{"id":3687,"date":"2025-05-28T11:55:17","date_gmt":"2025-05-28T09:55:17","guid":{"rendered":"https:\/\/www.outils-oceans.com\/blog\/?post_type=advices&p=3687"},"modified":"2025-11-27T17:55:33","modified_gmt":"2025-11-27T16:55:33","slug":"arrange-the-workspace","status":"publish","type":"advices","link":"https:\/\/www.outils-oceans.com\/blog\/en\/resources\/our-advice\/mail-and-logistics\/arrange-the-workspace\/","title":{"rendered":"Arrange the workspace"},"content":{"rendered":"\n

To fit out your workspace, Outils Oc\u00e9ans relies on the following professional approach :<\/strong><\/p>\n\n\n\n

\"D\u00e9marche<\/figure>\n\n\n\n

Our solutions are tailored to each stage of your mail and logistics flow processing, in order to meet the following objectives:<\/p>\n\n\n\n

Ergonomics<\/strong><\/p>\n\n\n\n

\n
\"Table<\/figure>\n\n\n\n


Outils Oc\u00e9ans is committed to complying with ergonomic standards and recommendations issued by organizations such as INRS or CRAM, and to preventing musculoskeletal disorders (MSDs).
We apply these principles in a pragmatic way, which is why our clients value our work.
In the design of workstations, we pay particular attention to :
\u2022 reducing the need to carry heavy loads,
\u2022 minimizing load transfers,
\u2022 eliminating awkward or strenuous postures.<\/p>\n<\/div>\n\n\n\n

This translates into the following examples :<\/p>\n\n\n\n

    \n
  • the number of compartments per sorting column is adjusted based on the accessibility of the last compartment,<\/li>\n\n\n\n
  • the height of work surfaces is adapted to the working position (standing or sitting), the type of task to be performed, and its frequency,<\/li>\n\n\n\n
  • operator protection during movement is ensured through post-formed edges, beveled panels, or rounded straight edges.<\/li>\n<\/ul>\n\n\n\n
    \n
    \n
    \n
    \n
    \n\n
    \"Casier<\/picture><\/div>
    \"Casier<\/picture><\/div>
    <\/div><\/div>
    \"Angle<\/picture><\/div>
    \"Angle<\/picture><\/div>
    <\/div><\/div>
    \"Chants<\/picture><\/div>
    \"Chants<\/picture><\/div>
    <\/div><\/div><\/div>
    \n <\/svg>
    Casier Sur Table Et R\u00e9hausse1<\/div>
    <\/div><\/div><\/div>
    Angle Arrondi Table Pr\u00e9 Tri<\/div>
    <\/div><\/div><\/div>
    Chants Droits<\/div>
    <\/div><\/div><\/div> <\/div>\n\n <\/div>\n <\/div>\n <\/div>\n
    \"previous\"previous<\/div><\/div>
    \"next\"next<\/div><\/div><\/div><\/div><\/ss3-loader><\/div><\/div>
    <\/div><\/div><\/div>\n<\/div>\n\n\n\n
      \n
    • use of carts and mobile trolleys.<\/li>\n<\/ul>\n\n\n\n
      \n
      \n
      \"Chariot<\/figure>\n<\/div>\n\n\n\n
      \n
      \"Desserte\"<\/figure>\n<\/div>\n<\/div>\n\n\n\n

      Our solutions are regularly reviewed and validated by independent ergonomists and occupational health physicians.<\/p>\n\n\n\n

      Modularity<\/strong><\/p>\n\n\n\n

      The sorting layouts are scalable :<\/p>\n\n\n\n

        \n
      • They are preferably organized in modules of 2 or 3 columns, allowing you to easily reconfigure the workspace over time.<\/li>\n\n\n\n
      • If additional compartments are needed, one or more modules can be added.<\/li>\n<\/ul>\n\n\n\n
        \n
        \n
        \"3d<\/figure>\n<\/div>\n<\/div>\n\n\n\n
          \n
        • Upper and lower units can be separated for relocation purposes. In the case of wooden shelves adjustable in 32 mm increments, the adjustment and locking system is both simple and secure: metal pins fit into a block embedded in the shelf, and a safety flap locks the assembly in place to prevent tipping. No tools are required to adjust the shelves.<\/li>\n<\/ul>\n\n\n\n

          For plexiglass shelves, we provide so-called \u201cwedge\u201d pins.<\/p>\n\n\n\n

