Save Money Through Document Analysis

Save Money Through Document Analysis

The average office is overloaded with outdated, money draining print devices that increase monthly costs. Inefficient ways of doing business drive up your costs and slow down your processes. You need to look at your usage patterns before you can ring up the savings.

Most people start by looking at ways to save on printed output from your desktop printers and Toshiba copiers, but you need to start at the beginning of the document lifecycle. The birth of a business process typically starts with the creation of a document.

Think about a customer order. You create a quote, print it and send it to a customer. You save the electronic copy in a file folder, document management system or your financial application. The customer may request changes to the quote so you edit the original, create another copy and print it. The customer eventually sends you a purchase order which you key into a system. You create and send an invoice and in Net 30 or 60 you get paid.

Analyzing this business process looks at all the steps involved in document creation, retrieval, distribution, storage and disposal. By understanding your workflow and the time it takes for each step, you can establish usage patterns.

How often do you print a draft of a quote from your Toshiba copier? How many people look at it before you send it to a customer? Do you print duplex? Are you emailing an electronic copy and sending a printed version of the invoice? Do you print the invoice on an old inkjet printer? Do you keep paper copies of signed documents or scan them and store them electronically? How long do you keep them?

Measuring the time it takes and the money you spend at each step helps identify areas for savings. If you only concentrate on the cost of toner, supplies and services for your output devices, you are only getting part of the picture. You need to think about the whole business process and how you can streamline it.

The road to efficiency starts with measurement and analysis. You can't improve what you can't measure. Look at the entire process and you will be saving time and money before you know it.

Excerpt taken from Bill Melo, Toshiba Copiers

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