Increasing productivity through print services

The current climate has left every organization looking for ways in which it can increase efficiencies, reduce costs, and increase productivity. While many industries are still operating with the majority of their workforce at home, some are beginning to return. Whether in the office or not, organizations are looking at ways to boost productivity according to leading enterprise office solutions provider Y Soft Corporation.
Matthew Wrighton, Product Marketing Director at Y Soft says, “One often overlooked area of an organization is your print environment. There are many elements of print services that can help employees be more productive and as businesses begin the process of returning to work, this should be an important consideration. While printing technology has made things easier, there are several additional areas that you may want to consider.”
Matthew outlines the following productivity areas to consider and how to address them.
Mobile and guest printing
Access to printing is often restricted to workstations, yet employees are increasingly using mobile devices in the work environment. Mobile printing can increase productivity and reduce wasted time for both employees and guests by enabling authorized users to quickly, seamlessly and securely print to any of their company’s printers from any device, anywhere in the world. This is all done without wasting time requesting access to the network or further assistance from IT and also enables contactless verification – something that as we enter a new world of heightened sanitization and contact-free interactions will become increasingly important.
Employees are often dispersed and move around frequently, but being tied to specific printers can cause backlogs and delays. A print roaming solution enables seamless pull printing where users can release and collect print jobs at a time and place which is convenient for them. Print jobs can be managed easily from any printer rather than needing users to return to a desktop, enhancing employee productivity.

This is especially handy if employees are coming to the office to collect prints at assigned hours during the COVID-19 pandemic. A printer placed near the main entrance allows them to receive their prints quickly and without coming into contact with other employees.
Workflows, processes, and repositories
Manual scanning, naming, and filing of documents can be a slow and labor-intensive process, which is also open to human error. If something has not been correctly titled, tagged, or filed, it isn’t easy and time-consuming to locate. But, with automated scan workflows, for repetitive, paper-based tasks, documents are digitized and securely delivered to predefined destinations, including cloud-based repositories, networked folders, or email. 
Use of the Cloud
When moving to cloud-based print services, organizations that may face latency and bandwidth issues – especially in locations where internet connection is slow or unreliable, which can slow business down. However, using edge computing, print data is processed locally, removing the risk of disruptions and delays, increasing productivity. This additionally reduces the burden on IT in maintenance and another support is reduced, freeing up your time to spend on other important activities.
Matthew adds, “Organisations do not stand still; They change shape, size and location, and especially amidst the current pandemic, this causes problems with a rigid print infrastructure, impacting your productivity and efficiency. The original print environment may not be fit for purpose, with systems being slow and clunky. The burden on IT is real when changes happen, and the print infrastructure cannot easily adapt. IT’s productivity is lower when resources have to be diverted to cover these changes. It’s therefore critical that organisations look to all areas of the business for productivity gains currently and the print environment should be a key consideration within that.”
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