7 Simple Hacks for Smarter Document Workflow

Published Monday, December 4, 2017 6:00 am
by Greg Tigges

Quick and easy ways to fix the flow of information in your print environment


If you think about it, documents are the lifeblood of business. In fact, more than a third of business processes are document driven.


The trouble is, businesses spend way too much time and money managing their documents. And as many as 40-60% of all IT help desk calls are print-related.


The good news is that if you take a quick assessment of your print environment, you’ll notice all sorts of smart ways to make the most of your print resources.


If you’re the person who’s managing printers, here’s a collection of quick hacks to improve your document workflow.


1.   Automate the simple stuff.


Most print jobs and document processes involve repetitive tasks like filing invoices, processing claims and saving files to the right folders. Today your users carry out most of these steps manually. If you document and understand the workflows they need, you could automate them as pre-set digital workflows using your multi-function printers (MFPs).


2.   Move to the cloud (and stay there).


It makes sense to move large, graphics-heavy files like marketing collateral to cloud repositories. Most people share large documents using email so they might have to download a copy before printing or scanning them to cloud repositories like Dropbox.


Set up your MFP to directly scan and print documents to and from apps like Dropbox. That way you reduce the number of steps in the process and free up valuable email server space at the same time.


3.   Troubleshoot remotely.


When your people have a problem with document workflow, it’s only natural that they’d turn to you for help. At the same time, you shouldn’t be shuffling across the office every time someone has a printer issue.


The good news is that today’s MFPs are smart enough to let you fix issues remotely. Use a remote admin interface to access and interact with your MFP and settings to troubleshoot remotely.


4.   Order supplies proactively.


Set your printers to automatically notify you with an email alert when they’re running low on toner. That way, you’ll be the only one spending on supplies and only ordering when you need something.


5.   Put color in the right hands.


Color printing is more expensive than printing in black and white. At the same time, it’s also really important that certain documents are printed in color. So don’t allow everyone to print everything in color all the time. Instead, use permissions and controls to restrict color printing to certain people, departments, document types or even times of day. Find out how here.


6.   Switch to two-sided printing.


Printing on two sides is an easy way to make a big impact. Choose printers that print on both sides of paper by default.


You’ll cut costs and paper use in half. It’s easy and sensible.


7.   Print on-demand.


90% of businesses have suffered security breaches because of unsecured printing. Way too often that’s because someone left sensitive documents in a printer tray.


Not only is that a breach waiting to happen, it’s also a waste of paper and money. In fact, around 50% of printed pages get thrown away and 20% never even get picked up.


Print on-demand makes sure the multi-function printer only releases the document when the person who sent the print job is there for validation with a PIN or card swipe. You’ll solve a cost and security problem with one simple move. Find out how here.


When you improve the way documents flow through your business, you’re improving the way information flows through the business. Because getting it right means making your life easier, saving the company money and making sure your people work better.


These quick hacks will definitely get you there.


Document Solutions of Springfield is proud to be the Xerox MFP and copier technology dealer serving southwest Missouri for over 23 years. With over 35 years of Xerox technology experience, our goal is to provide the community with the latest products, solutions, technology trends & other means of information and help your company make educated business decisions.


Our job involves helping clients answer questions and find ways to achieve success by improving efficiency, productivity, and controlling costs.  


Come visit our showroom at Plaza Towers at the corner of Sunshine and Glenstone, visit our website at www.DocumentSolutionsInc.net or call us at (417) 883-2416. We’re here to help!