Konica Minolta advises businesses of all sizes to take stock and undergo a health check to make sure they are best placed to maximise profits in the New Year. 

Organisations continue to face challenges in today’s tough economic climate, especially with cash flow and financing problems.

Mike Dooner from the Managed Content Services division of Konica Minolta comments that one of the most effective ways to quickly get short and long-term financial gains is to review document management and printing processes. Often invisible, these processes can cost organisations significantly, but are usually relatively easy to fix.

Many companies lose significant amounts of money and productivity each year from not optimising their document management and printing processes. According to the Quocirca’s 2012 SMB MPS study, 60 per cent of small- and medium-sized organisations want to reduce paper usage, while Gartner reports that 90 per cent of organisations have suffered at least one data loss through unsecured printing.

According to Mike Dooner, companies can quickly and easily improve their document management and printing processes, becoming a smarter, more efficient workplace through simplified workflow. The organisation will benefit from better knowledge management, reduced human error through automated processes, and significantly lower costs.

A health check now will, therefore, help them identify areas for improvement and highlight opportunities to save money in the coming year. Mike Dooner advises that the first step of this process should be a detailed print and document management audit, which can highlight potential financial savings as well as opportunities for greater operational control, increased understanding of operational systems and cost drivers, and improved productivity.

There are three key ways in which new document management processes can save businesses time, money, and resources in the New Year: 

1. Move away from paper-based processes. 

Maintaining a paper-based documentation system is inefficient and expensive – companies not only spend a lot of time looking for documents or working on the wrong versions of documents but also end up spending tens of thousands of dollars each year unnecessarily with employees wasting their time working on outdated information. 

2. Manage the risk and expense of manual, time-consuming processes. 

Creating standard documents such as contracts or letters manually can be time-consuming and error-prone. Automation systems can use a logic-based system to create these documents automatically with pre-approved text and data. 

3. Find and eliminate the hidden costs of inefficient print and printer fleet management. 

Gartner reveals that an unmanaged print environment can cost more than $650 per employee per year. A printer fleet can be managed effectively by being informed about the age and fleet size of the equipment; maintenance procedures; expenditure; support; sustainability; mobility; and security.

Better visibility into these issues will lead to more effective management, resulting in cost savings and efficiencies. Konica Minolta recommends managed print services (MPS) for such companies, which essentially means outsourcing printer fleet management to an expert, significantly reducing the time it takes to manage print devices, lower capital and operational costs by consolidating and streamlining printer fleets, and free the IT support team from printer-related enquiries. 

Mike Dooner adds that most companies will benefit significantly in the New Year if they take a more strategic approach to print and document management infrastructure. This includes better document handling and digitisation, process automation and printer fleet management.