Business Matters: Welcome to the digital world
The modern business environment has evolved rapidly, driven by new technologies and processes as well as an increasing pressure to scrutinise and reconsider their costs.
Organisations are looking at ways to streamline their operations, and processes such as technology and printing represent a great opportunity to increase efficiency.
Although, in the eyes of some, printing is a ‘twilight technology’, it remains a key business enabler, and this is likely to be the case for the foreseeable future. In fact, Gartner has estimated that up to 3% of an organisation’s total revenue is spent on print. This gives plenty of scope for savings.
At first glance, it’s difficult to see where these savings can be made. They’re hidden in inefficient hardware, wasteful use of resources, and thousands of staff hours lost through inefficient processes and workflows.
Managed Print Services (MPS) has become a buzzword for contracts that combine the supply of hardware, service and consumables, but rests on the unstable premise that the outcome is “print”. In fact many documents can – and should – remain in digital form. So a true managed service also encompasses software that enables documents to be input, output and exchanged securely without having to be printed – we call this Managed Document Services (MDS). There may be areas of the organisation where a hard copy is definitely required, but many documents are printed just because that is the way it has always been done.
It’s no surprise that businesses in a number of different industries are using Managed Document Services (MDS) to better understand their print requirements and, based on that, where they can make cost savings. MDS has the potential to help organisations to realise a minimum of 30% savings.
MDS usually combine hardware, software, servicing and elements of strategic consultancy in order to optimise a company’s entire document output process by following five straightforward steps: Assess, Design, Implement, Optimise and Manage. These five steps identify a company’s document output costs and its requirements to discover the full potential for cost reduction, before it creates a tailor-made proposal that reduces the company’s overall output costs, improves its competitive advantage and considers its environmental impact.
In addition to basic benefits such as controlling access to devices and assigning costs to departments, MDS allows businesses to tailor their document management environment to suit their needs. Companies can then gain a host of advantages including: streamlining document management; reducing the IT department’s workload; and cutting the environmental impact of printers and MFPs.
We’re now in a digital world, and businesses need to adapt their behaviour to keep up.