Once you decide to begin
efforts to design a document strategy, it is easy to become
overwhelmed by the decision. Where do you begin? What should
the scope of your strategy cover? How will you justify your
efforts and demonstrate a return on investment? This white
paper provides some answers by suggesting five steps you can
take today toward an effective and profitable document strategy
that will bring you real-world, bottom-line benefits.
Taking Important Steps
Toward A Document
While there are many environments and technologies to consider
when designing a document strategy, companies are discovering
that their printer and copier fleet can serve as an effective
and profitable place to start. Workgroup printers and copiers
are a natural and sensible environment for a document strategy
because they directly support the day-to-day business of organizations
of all sizes and types from every industry. Pick any department
or any business process and you can bet that users –
from frontline employees to executive staff – depend
on printers and copiers to get their job done. Ultimately,
business operations depend on the efficiency, effectiveness
and cost control associated with work group printers and copiers.
Despite their importance to company performance, printers
and copiers are rarely managed as a corporate asset. Often
planning and budgeting for devices is fragmented among various
budgets, departments, and managers, and many times the planning
that does take place starts with asking various vendors to
submit proposals based on incumbent vendor proposals. This
inevitably results in increased operating costs, sub-optimal
leases and contracts, and lost opportunity for process improvement.
What is needed is a centralized, strategic approach; one that
is based upon a wellthought assessment of the costs, volumes,
support needs, and employee effort associated with the workflow.
With such an assessment, companies often find that they can
reduce the number of printers and copiers hanging on their
network, cut support and supply costs, and optimize their
equipment leases and maintenance contracts.
The job is not completed once an assessment has concluded, however. Ongoing management of your printer/copier fleet is essential to ensure that the environment continues to perform
as it should and that the return on investments uncovered
are, in fact, realized. This is a challenge for most organizations
since internal resources are rarely applied to manage printers
and copiers, and the environment is commonly left in the hands
of vendors and suppliers who often profit from the inefficiencies
of the fleet. Independent attention is needed in order to
gain and maintain the benefits of your document strategy over
So the question becomes: Where do you begin to design a document
strategy to make the most of your workgroup printers and copiers?
Here are five steps you can take today to cut costs, improve
device performance, and increase the effectiveness of your
contracts and suppliers.
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