Stop the paper chase

Competitive advantage is one of the keys to success that every business should strive for. It can be achieved in many different ways, but one particular area of focus, especially in today`s environment of ever-tightening purse strings, is to reduce wasted time, improve productivity and maximise return on investment in technology in a company`s document environment.

In 2003, a study by the US Department of Commerce found that print-related business contributed over $1 trillion to the US gross domestic product in that year alone. It discovered that paper consumption increased six-fold in the past 50 years, the average US worker uses over 10 000 sheets of printing and copying paper a year and generates more than 1kg paper waste each day, and paper and printing purchases represent 5% to 15% of all corporate expenditure.

The situation is compounded by the fact that 90% of customer communication is through documents, as found in research conducted by Xerox.

Paper plays a formidable role in business and if so much paper is consumed in the space of one year, there is bound to be a negative impact on productivity and document costs. Additional research conducted by Xerox shows that workers in the paper-laden insurance sector today spend more than 30% of their day looking for information in documents.

For the insurance industry and all other paper-intensive industries, therefore, it is quite clear that competitive advantage can in part be achieved through bringing the paper chase to an end and reducing the cost of documents in the business.

It is essential that organisations bridge the divide between the paper and digital worlds.

Ashley Groenendaal, sales and marketing support manager at Bytes Document Solutions.

The presence and use of paper in business will more than double by 2010, according to the US Department of Commerce study. Therefore it is essential that organisations bridge the divide between the paper and digital worlds. In so doing, they will become more productive and reduce overhead costs associated with copying, printing and filing.

This in no way means ridding the organisation of paper entirely; as the above statistics imply, the paperless office is nowhere in our near future. Instead, organisations must come to understand how best to use, manage and store the information residing in their documents.

When companies take the time to effectively design how employees create, share, store and access documents throughout the business, valuable time and money are saved.

Once the critical value of documents is understood, it is important to review the current workflow of the organisation. This includes considering whether:

* Employees and document producers are spending valuable time authoring, editing and printing documents that become outdated in a few weeks.
* Employees can access the documents they need when they need them.
* Obsolete documents are taking up valuable and costly space in a warehouse or offices.

By understanding where knowledge exists and how it is transferred, the organisation can identify inefficiencies and then guide the implementation of technology accordingly, thus ensuring return on investment.

Multifunction devices combining copying, printing, scanning and faxing capabilities are now available at prices that fit almost any budget. Using these devices to replace and consolidate old hardware will help organisations save on supply and maintenance costs, and reduce downtime associated with outdated equipment. Combining software programs and XML tools with these devices enables faster routing and comprehension of the information in documents, markedly decreasing time spent on the policy application process.

The ability to scan hard-copy documents to the desktop, store them and then share them with others offers a powerful solution to employees who search in file cabinets for hours or days for one specific document. By scanning and indexing critical files, organisations not only improve productivity, they also plan for disaster. Having a backup plan for retrieving information is a necessity in every business.

To ensure return on investment, it is important to consider work habits and cultural norms that will be affected. Training sessions are invaluable in ensuring employees understand how the new solutions will integrate with existing processes and technology.

Using people, documents and technology to their full potential saves money and improves productivity. Considering the cultural implications of a document environment and continually assessing the success of new technology and services will help determine the most effective ways to improve workflow in an organisation.

Addressing the impact that paper has on a business will ensure the company doesn`t drown in its own paper.