Running a business can be difficult, particularly when it goes through a rapid growth phase. As a business owner, you may be feeling overwhelmed, overworked or just not as efficient as you know you could be. To remain competitive, businesses must boost operational efficiency, this is especially true in the SME market where organisations may have more limited resources. Efficiencies can be gained in a number of places, but here are five areas to start with.
1. Reduce paper usage
Reviewing your paper consumption and usage is often one of the quickest ways to streamline your business. Paperwork can quickly pile up and increase waiting times – internally and externally. Trace the paper trail and ask key employees:
- What information do you add to the paperwork and why is it needed?
- What information do you take from the paperwork and why do you need it?
- Why is this paperwork important for your job?
You may find that while the information is necessary, individuals do not necessarily need to have paper copies. One way to address this would be to look at document management solutions that would allow you to make the move to start digitising information.
Document management solutions can help your business to operate more efficiently by putting documents at employees’ fingertips instantly and providing an easy way to categorise, store and organise documents. With the right solution, you will be able to scan documents in a matter of seconds, and use workflows to automatically route that document to the right folder or person. When choosing a solution some of the things you will want to look for include: being able to create customised workflows that fit your business operations, easily search scanned documents and assign access levels by employee role.
File cabinets and storages boxes can also take up valuable office space – or even be an additional expense if you require offsite storage. So you should look at using a document management system for the long-term storage and retrieval of documents. Not only will this save floor space, but could prevent staff from having to make trips to and from your offsite storage to retrieve documents – saving you both time and money.
2. Outsource
Businesses of all sizes can benefit from outsourcing, whether that’s choosing to outsource their finance and IT support or HR and marketing. There are a number of ways your company can benefit from outsourcing. When done correctly it can help your business to run more efficiently and reduce costs. For example, outsourcing tasks will allow you to focus on business growth, without sacrificing quality and service in the back office.
For small businesses outsourcing can help ensure certain tasks (such as billing) are performed at a consistent and affordable rate. It can also help reign in the spiralling operational costs of certain departments in larger organisations. If you suspect there is an area of your business that could be more efficient, scope the requirement and desired outcomes, and investigate potential options.
3. Automate repetitive tasks
Does your business have a lot of time-consuming tasks which need to be performed on a regular basis? Do you have to use multiple systems to complete single tasks? Look to see whether these tasks could be consolidated, so they can be performed with a couple of clicks. See whether you can use workflows to automate processes, freeing up your staff to focus on higher-value tasks. One example could be billing emails. If you send regular reminders to customers about direct debits or upcoming payment dates automating this process could save you hours.
4. Develop a long-term technology plan
Replacing outdated or ineffective hardware can majorly impact your employees’ productivity. You can minimise or reduce these disruptions by planning for the long term. You should determine your short and long-term business objectives, and map where technology solutions can help you achieve these.
5. Reduce unnecessary travel time
While face to face meetings are an important part of a business, they are not necessary for every situation. Particularly where you might have customers spread across the country or even the globe. Time spent travelling is typically less productive, and any time saved can be spent on higher-value tasks.
Nowadays it is straightforward to talk face-to-face virtually with video conferencing and collaborate via screen and application sharing using systems such as Skype for Business. Of course, the price points do vary so mapping technologies to their correct applications are crucial. Additionally any out of the office training seminars, conferences or exhibitions should be reviewed on a cost-benefit basis. This is not to say you should stop employees from attending these events – as they can deliver high value. Just ensure you’re choosing ones that will help your employees meet their objectives.
These five areas are just a starting point there are many other things you can go on to consider. You can also review software, recruitment, remote working, mobile access and communications. Remember to evaluate the impact each area will have on your bottom line and how it will impact your employees, suppliers, business partners and your customers. If you commit to taking the time to streamline your business operations, you will see the results take shape.
Managed print and document solutions can bring a wealth of benefits, including increased employee productivity and efficiency, the ability to maximise billable hours, and greater document and data security. But in order to truly harness these benefits and enhance your operations, you need to choose the right print and document solutions partner.
Many companies will feel under pressure to simply pick the lowest cost option, or are blinded by a dazzling list of benefits which seem impressive on paper, but in reality, don’t quite deliver after installation. This why it’s critical to do your research, to ensure you’re choosing a solution that delivers a return on your investment, beyond simply the cost per print.
How to choose a solution that suits
The Installation Process
If planned and executed correctly, the impact of installation on day-to-day management and activity should be insignificant. If the print and document solution takes days to install and is difficult to integrate with your other applications, then it’s only going to have a negative impact. In the short-term, it’ll be costing your firm on the bottom line and will damage the end user’s perception of the solution. Inefficiencies will swallow up any potential returns in the long-run as users try to find a workaround for the solution.
How Does It Integrate?
If the platform will only integrate with a few pieces of third-party software then it’s going to be a struggle. Or it will become more of an expense in the long run. You want a solution that fits your needs and operations. Not one that you have to work around it, or which restricts future decisions. In order to truly integrate, you should be looking at firms who truly understand systems, and who can analyse your business and operations. You don’t want a provider who only looks at printer location and the cost per print. This is where so many traditional copier businesses fall down.
Flexibility
Your chosen print and document solution may integrate perfectly with your current infrastructure, but you don’t want it to affect software choices you make in the future. Otherwise, you could be left with an ineffective, cumbersome solution. Or have to pay out to start this whole costly process again. The right print and document solution should, as your IT infrastructure does, grow with you, allowing you to capitalise on new opportunities and changing markets.
