Evaluating the mail-handling procedures at Uganda Broadcasting Corporation (UBC) Kampala
KAUKAB SSERUWAGI, NANVUMA
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This study titled ‘EVALUATING THE MAIL-HANDLING PROCEDURES’ was carried out from Uganda Broadcasting Corporation (UBC) Kampala. The research was aimed at assessing the mail-handling procedures at Uganda Broadcasting Corporation. The study answered four research questions; what are the types of mails handled at the Uganda Broadcasting Corporation, Kampala? What are the processes involved in handling of mails at Uganda Broadcasting Corporation, Kampala? What are the challenges faced in handling of mails at Uganda Broadcasting Corporation, Kampala? And, what are the best strategies in mail handling at the Uganda Broadcasting Corporation, Kampala? A cross sectional research design was used to obtain information from 50 selected respondents who included records staff, it staff, human resource staff and records users. The study employed both qualitative and quantitative research methodologies during data collection, analysis and presentation. The study found out that the main types of mail handled at Uganda Broadcasting Corporation were mainly postal Service, couriers, electronic mails, interoffice mail and other deliveries such as newspaper, magazine services as it was disclosed that 46% said that it is postal service, 08% said that it is couriers, 22% electronic mails, 10% interoffice mail and 14% said other deliveries. This implied that much of the mail handlings are done manually, highlighting the underlying challenge of lack of adequate automation of mail handling services in the UBC. The study concluded that the process involved in mail handling is conducted by mailroom manager, clerk and a massager whereby the process involves receiving, screening, scanning, sorting, opening, routing, controlling, and distributing of incoming mail. Collecting, sorting, and distributing of internal mail, documents, files and other material throughout the working day as well as the warehousing of publications if required; and Collecting, preparing, sorting, controlling and dispatching of outgoing mail. The study recommended that the company should offer attractive remuneration packages for staff in terms of salaries and allowances if their motivation and commitment is to be boosted for effective service delivery. This will also avert brain drain which has deprived the Ugandan population of the skilled staff who flock to outside nations where their services are better salaried. The study also recommended thatemployee should keep abreast of new developments in mail handling and in mailroom equipment by reading current literature on mail management, attending seminars and courses and by maintaining an awareness of any areas for improvement. Close contact should be maintained with mail carriers so that the manager may be kept informed of postal developments that may require an operational change and there is need to set up the necessary infrastructure for effective mail handling and delivery. Efforts should be taken to increase funding towards establishing new technologies in mail handling such as typical inbound courier tracking system, computers and others in order to enable the company conduct its activities faster and timely such that mails are as delivered in a timely manner.