          \"Benjamin<\/figure>\n\n\n\n

          Space Optimization<\/strong><\/p>\n\n\n\n

          Whatever the layout of your premises, we adapt our furniture to optimize the available space :<\/p>\n\n\n\n

            \n
          • integration of structural columns into the workstation layout.<\/li>\n<\/ul>\n\n\n\n
            \"Casier<\/figure>\n\n\n\n
              \n
            • angled sorting modules, L-shaped workstations,<\/li>\n\n\n\n
            • sliding work surfaces.<\/li>\n<\/ul>\n\n\n\n
              \"Plan<\/figure>\n\n\n\n
                \n
              • installation of risers: for trays, for screens\/PCs, for sorting modules\u2026<\/li>\n<\/ul>\n\n\n\n
                \n
                \n
                \"R\u00e9hausse<\/figure>\n<\/div>\n\n\n\n
                \n
                \"R\u00e9hausse<\/figure>\n<\/div>\n\n\n\n
                \n
                \"Affranchissement<\/figure>\n<\/div>\n<\/div>\n\n\n\n

                Quality and Durability<\/strong><\/p>\n\n\n\n

                Our solutions are designed for use in production environments.
                Through the careful selection of materials, we guarantee the durability of our equipment.<\/p>\n\n\n\n

                  \n
                • The worktops are made of 30 mm thick post-formed laminate :\n
                    \n
                  • Improved ergonomics compared to straight edges<\/li>\n\n\n\n
                  • Able to support heavy loads such as trays and machinery<\/li>\n\n\n\n
                  • All edges are finished with 2 mm thick PVC for impact protection<\/li>\n\n\n\n
                  • Effective shock protection<\/li>\n<\/ul>\n<\/li>\n\n\n\n
                  • The frames are made of 40 \u00d7 40 mm stainless steel tubing, with a top frame, lower reinforcements, and adjustable feet :\n
                      \n
                    • Impact resistance and enhanced safety (no risk of paint flaking)<\/li>\n\n\n\n
                    • More robust and durable than standard desk-type legs, and especially more than ordinary cylindrical legs<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n
                      \"Table<\/figure>\n\n\n\n
                        \n
                      • The compartment label holders are made of rigid polycarbonate:\n
                          \n
                        • Long-lasting<\/li>\n\n\n\n
                        • Easy label replacement<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n
                          \"Index<\/figure>\n\n\n\n
                            \n
                          • Transparent shelves or back panels are made of 4 or 6 mm thick Altuglas:\n
                              \n
                            • Load resistance (no deformation)<\/li>\n\n\n\n
                            • Long-lasting<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n
                              \"Photo10\"<\/figure>\n\n\n\n
                                \n
                              • The on-site installation service ensures the highest level of finish, including:\n
                                  \n
                                • Rubber protection on the lower end units located at the ends of rows exposed to trolley traffic<\/li>\n\n\n\n
                                • PVC corner trims fixed to the plinths of the lower units in contact with the floor, to prevent documents from slipping underneath and to facilitate cleaning<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n
                                  \"Plinthes\"<\/figure>\n\n\n\n

                                  Return on Investment<\/strong><\/p>\n\n\n\n

                                  \n

                                  Thanks to our approach based on a preliminary assessment and an analysis of existing workflows, our solutions help optimize mail flows and task distribution.<\/p>\n\n\n\n

                                    \n
                                  • Increased Productivity\n
                                      \n
                                    • The implementation of new workstations improves ergonomics and enhances staff value.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n
                                        \n
                                      • Team Motivation<\/li>\n\n\n\n
                                      • Improved working conditions.<\/li>\n<\/ul>\n<\/div>
                                        \"\"<\/figure><\/div>\n\n\n\n

                                        Reception and Unpacking of Incoming Mail Flows<\/h2>\n\n\n\n

                                        The reception of shuttle bags, pouches, and trays is carried out in a dedicated area using cage-type handling trolleys made available to the carriers.
                                        To facilitate handling, models with self-leveling bases help reduce strain on operators.
                                        At the start of the workday, operators simply roll the loaded trolleys to the unpacking station.<\/p>\n\n\n\n

                                        \n
                                        \n
                                        \"Chariot<\/figure>\n<\/div>\n\n\n\n
                                        \n
                                        \"\"<\/figure>\n<\/div>\n<\/div>\n\n\n\n

                                        During the day, envelope deliveries by couriers can be handled via a reception desk.
                                        For the reception of parcels or pouches, the reception area can be equipped with roller conveyors or a pass-through system.<\/p>\n\n\n\n

                                        This setup ensures organized reception both during the day and at night, while optimizing interactions with carriers:<\/p>\n\n\n\n

