How to optimise your business with a managed document service.
While the economic world likes to talk about change; one thing will always stay the same and that is the need for business owners to constantly find ways of maximising output whilst minimising costs.
It’s true: Doing more for less is a continuous challenge for most companies and the process can be both time consuming and complex. For many business owners, just knowing the best place to start when looking to optimise their operations is often the biggest preventer of progress of all.
However, with information playing a key role in just about every business, tackling the reducing costs/increasing output conundrum should usually start by improving the process of document management.
This is because the way in which a business goes about processing, storing and retrieving its critical business information will have a direct effect on its quality of decision making, the speed in which it can respond, the amount of time spent on administrative processes and the way in which the workforce works as a team.
Get your information management right, and you will be rewarded with a responsive, efficient business that has teamwork at its core. Get it wrong and you could find yourself vulnerable to cyber-attack, bogged down with process and unmotivated, disengaged staff.
Overcoming obstacles to progress
So, what are key issues businesses need to face when looking to improve their document management processes as a way of controlling costs and boosting productivity?
As document management specialists, CRS sees the same five challenges come up time and time again.
Let’s take a look at what they are, and what can be done to solve them.
- Printing too much
Many companies waste money from simply printing too much. But it’s something that can be easily corrected. In our experience, it’s usually possible to save 30% by simply helping businesses cut back on their document output. Using print management software such as PaperCut, for instance, can give you a 360 degree view of your company’s print, scan and copying output to help you track and monitor print jobs across your entire fleet. Using it will mean you can significantly cut back on print output and unnecessary waste, thus saving time and money.
- Out of date systems
Despite significant technological advancements in the document management industry in recent years, many companies are using outdated systems that are holding back progress. Today’s print, scan and copying devices are designed to work harder and smarter than ever before. They are designed to support the fluid, complex needs of the modern-day enterprise and can save time and money with a range of features that promote collaborative working and can boost your professional abilities. With finance plans available, getting your hands on the latest technology has never been easier, and help firms like yours take advantage of state-of-the-art tech sooner.
- Stand-alone systems
Lack of integration often means ‘people power’ is required at every stage of the process to keep the business moving – and this can slow things down. However, it is in fact possible to create a full end-to-end digital workflow using 80% of a company’s existing infrastructure or systems that are commercially available and the rest through configuration, integration and customisation. This means a fully integrated system can be achieved without having to ‘start over’ and for some this means the dream of a systemised workflow is far more attainable than they believe.
- Broken processes
You may have invested in state-of-the-art equipment and operate from a cloud network that integrates all of your systems and software. However, it takes just single broken link in the process for the entire process to let you down. Analysing each stage of your document management process is sometimes the only way of spotting those glitches that can jeopardise your efficiency – and there are always tools and tactics that can be applied to reverse the threat. For instance, if approving documents holds up the pipeline, it’s possible to create a system that sends automatic alerts and notifications to the right people to remind them an action is due. Sometimes the devil really is in the detail and just a simple fix could be enough to improve.
- Lack of insight
Of course, sometimes the only thing that’s holding back a company from joining the ranks of a modern day enterprise is their own lack of ambition or insight into the possibilities that lay ahead. And that’s where engaging with a trusted partner can help. Moving away from the burden of paperwork and modernising your processes so that your operation can start working like clockwork might need an upfront investment to get up and running; but once it’s in place a document management service plan with a favoured supplier can be all it takes to make sure you stay on track. Their ongoing expert intervention will mean your system is continuously maintained, reviewed and improved so that your workflow keeps delivering a myriad of business benefits through automation and efficiency. As a result of regular attention and upkeep, your operation will never have to face falling behind with the times again.
Document workflow and management services
Talk to CRS about designing and implementing a document workflow that will drive down costs and boost your productivity in your organisation. Then leave it to us to provide a stress-free service that will keep your operation running like clockwork from thereon.