In any area of an organisation, streamlined processes result in business-wide efficiencies, saving time, resources and money. It’s no different when it comes to your document workflows.

Integrating your printing infrastructure with office solutions, such as scanning & archiving software, document management systems and cloud storage, can provide your workforce with security, simplicity and enhanced capabilities.

Despite revolutionary cloud and mobile technologies, did you know that more than 1/3 of processes are document-driven?* Now is the time to change. Follow the 6 steps below and you’ll be well on your way to improve your print & capture environment:

1. Understand your vision

Mapping out your existing document workflows is a great place to start and will allow you to identify any problems or inefficiencies relating to the that way documents move around your business.

Identify which processes need to be completed manually and which could be automated. We offer a FREE Efficiency Review that can help you with this. You can then design and implement a new and improved automated workflow.

2. Identify the number of devices and users

Calculating the number of printers and MFPs (multifunction printers) that you have within your business and the manufacturers of these devices is essential.

It’s also important to consider how many people need to use your devices – do you have office printers or scanners on individual desks? If so, you could consolidate these into one or several multifunctional devices that can be used by all your staff.

From here, you can identify how many devices you actually need and where savings can be made.

3. Consider how many documents are printed & scanned

Considering the volume of documents that are printed by your teams will help you to understand the number of printers that your business requires and where cost savings can be made.

Take our Print Savings test to find out just how much your business could save with Managed Print Services.

Don’t forget that printers aren’t only used to print documents. Also consider the volume of document scanning that is carried out day-to-day – what level of scanning equipment might be required? Could you save time with a Scanning & Archiving Solution?

4. Review the physical location and users of your devices

Taking a step back to look at the layout of your office environment will help you determine whether the current location of your print devices is suitable.

If printers are shared, think about whether they are conveniently accessible to your staff and how far they might have to walk to collect their print jobs. You may find that you have too many or too few print devices or that printers are not located near to those who actually need to use them. If you deal with large volumes of documents that require scanning, also consider where the scan facilities should be located.

5. Understand how people use technology

Different teams and areas of your office will have different requirements and uses for your printers and office solutions.

Shared black and white desktop printers may suffice for some teams, whereas others may require colour printing, larger formats or the ability to print media such as stapled booklets or envelopes. Colour printing might not be necessary for all staff, allowing you an opportunity to make considerable cost savings.

Those who are handling sensitive or confidential documents may need secure print capabilities, allowing documents to be released from the print device using a PIN or ID card.

Also think about whether linking cloud storage and mobile printing capabilities could be beneficial for your business.

6. Plot where documents will be stored

Consider where documents need to go within your systems once they are digitally captured.

This could be a single location or multiple ones. Documents may need to go into a document workflow process where tasks can be assigned and managed through automation software. Alternatively, they may be stored in a repository – such as a cloud based storage solution – where your staff can search and locate documents quickly and easily.