7 simple hacks for smarter document workflow

Documents are the lifeblood of business. In fact, more than a third of business processes are document driven. The trouble is, businesses spend way too much time and money managing their documents.

On average, companies spend £1 million managing documents for every £10 million in revenue. And as many as 40-60% of all IT help desk calls are print-related. The good news is that if you take a quick assessment of your print environment, you’ll notice all sorts of smart ways to make the most of your print resources.

If you’re the person who’s managing printers, here’s a collection of quick hacks to improve your document workflow.


1. Automate the simple steps

Most print jobs and document processes involve repetitive tasks like filing invoices, processing claims and saving files to the right folders. Today your users carry out most of these steps manually, but if you document and understand the workflows they need, you could automate them as preset digital workflows using your multi-function printers (MFPs).





2. Move to the cloud (and stay there)

It makes sense to move large, graphic-heavy files like marketing collateral to cloud repositories. But most people share large documents using email, so they might have to download a copy before they can print these files or scan them to cloud repositories like Dropbox.

So set up your MFP to directly scan and print documents to and from apps like Dropbox. That way you reduce the number of steps in the process and free up valuable email server space at the same time.


3. Troubleshoot remotely

When your employees have a problem with document workflow, it’s only natural that they’d turn to you for help. At the same time, you shouldn’t be shuffling across the office every time someone has an issue with a printer.

The good news is that today’s MFPs are smart enough to let you fix issues remotely. Use a remote admin interface to access and interact with your MFP and settings to troubleshoot remotely.



4. Order supplies proactively

Chances are, you’ve probably got multiple people buying toner cartridges for different printer models, from different suppliers at different times.

Instead, set your printers to automatically notify you with an email alert when they’re running low on toner. That way, you’ll be the only one spending on supplies and you’ll only be ordering when needed.




5. Put colour in the right hands

Colour printing is more expensive than printing in black-and-white. At the same time, it’s also important that certain documents are printed in colour.

So don’t allow everyone to print everything in colour all the time. Instead, use permissions and controls to restrict colour printing to certain people, departments, document types or even times of day.



6. Switch to two-sided printing

Printing on two sides is an easy way to make a big impact. Choose printers that print on both sides of paper (duplex) by default. You’ll cut costs and paper use in half. It’s easy. It’s sensible.







7. Print-on-demand

90% of businesses have suffered security breaches because of unsecured printing. And way too often, that’s because someone left sensitive documents in a printer tray.

Not only is that a breach waiting to happen, it’s also a waste of paper and money. In fact, around 50% of printed pages get thrown away and 20% never even get picked up.

Print on demand (or pull-printing) makes sure the MFP only releases the document when the person who sent the print job is there for validation with a PIN code or card swipe. You’ll solve a cost and security problem with one simple move.


When you improve the way documents flow through your business, you’re improving the way information flows through the business. Because getting it right means making your life easier, saving the company money and making sure your people work better.

Get in touch with our experienced MPS advisors to see how we can implement these simple hacks for smarter document workflow.


Info and images via Xerox, 2018