As a manager it’s essential that you make sure your team is prepared to respond quickly and effectively should a mail safety incident occur, and ideally, prevent one from happening.
SoBran recommends taking steps to ensure company-wide mail safety training and implement an ongoing mail screening program that checks for dangerous substances.
- Maintain top-notch mail safety protocols
- Confirm when each employee was last trained on mail safety protocols and ensure they know the signs of suspicious mail.
- Plan for upcoming mail safety trainings for both mailroom personnel and front-line personnel who open mail at their desks.
- Review any process or equipment changes made in your mailroom that might impact your documented safety procedures
- If you have your own mail screening facility, regularly test equipment such as x-ray machines or other scanning devices for CBRNE threats.
- Stage a drill. “Discover” an envelope of white powder in your mailroom and make sure staff responds appropriately.
Staging a mail safety simulation in your workplace
Comprehensive mail safety simulation should incorporate staff at all levels, from the mailroom to front-line personnel who open mail at their desk, to management who need to be notified of any suspicious mail situations.
Identify a range of threats. Include some obvious threats to make sure your team knows the red flags. But, also include suspicious mail that is not identified by the naked eye.
Time the process from threat identification to "all clear.” Track all of the interactions staff has with internal and external resources to help clear the threat.
Hold a post-simulation review to encourage ideas and shared responsibility. What went well? What needs improvement? Assign teams to specific action items with milestones and another drill scheduled for follow-up.
Consider bringing in a mail safety expert to assess the safety of your mailroom and the preparedness of your staff to respond to a mailborne threat.