Why Manage Documents / Print Environment? Most organizations could benefit from understanding their document related expenses in the office. However, that information is not readily available as decisions on output equipment, supplies and service are often fragmented across departments. Even if these costs are fully understood and well managed, the truth is that they still only represent 10% of the fully burdened costs. It's the hidden support costs that have the greatest impact on a company's total document lifecycle. Independent research and DS&S case studies suggest that most companies need help:
Maximizing the efficiency and productivity of document-related hardware
Measuring total print, copy, fax and outsourced document volumes
Identifying the most appropriate technology to address their needs
Managing paper and electronic documents more effectively throughout their lifecycle
Developing a comprehensive strategy for managing all of their documents productively
To fully realize the benefits of an optimized output environment, the customer should consider the development of a comprehensive Output Strategy. The Output Strategy will become part of our IT strategy and facilitate the development a strategic plan. That strategy should drive productivity and user-satisfaction higher, while ultimately increasing patient satisfaction and reducing the total cost of output.
The Output Strategy should contain 3 primary components:
Asset Infrastructure Optimization – Ensuring we have the right amount of devices, in the right place, consistently producing the output you require
Workflow Improvements – Addressing those critical business processes that are being gated by the speed and movement of paper
On-going Management – Providing management best practices to ensure the successful implementation and on-going management of the infrastructure and business process improvements.
Achieving sustainable cost savings in the output arena requires a focused effort to develop a roadmap for our output strategy. The development of the road map involves analyzing our organization, defining our business objectives and goals, and relating those objectives and goals to the development of our Output Strategy. There are no shortcuts in getting from current state to an optimized future state. The key is defining a phased approach to prioritize opportunities and execute over time, measuring the savings opportunities as they are implemented
This strategy will follow a realistic phased approach. It will leverage a proven methodology from architecture to analysis to implementation and, finally, on-going management.
The customer’s Output Strategy Roadmap can begin to be defined as follows:
As a directing document, this “roadmap” helps our customers manage the various opportunities that are identified and prioritized. To maintain accuracy, this will be a dynamic document, with the ability to change as the business needs of our customers change.
To learn more about developing an document output strategy and driving efficiencies and cost savings for your organization, please contact us to schedule an appointment.