                                          \n
                                        • Reduced waiting time for drivers<\/li>\n\n\n\n
                                        • Route identification<\/li>\n\n\n\n
                                        • Reduced manual handling effort<\/li>\n<\/ul>\n\n\n\n
                                          \n
                                          \n
                                          \n
                                          \n
                                          \n\n
                                          \"Bal<\/picture><\/div>
                                          \"Bal<\/picture><\/div>
                                          <\/div><\/div>
                                          \"Bal<\/picture><\/div>
                                          \"Bal<\/picture><\/div>
                                          <\/div><\/div>
                                          \"Banque<\/picture><\/div>
                                          \"Banque<\/picture><\/div>
                                          <\/div><\/div><\/div>
                                          \n <\/svg>
                                          Bal Double Acc\u00e8s2<\/div>
                                          <\/div><\/div><\/div>
                                          Bal Double Acc\u00e8s<\/div>
                                          <\/div><\/div><\/div>
                                          Banque Accueil Plus Passe Plat<\/div>
                                          <\/div><\/div><\/div> <\/div>\n\n <\/div>\n <\/div>\n <\/div>\n
                                          \"previous\"previous<\/div><\/div>
                                          \"next\"next<\/div><\/div><\/div><\/div><\/ss3-loader><\/div><\/div>
                                          <\/div><\/div><\/div>\n<\/div>\n\n\n\n

                                          For reception tracking, Tra\u00e7@flux enables you to:<\/p>\n\n\n\n

                                            \n
                                          • Read the barcode or RFID chip of the item if it is already identified<\/li>\n\n\n\n
                                          • Generate a label if the item is not identified, incorrectly identified, or unreadable<\/li>\n\n\n\n
                                          • Timestamp the reception and record the internal actors (mailroom operator and final recipient) as well as external actors (carrier)<\/li>\n\n\n\n
                                          • Check compliance<\/li>\n\n\n\n
                                          • Take a photo of the item in case of non-compliance<\/li>\n\n\n\n
                                          • Declare acceptance or refusal of the item and send an email notification to the recipient (depending on configuration)<\/li>\n\n\n\n
                                          • Upload information in real time to the Tra\u00e7@flux cloud and make it available via the secure web portal<\/li>\n<\/ul>\n\n\n\n
                                            \n
                                            \n
                                            \"Pda<\/figure>\n<\/div>\n\n\n\n
                                            \n
                                            \"Pda<\/figure>\n<\/div>\n<\/div>\n\n\n\n

                                            Opening shuttle bags, trays, and pouches requires breaking the security seals, emptying the contents, and sorting them.
                                            How can this process be accelerated and made less labor-intensive? Outils Oc\u00e9ans recommends setting up a dedicated unpacking station, designed to smooth the workload upstream of the primary sorting phase.
                                            The operator assigned to this station supplies one or more primary sorting stations. Their tasks include:<\/p>\n\n\n\n

                                            \n
                                            \"D\u00e9pouillement<\/figure>\n\n\n\n
                                              \n
                                            • Placing pouches, shuttle bags, or trays onto the support<\/li>\n\n\n\n
                                            • Inspecting and breaking the security seals
                                              (To speed up opening and preserve container integrity, we recommend using starter-link or quick-release seals)<\/li>\n\n\n\n
                                            • Removing any pre-sorted pouches found inside the main container and sorting them into trolleys for direct delivery to the appropriate departments<\/li>\n\n\n\n
                                            • Pouring the remaining unsorted contents (bulk mail) onto the primary sorting station<\/li>\n<\/ul>\n<\/div>\n\n\n\n

                                              The traceability provided by Tra\u00e7@flux can be integrated into the unpacking station thanks to the Tra\u00e7@box.<\/p>\n\n\n\n

                                              \n
                                              \n
                                              \"\"<\/figure>\n<\/div>\n\n\n\n
                                              \n
                                              \"\"<\/figure>\n<\/div>\n<\/div>\n\n\n\n

                                              Primary Sorting<\/h2>\n\n\n\n

                                              Primary sorting consists in identifying sorting criteria that allow mail or documents to be directed toward secondary sorting stations.
                                              These criteria may include:<\/p>\n\n\n\n

                                                \n
                                              • Geographic (e.g., department, region, group of agencies)<\/li>\n\n\n\n
                                              • Code-based (numeric or alphanumeric, number ranges)<\/li>\n\n\n\n
                                              • Decision-based (to open, not to open, investigation)<\/li>\n<\/ul>\n\n\n\n

