How small businesses can benefit from effective print and scan management

For smaller businesses, keeping ahead of the competition while managing costs can be challenging. Historically, SMEs have struggled to access the latest, best-in-class technology to support organisational goals, often because of budget limitations, lack of in-house technical expertise, or unsuitability of solutions designed for larger businesses. Implementing the right print-and-scan management solution can help SMEs achieve significant competitive benefits without breaking the budget.

Printing and scanning remain essential for businesses so it’s important to find ways to make those processes more efficient and less expensive. Smaller organisations often don’t track their printer use, either because it seems too difficult or because they believe their usage is so small it can’t deliver measurable efficiencies. This doesn’t have to be the case: many small businesses have seen huge cost savings by managing their print-and-scan environment more effectively.

Here are four ways SMEs can achieve significant benefits from an effective print-and-scan management solution:

1. Reduce printing costs and waste

Monitoring print activity and setting policies that are backed up by technology can deliver cost savings. For example, mandating that most documents be printed in greyscale and double-sided can reduce wastage of both toner/ink and paper. Setting printers up to automatically print according those parameters means the business doesn’t have to rely on people to remember to change the settings each time.

Too many printouts are left on the printer or are duplicated because the user identifies an error after the document was sent to print. This is wasteful and can create security concerns if people are printing sensitive documents and leaving them on the printer. With Print Roaming, documents won’t print until the user is standing at the printer. That means the incorrect job can be deleted before printing. This also means the business uses less paper and toner/ink, reducing costs.

2. Optimise efficiency and productivity

In any business, the more productive the staff can be, the more effective the business can be. This is especially true in smaller businesses where teams are often lean and individuals fulfil multiple job functions. Freeing them from repetitive, mundane tasks lets them be more productive, driving business success.

A solution like Y Soft SafeQ Workflow Suite automates time consuming, paper-based tasks, letting staff get on with their core activities. This automation ensures documents are captured accurately and distributed to authorised, pre-defined destinations without human intervention, so everyone gets the right information faster. It also speeds up the process of finding existing documents, since staff no longer have to riffle through a filing cabinet but can, instead, use digital search functionality to find the electronic version of the document they need.

3. Manage budgets more effectively

Recently, solution providers have introduced “as-a-service” print and scan management options that offer flexibility and scalability. This pay-as-you-go model helps SMEs plan and manage budgets more effectively, scaling up when needed and back down again when demand subsides. This offers efficiency and financial benefits.

4. Scale as the business grows

Traditional, on-premise solutions require businesses to invest as much as they can afford upfront to prepare them for the inevitable increase in requirements as the business grows. That can put a dent in the organisation’s capital as it ends up paying for capacity it doesn’t yet need. Using “as-a-service” models lets businesses start small, paying only for the services they need today. And the pay-as-you-go model turns what was previously a capital expenditure into an operating expenditure.

Having the right solution for today, along with the ability to add any additional features needed at a later stage, gives SMEs complete control and flexibility to manage costs effectively. It future-proofs the business without requiring a burdensome upfront investment and lets businesses get on with their key activities knowing their needs will be met as they grow.

Adam O’Neill, Managing Director, Y Soft Australia

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