Documents are the lifeline of all businesses, the fuel in the engine running on business growth. Even the completely digitalized businesses are not spared from the curse and gift of documentation!
Record-keeping and managing documents have been an exhausting part of any business organization from as far back as discovered. It’s a time-consuming and expensive process that requires a lot of resources and workforce. The manual printing out and filing process of document-management takes up time, space, and effort. The retrieval process is even more arduous.
Businesses spend an extensive amount of time and a lot of workforce into filing and managing documents. Out of every 10 million generated in revenue, about 1 million go towards document management. Additionally, almost 40-60% of the total issues forwarded to IT support department are print-related.
Well, the good news is that it doesn’t have to be that grim. After a quick assessment of your print environment, you can create smarter solutions to make most out of your print resources.
Studying the print giants like Xerox in Abu Dhabi and Dubai, we have come up with 5 hacks to help you manage your document workflow better:
Majority of the document processes and print jobs constitute of repetitive tasks like saving files to the right folders, processing claims, and filing invoices. Most of these processes are usually done manually by employees. But developing an understanding of the workflow required, you can automate the process through an app integrated into your multi-function printers.
By simply setting up an app on your MFPs, you can route documents to the repositories and folders designated through the automated preset digital workflow. This way you can turn a wearisome multi-step job into a smart single-step one.
Living In The Clouds
The invention of web repositories and clouds has truly been one of the greatest by humankind. Move all your bulky, graphic heavy files to cloud today for a simpler process.
Traditionally large files are shared with each other through email attachments. The attachment is then downloaded and sent for print. By switching to cloud and setting up your MFP to seamlessly connect with it, you can print or scan documents directly from the repository.
Troubleshoot In Isolation
Like we stated above, 40-60% of the issues forwarded to IT help desk are print-related issues. Now how inconvenient it is for you to shuffle across the office to troubleshoot basic issues?
The MFPs today are designed smartly, maybe keeping just that in mind. These MFPs allow you to setup remote admin interface that authorize you to access and interact with the MFP and its settings to troubleshoot remotely. This enables the IT to focus their energies on system security rather than moving from table to table to fix printers.
Pro-action Instead Of Reaction
In most businesses a budget is formed monthly or bimonthly to purchase the resources. The task is assigned to a team to manually inspect the office and list things you’re running low on, then visit the market and buy the listed things.
Isn’t that time consuming? We offer a better solution. Set up your MFPs to automatically notify you through email alert when they’re running low on cartridges, ink, or toner. That enables you to save time and buy the supplies yourself only when they’re needed.
Color Printing Restrictions
Everybody knows that color printing is more expensive than monochrome. That’s no surprise. But do you know that you can restrict the use of color printing on your MFP by using permissions and controls settings.
The feature allows you to restrict the print color through the time of the day, document type, certain users or the department they work in. This ensures that color printing is allowed and accessible when the need arises but nobody can exploit the inks for personal usage.
Be Clever, Stay Ahead
Reading the article you must’ve realized that none of the hacks mentioned above require any additional costs or resources. You can utilize everything you already have to multiply your workforce efficiency exponentially without spending a penny.
The idea is to smartly play around the settings and control panels to figure out cleverer ways to get the job done quicker.
Make sure that the multi-function printer your business owns is of a reliable brand and offers nice features. It is better to make a smart decision by not risking your investment. Remember to visit reliable suppliers and brand outlets like Xerox Abu Dhabi before finalizing the purchase.