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Five Strategies for Improved SMB Document Efficiency

  • Five Strategies for Improved SMB Document Efficiency-

    Optimizing for Efficiency

    Armed with this knowledge, there are a number of ways that SMBs can significantly reduce device-related waste through more balanced deployment. It begins by assessing organizational needs. Once identified, MFPs with unnecessary features can be replaced with printers that address the organization's specific needs, and then appropriately deployed throughout the organization. Arranging these devices in key locations can help SMBs achieve significant productivity gains as well as cost savings.

    For example, an office with large MFPs can move to just one color laser printer for the marketing department, an A3 device for legal affairs and a number of low-cost black-and-white letter-size machines deployed close to employee work areas. This strategy would save the SMB in every area, from leasing costs to energy usage and increased employee productivity.

    SMBs can also maximize cost savings and productivity through software and services that improve business processes. For example, print management/cost recovery solutions can automate a range of print, copy and scan tasks, including activity tracking, cost allocation, quota setting/enforcement, secure printing, job redirect and reporting. Other cost-saving tools can capture scanned documents, route them to the proper destinations and retrieve scanned information at a later date.

    Software solutions are also available for business processes as well as security and compliance requirements. For example, health care organizations can utilize software to securely integrate MFPs with electronic medical records (EMR) or claims management systems, enabling jobs to be properly transmitted to the appropriate repositories.

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Five Strategies for Improved SMB Document Efficiency

  • 1 | 2 | 3 | 4 | 5 | 6 | 7
  • Five Strategies for Improved SMB Document Efficiency-6

    Optimizing for Efficiency

    Armed with this knowledge, there are a number of ways that SMBs can significantly reduce device-related waste through more balanced deployment. It begins by assessing organizational needs. Once identified, MFPs with unnecessary features can be replaced with printers that address the organization's specific needs, and then appropriately deployed throughout the organization. Arranging these devices in key locations can help SMBs achieve significant productivity gains as well as cost savings.

    For example, an office with large MFPs can move to just one color laser printer for the marketing department, an A3 device for legal affairs and a number of low-cost black-and-white letter-size machines deployed close to employee work areas. This strategy would save the SMB in every area, from leasing costs to energy usage and increased employee productivity.

    SMBs can also maximize cost savings and productivity through software and services that improve business processes. For example, print management/cost recovery solutions can automate a range of print, copy and scan tasks, including activity tracking, cost allocation, quota setting/enforcement, secure printing, job redirect and reporting. Other cost-saving tools can capture scanned documents, route them to the proper destinations and retrieve scanned information at a later date.

    Software solutions are also available for business processes as well as security and compliance requirements. For example, health care organizations can utilize software to securely integrate MFPs with electronic medical records (EMR) or claims management systems, enabling jobs to be properly transmitted to the appropriate repositories.

Small to medium businesses (SMBs) relentlessly seek new strategies and solutions to reduce costs and increase productivity. Every saved dollar goes back to the bottom line to fuel growth. Costs can be recovered in many areas across the office.

One of the most common sources of unnecessary spending is found in the misallocation of office technology. Significant losses occur with underused printers, multifunction printers (MFPs) and document management systems. This misallocation has a number of cost and productivity implications but can be remedied by identifying underused devices and deploying resources more effectively.

About the Author

Dan Waldinger is the director, Services and Solutions Marketing, Brother International Corporation. With more than 25 years of industry experience, Mr. Waldinger leads the Brother SMB initiative, Don't Supersize. Optimize. Under his leadership, Brother provides resources, self-assessment tools and solutions for SMBs to reduce document-related costs and increase efficiencies.

Data source: InfoTrends whitepaper "Device Underuse and Unbalanced Fleets"