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Avon Solutions & Logistics (P) Ltd.

We manage your mailroomsgain the winning edge
People Process Technology

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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 PDAs, 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 mailroomswe will strive to make it your
winning edge




K.Krishnakumar
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Avon Solutions & Logistics (P) Ltd.
About us
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.
Mailwone an Enterprise
level mailroom solution
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.
What can we do for you
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 customers
Accenture
Deloitte
t he B Deu sc ank
Standard Chartered Bank
Indian School of Business
Microsoft
Tata Life
MediAssist

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Avon Solutions & Logistics (P) Ltd.
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 - -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.

Avons 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 & BPOs & 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.




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Avon Solutions & Logistics (P) Ltd.
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 mail
management. 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 work
time, data capture of all outbound mailing and content
verification;
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 tripartite
arrangement 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 through
vendor analysis module with MIS & reports for bargaining power;
This has facilitated cost savings.
- Destination analysis to enable consolidation of mails between
branches.
- 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. Avons 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.

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Avon Solutions & Logistics (P) Ltd.
For more information
Visit us at www.avonsolutions.com
Contact
Avon Solutions & Logistics Pvt. Ltd.
13, Habibullah Road, T.Nagar,
Chennai - 600017.
Ph : +91 44 28345611, +91 44 28345612
Tamilnadu, INDIA.


EMail: kk@avonsolutionsindia.com,
pdrajan@avonsolutionsindia.com