                                                These sorting criteria are represented, at the very least, by stacks on a sorting table, but preferably in clearly labeled baskets, trays, or compartments.<\/p>\n\n\n\n

                                                \"Table<\/figure>\n\n\n\n

                                                Les tables de tri peuvent recevoir :<\/p>\n\n\n\n

                                                  \n
                                                • retaining side rails,<\/li>\n\n\n\n
                                                • lower storage units (compartments if the side panels are made of laminate, or a bottom shelf if equipped with a frame base)<\/li>\n<\/ul>\n\n\n\n
                                                  \"Table<\/figure>\n\n\n\n
                                                    \n
                                                  • inclined surfaces.<\/li>\n<\/ul>\n\n\n\n
                                                    \"Table<\/figure>\n\n\n\n
                                                      \n
                                                    • double-sided compartments.<\/li>\n<\/ul>\n\n\n\n
                                                      \n
                                                      \n
                                                      \"Casier<\/figure>\n<\/div>\n\n\n\n
                                                      \n
                                                      \"Casier<\/figure>\n<\/div>\n<\/div>\n\n\n\n
                                                        \n
                                                      • heavy-duty castors with brakes and circular bumpers, ideal for tight spaces or when floor space needs to be freed up for trolleys or pallets.<\/li>\n<\/ul>\n\n\n\n
                                                        \"Table<\/figure>\n\n\n\n

                                                        To further optimize primary sorting, Outils Oc\u00e9ans has developed the funnel table concept.
                                                        Funnel tables accommodate 4 to 6 trays or baskets arranged on 1 or 2 levels.
                                                        The work surface can be single-sided or double-sided, depending on the configuration. One or more operators assigned to the station can rapidly sort unsorted mail into the funnels, working efficiently with both hands free.
                                                        Under each funnel, a tray is placed and corresponds to a specific sorting criterion.<\/p>\n\n\n\n

                                                        \n
                                                        \n
                                                        \"Table<\/figure>\n<\/div>\n\n\n\n
                                                        \n
                                                        \"Table<\/figure>\n<\/div>\n<\/div>\n\n\n\n

                                                        The Outils Oc\u00e9ans funnel table is equipped with inclined bin supports and\/or integrated individual bin trolleys.
                                                        When bins are placed on inclined supports, full bins are smoothly slid onto individual trolleys without load interruption, while empty bins are repositioned to keep sorting operations running.
                                                        When integrated bin trolleys are used, they slide out like drawers once the bins are full. Empty trolleys are then pushed back into place beneath the funnels to resume sorting.<\/strong><\/p>\n\n\n\n

                                                        \"Photo<\/figure>\n\n\n\n

                                                        Sideboards provide additional support and safety during operations.
                                                        With the Outils Oc\u00e9ans funnel table, primary sorting can be carried out according to a tailored number of criteria, all within a compact footprint. The workstation remains consistently operational and productive.
                                                        Working heights are ergonomically designed and manual handling is reduced, helping prevent musculoskeletal disorders (MSDs).<\/p>\n\n\n\n

                                                        \n
                                                        \n
                                                        \"Mairie<\/figure>\n<\/div>\n<\/div>\n\n\n\n

                                                        End of Sorting<\/h2>\n\n\n\n

                                                        After the primary sorting stage, mail undergoes a second step known as fine sorting. This method of successive sorting helps streamline operations. Primary sorting criteria are based on dividing up the different areas of the mailroom. End of sorting criteria correspond to all potential destinations, which may include:<\/p>\n\n\n\n

                                                          \n
                                                        • By name: employee name, agency, branch, or subsidiary<\/li>\n\n\n\n
                                                        • By department: department name or abbreviation<\/li>\n\n\n\n
                                                        • By API\/ACI: postal or internal mail address, usually an alphanumeric code<\/li>\n\n\n\n
                                                        • By office or agency number<\/li>\n<\/ul>\n\n\n\n

                                                          End of sorting criteria are physically represented by a set of compartments, also referred to as slots or pigeonholes. To ensure scalability, we organize sorting plans preferably in modular units.<\/p>\n\n\n\n

                                                          \n
                                                          \n
                                                          \"Casier<\/figure>\n<\/div>\n\n\n\n
                                                          \n
                                                          \"Casier<\/figure>\n<\/div>\n<\/div>\n\n\n\n

                                                          The frame of the compartments is made of 19 mm thick melamine panels with 2 mm PVC edging, ensuring resistance to impacts caused by mail handling, shuttle bags, or pouches.<\/strong><\/p>\n\n\n\n

