Source: Deutsche Nachrichten
Office space is used flexibly, desks are booked daily and meetings bring together colleagues across locations. Internal post distribution, however, often follows fixed routes: from reception to department, from post trolley to desk. For hybrid teams, this can lead to unsuccessful delivery attempts and additional coordination. For businesses of all sizes, COSYS combines digital parcel tracking with smart lockers as designated collection points. Handovers follow an agreed process rather than depending on who happens to be at a particular desk.
A fixed collection point for changing attendance
Smart lockers separate internal parcel delivery from collection. The post room deposits a parcel in a locked compartment, and the authorised recipient collects it during their next office visit. Depending on the equipment and configured workflow, access uses a PIN, QR code or staff ID card.
COSYS smart lockers give employees a designated collection point without requiring them to meet the internal delivery team. Collection outside staffed post room hours is possible where building and locker-area access permits. This particularly benefits teams whose office days only partly overlap.
Choose the delivery method before the internal round
Not every delivery belongs in a parcel locker. Urgency, dimensions and specific handover requirements determine whether personal delivery, a staffed collection point or locker collection is appropriate. A desk booking alone does not confirm that someone is available.
COSYS parcel management software provides shared information for parcel receipt, recipient allocation and internal distribution. Defined handover routes help post room staff prepare deliveries appropriately. Locker collection can become the preferred procedure for employees who regularly work remotely. Exceptions are clarified before transport, avoiding unnecessary delivery attempts around the building.
Trace each parcel from receipt to collection
Staff record incoming parcels using a smartphone or mobile computer, such as a Zebra TC201, and allocate them to the intended recipient. Deposit, internal transfer and subsequent collection are linked through the parcel identifier. Recorded processing statuses are centrally accessible in the provided web application (WebDesk).
Together with COSYS smart lockers, this creates an internal parcel tracking (Track & Trace), allowing authorised staff to check the latest documented step. Notification, availability and receipt remain distinct: sending a collection notification does not prove collection. Additional confirmations are incorporated according to the evidence required.
Longer collection times need clear rules
In hybrid workplaces, collection frequency affects available compartment capacity. Parcels left for several days occupy space needed for new deliveries. Collection deadlines, reminders and assigned responsibilities therefore belong in the operating procedures.
If an overdue parcel is removed, its new storage location must be documented. The parcel record, availability status and collection information are updated accordingly. COSYS digital parcel management supports traceable recording of these transfers, helping staff establish where a relocated parcel is available and who handles enquiries.
Collect work equipment on the next office visit
Alongside parcels, smart lockers can provide prepared IT equipment for hybrid teams. Employees collect laptops, headsets or docking stations during an office visit without arranging a handover appointment with IT support. Suitable compartments can also serve as designated return points.
COSYS asset management records individually identifiable devices and their assignments, while stock management supports quantity-based control of accessories. Returned devices receive an inspection status before condition checks and any necessary preparation allow reissue. Flexible collection therefore forms part of a controlled equipment workflow.
Conclusion
Hybrid working requires reliable internal parcel distribution despite changing attendance. COSYS connects digital parcel recording, a central overview and smart lockers in a traceable handover process. Fixed collection points reduce dependence on personal delivery appointments. Clear procedures for collection times, relocation and returns keep compartments available and support the provision of parcels and work equipment.
Tip:
Business Intelligence (BI) and Process Data Analysis (PDA) help analyse compartment occupancy and time awaiting collection by day of the week. These insights show whether collection deadlines, compartment capacity or internal delivery rounds should be adjusted to typical office attendance.