Key Takeaways
- Inefficient document workflows can create unnecessary steps and delays throughout the workday.
- Multifunction devices can combine printing, scanning, copying, and document distribution in one system.
- Print management software can provide greater control over printing and document workflows.
- Managed Print Services can help businesses evaluate equipment usage and identify opportunities to improve their print environment.
- The best workflow improvements start by identifying where employees regularly lose time or repeat unnecessary tasks.
Every business has workflows—the processes employees follow to complete everyday tasks. When those processes involve too many steps, outdated equipment, or repetitive manual work, productivity can suffer.
Improving document workflow efficiency doesn’t necessarily require completely changing how your business operates. Sometimes, the biggest opportunities come from looking at how employees print, scan, share, store, and manage information.
Here are several ways technology can help simplify those processes.
1. Identify Workflow Bottlenecks
Before changing your technology, look at how employees currently handle documents.
Are employees repeatedly scanning documents and manually emailing them? Do they have to walk across the office to use the right equipment? Are multiple devices performing overlapping functions?
Look for repetitive tasks, unnecessary steps, and processes that regularly slow employees down.
Understanding those bottlenecks makes it easier to determine whether equipment, software, or workflow changes could help.
2. Make Better Use of Multifunction Devices
Modern multifunction devices can combine printing, copying, scanning, and document distribution capabilities within one system.
Depending on the equipment and configuration, employees may be able to scan documents directly to approved destinations such as email, network folders, or supported document-management platforms.
Instead of treating your copier as a machine that simply prints and copies, consider how its other capabilities could support everyday document workflows.
3. Simplify Scanning and Document Management
Paper documents often need to become digital at some point.
A well-designed scanning workflow can reduce the number of manual steps employees take when capturing, organizing, and distributing documents.
Depending on the solution, businesses can create workflows that help route scanned documents to appropriate destinations and make information easier for authorized employees to access.
The right setup depends on how your organization handles documents and where that information needs to go.
4. Use Print Management Software
Print management software can provide businesses with greater visibility and control over their print environment.
Solutions such as PaperCut and uniFLOW can offer capabilities related to print tracking, user authentication, secure print release, mobile printing, and document workflows. Available features depend on the software, equipment, and configuration selected.
These tools can be especially useful for organizations managing multiple users, departments, or devices.
5. Evaluate Your Overall Print Environment
Sometimes the problem isn’t one workflow or one printer. It’s how the entire print environment is structured.
Managed Print Services can help businesses evaluate device usage, equipment placement, print volumes, supplies, and service needs.
For example, an organization may discover that one device handles too much volume while another is rarely used. Other businesses may have aging equipment that no longer matches their current needs.
Understanding how your fleet is actually being used can help you make more informed decisions about equipment and workflows.
6. Build Workflows Around Your Employees
Technology should make everyday processes easier—not create additional steps.
Before implementing new equipment or software, consider how employees actually work. Talk to the people who regularly print, scan, distribute, and manage documents.
Their feedback can help identify repetitive tasks and workflow problems that may not be obvious from a management perspective.
Training is also important. Even the best technology won’t improve a process if employees don’t understand how to use its capabilities.
Improve Document Workflow Efficiency with Offix
Better workflows start with understanding how information moves through your organization.
Offix can help businesses evaluate their existing print environment and explore multifunction devices, print management software, Managed Print Services, and other office technology designed to support more efficient document processes.
Contact Offix today to discuss your current document workflows and explore solutions that fit your organization’s needs.
Frequently Asked Questions
What is a document workflow?
A document workflow is the process used to create, capture, route, share, store, or manage documents within an organization.
How can multifunction printers improve workflows?
Depending on the device and configuration, multifunction printers can combine printing, scanning, copying, and document distribution capabilities. This can reduce the need to use separate devices or complete certain processes manually.
What is print management software?
Print management software helps organizations monitor and control printing. Depending on the solution, features may include usage tracking, authentication, secure print release, mobile printing, and document workflows.
How can Managed Print Services improve efficiency?
Managed Print Services can provide greater visibility into equipment usage, supplies, maintenance, and print volumes. This information can help organizations identify opportunities to better manage their print environment.