Surprisingly, 90% of companies are unaware of expenditures linked to document output management printing activities. Most of them allocate between 1 & 3% of their spending budget to create documents for internal utilization only; and the hottest reports demonstrate that optimizing printing processes might entail savings of about 30%. This later amount is critical for CIOs.
Optimize. That does sound great, does not it? But how is it possible to do it? The whole process could be divided in-to 6 simple steps.
Basic steps to do optimization of document output management printing costs and operations
Step 1- Select a service provider that provides detailed services and, besides supplying document output management printing solutions, also may make it possible to improve printing processes & reduce paper and toner usage (and hence printing costs), and presents other services devoted to realizing the end-to-end optimization. It’s most important to depend on an experienced company that offers creative advice going beyond the straightforward decline in the amount of printouts.
Step 2- Carry out an audit of ongoing systems and identify the chief document output printing processes that must be upgraded. This is conducted by way of several interviews with key people in the company & incorporating the essential input of the CIO. Due to this audit/analysis, the firm’s needs and objectives are acknowledged. As an example, more & more employees keep positions which need those individuals to journey or make trips frequently. As yet, having a file printed thru a secure internet connection from any mobile device was very bothersome. However, today there are document output management solutions those diminish & compress the files which are sent to distant printers. Another procedure that can be clearly enhanced is truly the passive security of the documents which are printed. With the modern smart printers, privacy complications get settled, i.e. staff have to authorize the printing using a private code or card and, besides, need to be in front of the printer. And if they send out a document towards the printer by accident, they might cancel it at the printer itself, thus significantly decreasing toner usage.
Step 3- Just after analyzing the transformations that have to be carried-out to enhance the document output management and printing processes, it might be wise to standardize the brand of the printing device in order to acquire greater costs and bargain volume-based contracts thru increased scale. Likewise, it is important to lower the number of physical printers, but boosting their production capacity and the equipment’s intelligence. By intelligence we mean the capability that nowadays many printers should approve invoices, keep the information they keep secure and start-out critical processes, for example digitizing official document to upload it in-to the business’s intranet. The remainder of changes & improvements will need to be prioritized as per the funds, but bear in mind that this end-result shall be significant printing personal savings, thus don’t delay your printing operation optimization project. But most importantly, the printer fleet must comprise the latest technological developments, which subsequently creates a greater respect for the environment.
Step 4- It’s important that document output management service provider selected be positively involved on the venture, from the starting up to the conclusion, i.e. they ought to be present during the contracts term, because the company’s demands can vary.
Step 5- Now it is up to us to manage the far from negligible job of working with the modifications. For this reason, we have to design a roadmap that facilitates controlling modifications towards the printing processes adequately and count on the support of business’s top management. That is clearly essential, because a project with this magnitude implies between 3 and four weeks of changes that are about to influence the primary departments, which will want to do without the printer that they had in their home office to that particular date. That’s the reason it is significant for making workers aware of the truth that they have to print by using their head & that this may provide numerous advantages on many fronts.
Good things about optimizing output management printing processes
* Printing Cost curbing: It will help to comprehend how internet users use printers and their paper utilization, gets better the usage of consumables and lets employing printing policies.
* Greater internal work productivity: It frees up time in daily routine tasks & streamlines printing control and management processes. It allows printing remotely & finding documents ready as you arrive in the office.
* Electricity savings and admiration for the environment: It lessens electrical power utilization, CO2 emissions, papers usage and, therefore, tree-cutting.
* Security: It assists validate user identification and codify sensitive information.
Step 6- And lastly, now we have to watch the printing process change plan & describe on advancement or setbacks of document output management project. There’s really no point in making the transformations pointed out if there is not any way of watching, gauging & verifying them all so as to reveal them before top management, that might prefer to observe the ROI attained from the printing cost savings project, & however not all can be directly measurable in shape of money (i.e. employee satisfaction & enhanced productivity), the results need to be presented to the contributors instantly and later to the rest of the company.
In case organizations adopt these basic steps thoroughly & do not operate away from their roadmap, they will attain something that felt to be an extremely hard objective some years back. While we are inclined to create a green office, it is apparent that it will still be necessary to print documents. It’s regarding streamlining and enhancing the printing processes with the assistance of high quality document software solutions & companies of state-of-the-art printers.