We’ve talked about it before in the blog, Clear Office Space Digitizing Old Paper Records -- Scanning 101 -- how digitizing records can increase office space and efficiency. However, there are so much more benefits to having a document management software that works for you. In this blog, we touch base on countless opportunities to optimize your business operations and increase productivity using Therefore™ software with a Canon MFP. (I’ve defined MFP here in case you’re a newcomer and missed its definition in previous blogs.)
According to ecology.com, the world’s paper consumption has grown 400 percent in the last 40 years with the U.S. being the largest per capita consumer. Each person in the U.S. uses on average 749 pounds (340kg) of paper every year (adding up to a whopping 187 billion pounds (85 billion kg) per year for the entire population. With stats like that, you’d think most people would have a good idea about picking the best paper type for their business’ print media needs.
I’ll never forget when our department finally received our order of direct mailers to send to our customers at a previous employer – the mailers were so glossy no one could write their information on them! They had to be reordered in the correct type of paper so customers would be able to write on them. Having to reprint thousands of mailers put us behind deadline by at least a week. I suppose we were more concerned with making sure our mailers looked pretty, that we didnt think much about the actual functionality of them.
Paper varies in thickness, weight, and materials used in its creation. Taking a look into history, here is an alphabetical list displaying many different paper types for books and manuscripts from the Association of College and Research Libraries (ACRL). Today, most of us are probably more comfortable using the generic term, “printer paper” for personal or professional needs.
It’s important to note that most personal printers don’t have the same print media production tolerance for many variations in paper thicknesses, weight, and type -- like commercial ones do. Just like paper, print devices are specifically designed to produce specific projects. We learned our lesson the hard way to make sure you’re using the proper paper to print what your business wants. I'll save you the hassle. Knowing how to optimize the quality of your prints starts with knowing paper weight and thickness…
While working for a small insurance company owned by a friend of the family, it was my job to go through and purge old paper files and records during downtime. There was floor to ceiling and wall to wall shelving stuffed with client records dating back to when the company first opened some umpteen years ago. They were taking up the entire back half of the office. Apparently, this was the reason why I didn’t have my own desk – there wasn’t any room!
On a regular basis, previous documents would be missing from either the electronic record and would be found in the old paper record or vice versa. We appeared disorganized, inefficient and unproductive to many clients waiting while we went back and forth between different types of record files.
The company was also in the process of implementing a new Customer Relationship Management (CRM) system which led to an even stronger push to convert paper files into electronic ones. (As if the inefficiencies and loss of office space weren’t enough.)
Here is a quick rundown of how to effectively scan and convert paper documents into electronic files…
Running a business takes a lot of responsibility, accountability, and time.
Let me rephrase, running a successful business that meets or exceeds goals takes a lot of responsibility and accountability — which can be very time consuming.
Companies have realized the cost of time — or lack of — is detrimental to achieving their business bottom line. Not having enough time to focus on the specific duties your role requires leaves your business performance to suffer. Don’t feel bad, I’ve heard it from plenty about how managing and servicing your business supplies when they’re down takes productivity away from more important projects.
We will discuss how a Managed Print Solution can eliminate time spent performing tasks not directly related to job roles they were intended, allowing you to focus back on running your business — increasing productivity.
When it comes to business , it's crucial to make sure operations are running at peak performance. When office equipment, such as printers and copiers, are being underutilized or mismanaged, it slows productivity and increases costs. Unfortunately, many businesses don't have the resources or know-how to properly maintain an entire print fleet on their own.
Businesses that are largely dependent on printed documents for daily operations could spend up to 30 percent more in print-related costs than those with a print management program in place. Managed print services help organizations that don't have the internal resources available to effectively maintain their print environment in-house by removing the responsibility from the company and placing it into the care of a dedicated managed print service provider.
There are many ways an unmanaged print environment can increase print-related expenses. Printing multiple copies of the same document, personal printing unrelated to work, accidental printing, and single-sided printing are just a few examples. With ink costing over $13 per ounce and rising, businesses can't afford to ignore their print fleet much longer. With managed print services, organizations pay per print not per device.