create efficiency

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CREATE EFFICIENCY: KNOW THE TRENDS THAT DAMAGE DOCUMENT MANAGEMENT WORKFLOW

Businesses relentlessly seek new strategies and solutions to help reduce costs and increase productivity. Every saved dollar flows back to the bottom line to fuel growth. One of the most common sources of unnecessary spending is in the misallocation of office technology - underused printers, multifunction printers (MFPs), and document management systems.

Many cost and productivity implications

can be remedied by identifying underused devices and deploying resources more effectively. Here’s some critical steps to help start the improvement effort in your office:

CREATE EFFICIENCY REDUCED DEMAND FOR HIGH-CAPACITY MACHINES

OPTIMIZING FOR EFFICIENCY

Studies show a steady decline in printing. Many MFPs are

Armed with this knowledge, many organizations can

capable of printing at least 100,000 pages per month.

significantly reduce device-related waste through a more

However, data shows many offices typically print no

balanced approach. It begins by assessing organizational

more than 10,000 pages per month. Increased use of

needs; then:

smartphones and tablets, automated workflow systems, and smaller print jobs is driving this 90-percent underuse – which wastes valuable resources.

underused

MFPs

with

unnecessary

features can be replaced with devices that address specific needs, Through a balanced deployment strategy, placing

UNDERUSED FEATURES Hardcopy booklets and presentations are rarely printed, in favor of digital white papers and online slide shows. This often leaves MFPs idling with unused “finishing features” such as stapling, hole-punching and folding – features that are becoming nearly obsolete. For example, reports show businesses utilize color A3 (11 x 17) booklet-making features only about 10 percent of the time.

Oversized,

Alternate

paper formats such as 11 x 17, also known as “ledger” and “A3,” are infrequently used by most office workers. In fact, a recent study finds that only 2 percent of all office jobs are printed in A3 size.

these smaller devices in key locations throughout the organization to help achieve significant productivity gains as well as cost savings. Flexible print stations made up of a number of smaller, commercial-grade can supplement or even replace existing centralized copiers and large workgroup printers. Cost savings and productivity can further be maximized by: Software and services that improves business processes. Print management and cost recovery solutions can

UNBALANCED DEPLOYMENT One of the most overlooked areas of waste comes through the ineffective deployment of devices. The closest printer

automate a range of print, copy, and scan tasks, including activity tracking, cost allocation, quota setting and enforcement, secure printing, job redirect

may be more than 100 feet away, hindering the speed of

and reporting.

business and the demand for anytime, anywhere access

Other cost-saving tools can capture scanned

to information and technology. The ineffective deployment

documents, route them to the proper destinations

of devices can result in higher costs and waste of the most

and retrieve scanned information at a later date.

precious resource – time.

FINANCIAL IMPLICATIONS The under-usage and poor deployment of office devices can have significant cost and productivity implications. Bloated, inefficient office machines are often under contract, with costs based on an expected level of monthly print

Business processes, as well as security and compliance requirements, can also be met with appropriate software solutions. For example, health care organizations can utilize software to securely integrate MFPs with electronic medical records or claims management systems, enabling jobs to be properly transmitted to the appropriate repositories.

volume – which is now significantly reduced. Also, large-

Simply put, evaluating your office operations toward

footprint devices consume additional energy, require more

optimizing your workflow can save more than just money –

maintenance and staff intervention, and need extra space

the productivity and efficiency in your business will go miles

– all further impacting an organization’s cost structure.

toward reaching your business objectives and goals.

Research conducted by independent research company Clarus Research Group between September 5 and 11, 2014. InfoTrends, 2014, “Device Underuse and Unbalanced Fleets: Key Printing Trends and Their SMB Impact.”

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