It is inevitable: every office harbours inefficiencies, from fax machines that don`t work properly to files that are disorganised or missing, and high traffic areas (usually around your desk) that make productive work impossible.
However, small changes in your office can translate into big gains in personal and office productivity.
Protect information
By now, the issue of protecting our computers and information from malicious attacks, sabotage and corporate espionage has been drummed into us to such a degree that paranoia and mistrust inform our modus operandi. Still, with the damage that these issues can cause in terms of financial, physical, brand and productivity losses, it never hurts to reiterate the message.
It is essential to install the latest virus protection and operating system updates. Use security solutions that protect confidential data on digital copiers, printers and multifunction devices. Also, consider storing critical files off-site.
Be colourful
Being environmentally friendly is financially smart.
Ashley Groenendaal, sales and marketing support manager, Bytes Document Solutions
In a recent survey conducted by International Communications Research, more than 90% of small businesses agreed that colour in their office documents and marketing materials helps to attract new customers, present an image of impressive quality and create a memorable impression; while research done by Loyola University in Chicago has shown that the use of colour increases willingness to read, improves decision-making, boosts retention, enhances recall and lengthens attention spans.
Colour is everywhere, and it is powerful. The strategic use of colour has enabled people to advocate political reform; educators in the US are pioneering the use of "intelligent colour" to communicate with young people; photographers are changing the way they produce and distribute their work; and companies undergoing extreme colour makeovers are not only transforming their offices and image, but their business results as well.
Clear out the clutter
Does your desk look like an insurmountable mountain of paper? Recycle or throw away anything you have not used in the past month. Convert paper files to digital files where possible; scan miscellaneous clippings rather than cutting or tearing them out and leaving them to join an existing pile; keep presentations in their electronic form rather than printing them; have memos distributed via e-mail; and make use of the latest multifunction devices, which among other things allow you to send faxes directly, rather than from printout.
Control costs
According to ALL Associates, office workers produce an average of 979 pages per month. As the number of documents, files, Web pages and e-mails inexorably rises, so the complexity, time and costs associated with managing them expands as well. Spending more money to manage information isn`t going to solve your problems.
Outsourcing increasingly offers tangible benefits for companies. In the last three years, rapid growth rates have resulted from companies maintaining or increasing their service levels, lowering their operating costs, and ensuring a high return on their IT-related investments with the help of an outsource partner.
Therefore, ask an expert to evaluate your current technology and environment, and make recommendations based on employee use, equipment downtime and document output.
Switch from inkjet
How much are those inkjet printers really costing? Of all the technology available on the market today, solid ink is leading the way in making it easier and cheaper to print in colour. Instead of toner or liquid ink, the colours come in the form of solid blocks of resin-based ink, which remain in solid form until heated to a specific temperature. The cost savings achievable through the use of solid ink range from reduced consumables to less maintenance and downtime.
Also, consider replacing standalone equipment with laser multifunction devices which save space and increase productivity.
Clear out the cobwebs
Look critically at your Web site. Is information current? Is it easy to navigate? Can customers and employees find the information they need? Is it easy to print information for reference? To gain the most out of your presence on the Web, have a user-friendly Web site that oozes a positive image and promotes your business.
Think green
Statistics released by the US Department of Commerce in 2003 revealed that paper consumption has increased six-fold over the past 50 years, and that per capita consumption of paper in the US is over 340kg. The impact that this level of paper consumption has on the environment is astonishing; so don`t just print because you can.
Being environmentally friendly is financially smart. In addition to saving paper, turning off lights and powering down your PC, take advantage of energy saving features on office products such as double-sided printing and power saver modes.
Most of these tips are based on common sense observations: how many are you ready and willing to apply in your daily business?
* Ashley Groenendaal is sales and marketing support manager at Bytes Document Solutions, which distributes Xerox products in sub-Saharan Africa.
Share