The rise in digital technology has revolutionised the office. It has transformed the way we work and maximise our profit margins. If you haven't thought seriously about upgrading to digital, then it is likely your business is falling behind.
It's quite common for our team to find areas of high spending that could be easily eliminated. Cheap initial deals can transform into extremely costly ongoing monthly charges. These hidden costs keep increasing, creating stress, financial strain, amongst other negative impacts on business.
To help you, we've pulled together a list of common areas over-spending occurs. All of which can be reduced through the smart use of digital technology.
There are generally three reasons why your business is paying too much for printing.
Have you taken a long hard look at your current document management systems lately? How much money is your business wasting on administrative functions?
Sadly, the truth is if you're paying someone to print, archive, view and edit files, then you are pouring money down the drain. The latest technology is transforming profit margins by encouraging us to automate many office systems.
Microsoft Word and network server storages are the usual out-dated methods. They involve scanning hard copy documents into storage systems. This is a major issue for businesses using small multifunction devices due to their lack of advanced features. Documents are hard to find once scanned and require manual organising on an internal system to order them correctly.
Data breaches are another significant risk for businesses who choose not to automate. Regardless of the size of an organisation or industry, poor document management is exceptionally costly. Confidential documents can easily get picked up by unauthorised staff members creating high-risk for any business.
Old technology or cheap multifunction devices create significant downtime. Your old devices are less reliable, have more jamming and deliver low-quality printing and scanning. With small 'cheap' devices, there is often no technical support offered. If something goes wrong with your device, you will need to outsource; this takes time and money.
The cost of external printing can impact business significantly. Many companies often outsource the printing of marketing materials. A considerable amount of time can be wasted through the process of outsourcing and costs for a third party are often expensive.
Invoicing and paying bills is a good example of an inefficient time-wasting process for many small to medium businesses. The area can be complicated and highly varied with many pressures. The money poured into these administrative tasks is confronting and, thanks to digital advances, unnecessary.
Not only does old technology impact your profit margin, but it also has negative impacts on the workforce. If your business has an older device or several desktop devices, you will have productivity issues. This is simply a result of the device being an inferior or unintelligent product. Common areas we consider when evaluating your productivity levels are:
A productive office is essential to ensuring the success of your business. Despite knowing this, many companies fall into the trap of sticking with old systems.
When analysing what Digital Solution works best for you, you need to assess your current systems. Our team have specialised tips to help you identify the cost pitfalls for your particular business. If this is something you haven't done before, follow the three steps below to help you get started:
If you identify with any of the productivity issues or overlooked expenses, you will be happy to know we have solutions. Fuji Xerox Business Centre NT are leading the way in automating local business practices to achieve greater productivity and profitability. By automating your printing systems and embracing digital advances, you will make dramatic savings and enjoy productive teams.
Our Smart Work Gateway is a digital platform that will transform your business. Its capabilities and applications will put you ahead of the rest, improving business systems and offering easy to understand solutions.
The latest Fuji Xerox multifunction devices eliminate human error, give transparent prices and eliminate the stress of expensive consumables. Thanks to their intuitive systems, they save businesses huge dollars in printing expenses.
The latest document management systems have removed the reliance on administrative manual labour. Workflow automation can be personalised to your specific predefined processes. They allow businesses to set up regulatory or in-house operating standards as well as implement any approval steps that need to be integrated. Overall, digital document management systems eliminate the person in the middle.
The latest technology also uses Optical Character Recognition (OCR). This is a valued feature that allows for all types of documents to be searched for. Your organisation no longer needs to consult with staff members to locate important documents.
Accounts payable has historically been heavily reliant on manual and paper-based processes. Digital technology can eliminate this, which in turn reduces high costs to your business. All accounts payable become entirely automated, costing you less in administration.
A Fuji Xerox multifunction device can be used as a great marketing tool, printing quality documents to make your products or services stand out. You no longer need to outsource to third-party agencies, dramatically reducing down-time.
We pride ourselves on our local printer support. By taking the responsibility of printers off the shoulders of your IT department, our technicians dramatically increase businesses productivity.
Thanks to our on-the-ground experts, if any issues arise, they are dealt with quickly and effectively.
Our Smart Work Gateway offers a feature called 'follow you', helping businesses enjoy automated cost recovery systems. All printing can be tracked thanks to this latest technology, ensuring organisations properly manage their workforces printing demands.
This feature is particularly helpful in schools or on large campuses where departments can be tracked and charged for their printing.
By introducing 'Follow You' to a business, you can track and report on employee printing. This empowers an organisation to closely look at their print volumes and enforce practical solutions to reduce them. It also allows for more accountability from staff, helping them to engage with the impact of printing.
Mobile Printing is the next step in increased productivity. With digital technology helping us to work from anywhere around the world, there has become a demand for printing to be mobile too. Fuji Xerox Australia has found that 60% of mobile workers would like to be able to print from their mobile devices and only 1 in 5 actually can.
We have introduced a Mobile Print for Business app that intuitively allows employees to print from a handheld device. It also allows for documents to be scanned from a multifunction device in the office and quickly uploaded to a mobile worker's smartphone or tablet.
Our Smart Work Gateway also enables you to download highly confidential documents to any device, provided you have been granted secure access. You can also upload any documents you are working on to cloud storage. This means documents can be shared with colleagues anywhere, at any time.
Unintentional exposure to highly confidential documents can lead to the demise of a business. It can be costly and compromise the reputation of a company. Sadly, data breaches are increasing, either as a result of human error or hackers.
To avoid embarrassment, you need an enhanced document and data security system. Our Smart Work Gateway has you covered. It provides complete traceability assisting you to locate where all documents have been sent.
You are safe when your data is tracked. Each staff member has their unique digital fingerprint, which makes it easy to give access to certain people and know who has either downloaded or accessed a file. This security extends to your multifunction device, which will only allow a person with the relevant permissions to print a document. This traceability will enable you to mitigate risks as much as possible.
Fuji Xerox products are designed to be "user-friendly" with an array of useful capabilities such as:
Fuji Xerox Australia is leading the way in digital printing services. Our NT staff have been trained in the latest technologies and have seen business systems positively transformed across Australia. We are bringing these advances to the Northern Territory and helping local organisations save huge dollars and increase their productivity.
Digital advances can only be helpful if you have the right support and understanding. We are different from other providers because we know our products well and can suggest the best ones for your business. Each organisation is different, and automation will mean something different to each of you. Thanks to the many features offered under the Smart Work Gateway, we can cater to your specific needs.
It's time to take a serious look at your business and understand exactly where you could be saving time and money. Digital advances are transforming workspaces and we're eager to help you optimise yours.