Your Guide to a Faster Office
Have you ever considered how much time could be saved if long, drawn out processes could be cut out altogether? When your accountant needs to scan in an invoice, what do they do, step by step, and how long does this take?
Many people approach Print Logic, print and workflow leaders in the North West and Midlands, with questions on how they can speed up their printing, scanning and filing processes. Using solutions pioneered by our team of experts, we’re able to provide our customers with tailor made systems which integrate seamlessly with what’s already in place at a customer’s workplace.
Automate Scanning and Filing
Going back to our earlier example, scanning in document’s like invoicing may take more time than manager’s or department heads realise. If an accountant scans in an invoice to the system, exactly what occurs? More often than not, the multi-step process required for this to be looked at properly can take up to 10-15 minutes per sheet of paper.
By automating this process, work on entire stacks of paper can be started and completed in under 10 seconds. Modern photocopiers combine their built in capabilities with cutting edge software in order to scan, identify, sort and send your paper documents wherever they need to be in just a few seconds. Saving time here means that your staff can be more productive, and happier now that they are free of daunting admin tasks.
If you’ve ever been waiting for someone else’s large print job to finish, you’ll know the frustration from wasted time that occurs. Most office’s have more than one printer, but often have an inefficient printer system setup. Linking your printers together on a cloud network allows users to send their jobs to a shared space. They can they approach any printer, log in quickly (often with a swipe card), and print their jobs there and then.
This has the added bonus of helping businesses fall in line with new data protection laws such as GDPR, as their print jobs are only printed after the correct user has approached the photocopier – ensuring that sensitive documents are only seen by the authorised person.
How long does it take for paperwork to work it’s way through your office? Most companies have multiple bottlenecks, where either decision makers, department heads or designated members of a team need to approve every document which has to land on their desk. Most desks will have stacks of paper which need to be sorted through, one by one, before being physically taken to another desk for another person to work through.
Ultimately, this takes too much time and is inefficient. Using cutting edge workflow management solutions, documents can be scanned in and instantly passed through to the correct person in a digital workflow. Rules, processes, alerts and defaults can all be set up to speed up any document’s journey through your office. Your photocopier can independent (and accurately) detect the type of document being scanned, so you can be assured that each file will only go to the people it needs to go to. This saves hours of work, and will dramatically increase your productivity.
Managed Print Solution
There are endless memes, scenarios, videos and stories on the internet which will make anyone who has worked in an office smile bitterly of printers breaking down or being uncooperative. At some point, everyone has become frustrated with a faulty printer, causing delays and preventing them from working.
With a Managed Print Solution, every aspect of maintaining a printer is handled by a print expert, leaving you free to print, scan, copy and fax as much as you need to. Everything from toner stock, maintenance, servicing, repairs, support and systems integration is taken care of, saving you time, money and lots of headaches!