                                                          The shelves can be either wood or plexiglass:<\/p>\n\n\n\n

                                                            \n
                                                          • Wooden shelves<\/strong> are recommended when using shuttle bags.<\/li>\n\n\n\n
                                                          • Plexiglass shelves<\/strong> are useful when no container is placed in the slots, as they ensure each slot is completely emptied before distribution rounds \u2014 especially for the top row of compartments.<\/li>\n<\/ul>\n\n\n\n

                                                            Wooden shelves can be fixed or adjustable in 32 mm increments. The adjustment and locking system is both simple and secure: metal pins fit into a block embedded in the shelf, and a safety flap locks the set in place to prevent any tilting. No tools are required to adjust the shelves.<\/p>\n\n\n\n

                                                            For plexiglass shelves, we provide specific \u201cwedge\u201d pins.<\/p>\n\n\n\n

                                                            \"Dsc02826\"<\/figure>\n\n\n\n

                                                            When instructions or lists need to be displayed, we offer plexiglass headers fixed to the top of the compartments, ensuring that information is always clearly visible.<\/p>\n\n\n\n

                                                            \"\"<\/figure>\n\n\n\n

                                                            Compartments are clearly labeled with rigid polycarbonate slot indexes.<\/strong>
                                                            They allow labels to be easily replaced when a new designation is needed, while ensuring long-lasting durability.<\/p>\n\n\n\n

                                                            \"Salle<\/figure>\n\n\n\n

                                                            When available space requires placing one or more modules against a window, we add a plexiglass back panel.<\/p>\n\n\n\n

                                                            \"Dsc02812\"<\/figure>\n\n\n\n

                                                            Compartment supports can be either legs or cabinets, with or without a worktop.<\/strong>
                                                            Support cabinets can be fitted with sliding doors, PVC side shutters, or locks.
                                                            When no worktop is installed, we recommend using mobile trolleys or bin-support carts.<\/p>\n\n\n\n

                                                            \"Mosa\u00efque<\/figure>\n\n\n\n

                                                            At fine sorting stations, operators usually work standing or with the support of a sit-stand chair, as they need freedom of movement along the row of compartments.<\/strong>
                                                            To further optimize ergonomics, we offer height-adjustable frames<\/strong> that adapt to each operator.<\/p>\n\n\n\n

                                                            These adjustable frames are robust and specifically designed<\/strong> to withstand heavy loads (compartments filled with mail and documents) and repetitive use in production environments.
                                                            Adjustment options include:<\/p>\n\n\n\n

                                                              \n
                                                            • Manual<\/strong>: with Allen key or crank<\/li>\n\n\n\n
                                                            • Electric<\/strong>: with motorized system and control keypad<\/li>\n<\/ul>\n\n\n\n

                                                              With electric adjustment, preferred working heights can be saved and recalled<\/strong> for maximum comfort and efficiency.<\/p>\n\n\n\n

                                                              \n
                                                              \n
                                                              \"R\u00e9glage<\/figure>\n<\/div>\n\n\n\n
                                                              \n
                                                              \"Poste<\/figure>\n<\/div>\n<\/div>\n\n\n\n
                                                              \"Casiers<\/figure>\n\n\n\n

                                                              Operators sometimes report visual fatigue at sorting stations during Health, Safety and Working Conditions Committee (HSWCC) reviews.<\/strong>
                                                              To enhance user comfort, the electrification of fine sorting stations allows us to integrate LED lighting<\/strong>, improving the visibility of slot labels and documents placed on the work surface.<\/p>\n\n\n\n

                                                              \"Investigation<\/figure>\n\n\n\n

                                                              Filling a compartment is not the end of the process \u2014 it must then be emptied to dispatch its contents.<\/strong>
                                                              That\u2019s why we recommend direct sorting<\/strong>, which consists of placing an open transport container directly inside each compartment.<\/p>\n\n\n\n

                                                              Outils Oc\u00e9ans has designed the shuttle bag<\/strong>, perfectly shaped to fit into the compartment with a simple push, without any fastening system. At the end of the sorting process, the shuttle bag is closed in one quick motion, removed from its compartment, and sent on its way.<\/p>\n\n\n\n

                                                              The shuttle bag can be used both intra-site<\/strong> (within a building) and inter-site<\/strong> (between external sites such as agencies, branches, subsidiaries, or retail outlets).
                                                              It helps increase productivity<\/strong> and streamline delivery rounds.<\/p>\n\n\n\n

                                                              \n