Blending print and mail and e-delivery to reduce enterprise costs and risk
UK Enterprises can significantly reduce risks and costs by up to 40%
Enterprise printing is costly. It is suggested to cost between 1 and 4% of businesses annual turnover. However, there are also a significant number of potential hidden costs. For example, supporting network printing is a significant IT support cost and one of the most frequent calls to an IT Support desk. Also, what if a customer gets the wrong document?
By re-aligning print and document processing with the need of the customer and organisation an Enterprise can significantly reduce costs and risks.
Intelligent direction of Print and Mail and e-substitution
Why print, when it can be delivered by electronic means? Some companies suffer from siloed and legacy systems. Often these systems output documents in print ready data meant for printers, such as AFP, PDF, Postscript and PDF. It is possible to take any document and convert these to e-delivery formats without upstream application changes. A Digital Document Hub (like DocBridge Pilot) can help to bring together print from different applications and intelligently direct these to the right print and mail, e-delivery or archive channel, or all three. Data, print and delivery processes can be linked to be a total workflow (like DocBridge Pilot). By linking the process there is less chance of errors and it helps gain maximum efficiencies and document turnaround.
Right size MFD fleet / On-site centralised print room / Hybrid Mail
MFD (Multi-function) devices are still required for workgroup activities (for scanning, copying, printing etc). However, often print strategy reviews look at a blend of tactics that help to reduce effort, cost and increase quality. After all, it doesn’t make sense to produce large print jobs on MFD type printers. Implementing a centralised print facility, “right sized” MFD plan and Hybrid Mail can achieve savings of up to 40%. This helps to add control, an area of expertise with trained staff and increase higher quality.
With Hybrid Mail (such as DocBridge FileCab) staff can concentrate on core activities as they do not need to get involved with the printing and mailing process. It is also possible to send from the desktop Hybrid Mail client via email if the documents allow and if the recipients email address is known. If it is to be printed this can also centralise small unstructured mail and add to this type of mail the benefits of a centralised print room. This increases central mail volumes, which then attracts increase efficiencies and savings such as mail sort discounts, outsorting by size, UK or Foreign etc.
Hybrid Mail also allows companies to reduce risks by introducing rule checks at the user end, approvals and document integrity processes in production. This can reduce the risks of sending the wrong content or document to the wrong people.
Centralisation and Hybrid Mail helps to properly “right size” a printer fleet. This has a multiple pay off for companies:
- Customer satisfaction – documents delivered quickly and efficiently in the way they want them
- Reduced delivery costs – document via e-delivery, mailsorted volumes, freed up resources – core staff doing core tasks
- Environmental – less energy, less transport, less toner etc
- IT staff (reduced calls, freed up time, concentrate on real IT strategy)
It is no surprise that MPS (Managed Print Services) and Print Strategy consultancy is BIG business. However, it is possible to gain these benefits by introducing systems and these can be introduced in tactical steps to gain benefits, save and then gain more benefits in further phases. Enterprises need not be ultra large either. Even small organisations can benefit from such techniques as the solutions are entirely scalable.