Your business is always looking for new ways to improve office efficiency. A good place to start could be having better document management….
Take an inventory of all the printing devices within your company. It’s important to know the age, type, and location that each device serves. Having a better understanding of where documents are printed will also allow you to evaluate whether a particular department’s needs are being fulfilled or if a device could be better utilized elsewhere.
Who Is The Primary User And What Is The Primary Function Of Each Device?
Identifying who is the primary user of each printer, copier or MFD will assist in recognizing who would benefit the most from a particular type of device. A marketing department will likely benefit from a high-volume color MFD, while an executive suite would likely only need a small MFD for occasional printing. Determining whether each department’s device performs all the necessary functions needed to increase productivity is significant.
Knowing the amount of toner, ink, and paper that each department is using can help determine where costs can be reduced. There may be an opportunity to consolidate multiple printers into one high-volume MFD. Determine whether each printer device is allocated correctly.
Get An Understanding Of The Cost Of Your Current Printing Operation
Review all current lease, service, and maintenance agreements along with the cost of consumables, such as printer and toner for each device. With this information, you can pinpoint which department or device that could possibly be reduced or even eliminated.
Watch out for areas where there is a lot of waste or a decrease in the workflow. You may find that emails are being printed, causing paper waste; documents are being printed to be signed, then scanned which is a reduction in workflow, or there may be important documents left on a printer which can be a breach of security.
Digitizing most of your documents can decrease security risks, reduce the number of consumables used, and increase productivity.
Waltz Can Help You With Document Management
Document Management frees your business from the headaches of managing paper documents and helps you maximize office productivity. Waltz Business Solutions helps businesses manage their documents via online or desktop versions at a competitive price designed to fit most budgets. Document Management Solutions is an essential element for every well-managed business.
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About Waltz Business Solutions
“If your document haltz… Call Waltz!” Waltz Business Solutions offers copying, printing, faxing and document storage solutions from the best in the industry – Kyocera, Hewlett Packard, and Samsung.
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