Johannesburg, 11 Feb 2010
Office equipment has progressed beyond the standard, single-function devices of yesterday. Machines that are regarded as entry-level now have multifunctional aspects, and a range of new features like USB ports and even direct Internet access without the need for a connection to a desktop.
Getting the full value out of your investment in equipment entails a change in mindset - the customer`s mindset. This is worth repeating because so many customers invest in new equipment and don`t get the full value out of it.
Running a modern MFP and mainly using it as a printer is a waste, even though it is handy to use as a fax or scanner when needed. With a more holistic vision and understanding of what the machine can do and how it can be integrated into business processes and IT networks, it can be used to its full potential, generating significant operational cost savings and enhancing productivity. What is less visible - and less easy to show on a balance sheet - is how this improves business processes and service delivery.
A simple example is looking at speed. A customer might save money purchasing a cheap machine, but might overlook the costs of a worker having to wait for the machine to warm up or taking an hour to run a job that a better machine can run in a few minutes? This should be factored into the purchasing decision just as prominently as the cost of consumables, contract costs and purchase price - the things that customers tend to focus on to the exclusion of all else.
Before a purchasing decision is made, the customer needs to establish what they are trying to achieve with the equipment. A thorough investigation would have to be conducted to establish how the equipment is being used, as requirements in different departments will vary. They then need to plan how new machines can work together and with existing systems to get the best results.
This planning is of critical importance, as all the new features and multifunctional abilities will be of no use if they are in the wrong place or neglected by end-users. Manufacturers and vendors are now offering assessment services that can be used before a purchasing decision is made. This is strongly recommended for any businesses that don`t have the staff capacity, skills or well-documented audit trail to analyse their own usage. Backed up by these results, the customer can make the decision whether they need several small machines or two big ones, and what functions and features are needed in different areas?
It is evident that the decision to purchase office equipment goes far beyond just thinking about buying copiers and printers. It requires a detailed view of the business, its processes and how employees actually use machines. Armed with this information, it is then time to look at everything that modern equipment can offer: colour, speed, high resolution, running costs, document management, and network integration, standalone features (like USB ports and Internet access) and so on.
Other huge time and cost savings can be achieved in obvious areas through rules-based printing to ensure that large print runs are directed to a big machine that is quick and has low running costs.
Needless to say, training users and making sure they have knowledge of company policies goes a long way towards achieving this. There are almost always policies in place for telephone and Internet usage, which are generally known and enforced. Office equipment, incorrectly used, can run up even greater expenses where usage is not monitored. With modern equipment, this can all be automated.
Getting the right results and real value from your investment is simply a matter of realising that office equipment is fundamental to the business processes it supports - not just a device to answer a limited, functional need.
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