delivery guesswork with a shared view
“Received at reception” does not tell an employee whether a parcel is ready to collect. Internal Track & Trace connects the recorded steps between arrival, internal transport, locker placement and collection.
The COSYS WebDesk web application makes those records centrally available to authorised teams. Reception and mailroom staff can check the latest documented stage and answer enquiries from the same information. This is particularly useful when deliveries move between office buildings. Reliable visibility depends on consistent recording: a movement that has not been registered will not be explained by knowing that a compartment is occupied.
Build a service around actual demand
The right locker arrangement should reflect how the office operates. Long-term equipment storage must leave enough room for incoming parcels, and collection arrangements should account for changing attendance throughout the week.
Business Intelligence (BI) and Process Data Analysis (PDA) help insurers review volumes, time awaiting collection and compartment utilisation. These insights support changes to reminders, delivery rounds and capacity allocation. They also distinguish delays before locker placement from slow collection afterwards. By reducing repeated delivery attempts and combining internal journeys, workplace teams can use time and transport resources more efficiently.
Conclusion
COSYS brings smart lockers and digital parcel distribution together to make everyday handovers easier to organise. Insurance head offices gain flexible collection, documented delivery routes and a practical way to provide workplace equipment. Connected records and process analysis help reception, mailroom and IT teams maintain a service that fits changing office attendance.
Tip:
Use Mobile Device Management (MDM) to centrally manage the smartphones and mobile computers used for parcel distribution. Consistent apps, updates and device settings help connected sites maintain a dependable mobile workflow.