Mailbox (Stable)

As a company we do end up having to receive physical mail. In order to do this in a remote company we utilize Stable as our mailbox provider.

Mailbox Access

Currently only Eric and Tom have access to this account. We can add users as needed for a fee. Before attempting to add users talk to the Operations team with a reason for it long term. We should be able to forward or extract PDF’s for content needed to share rather then add more users.

Process

Should be pretty simple as there isn’t much mail that comes in but this process does need to be followed in a timely manner to ensure business critical information is dealt with quickly.

Triage

Target - Within 24 hours of new mail notice.

Steps to Execute - Click the Scan button on the email that is received.

Tag & Action

Target - Within 24 hours of new mail being scanned.

Steps to Execute

1. Review Mail - Once we have the scan, review it.
2. Add a tag - Typically a piece of mail will be tagged with information for who it was sent by and what it pertains to.
   • Example - When getting a new tax bill from the state of California the tags “State - California” and “Taxes” should be applied.
3. Assign/Take Action/Follow up as needed - We keep the item in the mailbox until it is fully acted on/completed. Currently we don’t have an assignment field for a person but may be something we add if the volume goes up. For now Tom is the point person for this.

Archive

Target - Within 1 week of mail being scanned, within 24 hours of action being completed.

Steps to Execute - After ensuring the mail is tagged and completed, archive the mail.