Management & Long Term Planning
When most law firms receive a proposal from a print provider, the first things they will notice is a lower cost per click, due to standardisation, and a drop in paper consumption and waste. Whilst these are positives, there is only so much you can gain without further optimisation. You can achieve greater productivity and efficiency through scanning solutions, but this takes time, planning and ongoing management. Many print providers simply don’t have the knowledge to deliver this properly.
You need a provider who is in it for the long-haul, who will take the time to learn end-user trends and revisit the solution to see where they can change processes and automate staff functions. These are the areas which will make the solution completely bespoke and will enhance your margins. The provider needs to stage the solution, with every step optimised before progressing to the next. If a print company tries to deliver everything in one big project then something is probably not quite right.
Ask yourself, what do you want to achieve from this process? Do you just want to achieve quick wins? Or do you want to also optimise processes for ongoing operational and margin improvement? The answer to that question should give you an idea of what sort of providers you should be engaging with.
Do you know how much your firm spends on printing? It’s okay, most firms don’t. Even they think they do it’s pretty much guaranteed that their actual spend is a lot higher. After all, there’s a lot of hidden costs when it comes to print, which many people don’t consider.
Luckily it’s easy to transform this environment and straightforward to get started. MDS – or Managed Document Solutions – can help to not only reduce your print budget but help you to better understand and allocate it. Along the way you’ll also be improving processes for employees, increasing efficiency and helping your firm to become more productive.
1. Reduce the number of devices
Personal printers may seem like the cheaper option but they’re probably costing you a fortune in ink. Even worse, you have no way to track who’s spending what. Reduce the number of devices by migrating users over to larger multi-function devices (MFDs), which allows printing, scanning, copying and faxing within one machine and are also durable enough to meet the needs of several users. Less equipment means fewer costs and fewer problems.
2. Create a digital environment
How many boxes of documents do you keep in your offices? What about in your offsite storage? For some firms, it’s going to be in the thousands per year. Offsite storage is an overhead which is ever increasing, plus then you have to add on the transportation costs of sending employees back and forth to collect necessary documents and the time they lose doing that. Rules-based scanning and routeing make it easy to transform your paper documents into digital ones – increasing security and search capabilities while reducing ongoing storage costs. Clients, other law firms and even courts are now accepting digital files in place of hard copies – for some a digital copy is now expected as the norm.
3. Think before you print
How many times do you print a document just to proofread it and shred it? How many times do you print an article just to read it and bin it? How often do you print a file in colour, only to realise you need it in black and white? These seem like insignificant costs individually, but if everyone follows these practices then the costs soon mount up. Detailed reports and analysis will allow you to see exactly who’s been printing what. You can break these reports down by office, department or individual to see who should be footing the bill. Some solutions can also be configured to display popup notifications when employees try to print certain documents to remind them: “do you really need to print this document?”
4. Stop printing twice
It’s a common occurrence, you finalise a document, press print and then spot a spelling mistake on the first page. They’re no way you can hand this off to a client now, but never mind because you can just print it again. Usually, when you hit print, the document is sent and printed automatically at the device linked to your computer. With a “follow-me” solution documents are held in a virtual printer queue, and are only released when a user signs in to the device and hits print. If you realise you’ve made a mistake, simply sign and delete the document. You can also configure your device to automatically delete documents in the queue after a set time period.
5. Track the paper trail
Somewhere in your office is an employee who feels the need to print everything. You don’t know why and, more importantly, you don’t know who they are (so you can’t track them down and stop them). How much is this wasteful printing practice costing your firm? When people are aware of how much their printing costs, then the amount they print usually declines. Start tracking and analysing how much each individual is spending on printing, and share these reports with individuals.
6. Prevent colour printing
Colour is sometimes necessary but it doesn’t need to be a part of everything you print. You can’t rely on users to check that grayscale box every time they print, but you can rely on colour printing rules. Deny colour printing from certain applications, like email, automatically route jobs to a lower-cost colour printing or prevent certain employees from printing in colour altogether.
7. Convenient Printing
MFD’s can be just as convenient for users as personal printers. Centralised software means that users can print from any devices on the network, as their files and documents are stored on a server and are only released once they sign in at a device. Yet the device isn’t the only thing standing in the way of convenient printing, workflows are. Custom designed workflows will allow employees to complete their most laborious or recurrent processes in a matter of clicks, improving their day-to-day activities and reducing printer-related frustration.
8. Reduce calls to the help desk
The centralised software allows for easy maintenance, by letting administrators easily see what happening on every device on the network, with the need for site visits. You can remotely schedule your devices to undergo maintenance, all at the same time, and ensure that each one is running the latest software version, helping decrease costly downtime. The virtual printer queue also ensures that at least if one device is down and unusable, then employees can simply sign in at another and print from there.
9. Recover printing costs
Do you charge your clients for printing costs? So many of the old Managed Print outfits sell ‘cost recovery’ solutions and also claim firms can profit from print. Honestly, there are not many clients who will swallow this and it will generally reflect negatively on your firm. You can, however, use the technologies for understanding where you are printing, i.e. against particular matters and clients. This is useful and can potentially aid you to address costing and identify workflow and process changes to protect your margins. You should be looking to reduce print, not profit from it.