Workflow Optimization, Staff Productivity, Digital Printing, Print Technology

4 Ways to Painlessly Transition to a Digital Office

Posted on Jan 15, 2018 9:30:00 AM

Does your office still rely on paper for business critical processes?

For a surprisingly large number of businesses, the answer is yes.

There are many reasons why this may be the reality at your business.  Replacing paper-based processes that work with digital processes that may generate time and cost efficiencies is a decision that executives often delay until the very last minute.  The primary concern is usually whether the transition itself will affect productivity.

The key is to view the transition to a digital office environment as a well-planned, comprehensive upgrade of your entire organization's information processing.

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Transition to a Digital Office with a 360 Degree Approach

The key to making your transition successful is adopting a 360-degree approach. You must be prepared to coordinate each element of your business process in such a way so that productivity is not affected mid-transition, and that the implementation itself is seamless.

A 360-degree framework requires clear and effective leadership more than anything else. Implement the following guidelines when considering your upcoming digital transition.

1. Hire a Reputable Vendor for Assessment

The first step to implementing a successful transition is having the right data on-hand before the process begins. You should have a clear understanding of your current workflow efficiencies and deficiencies.

We know we can do better, but what is working well now? How do we address the inefficiencies while build upon the existing network?

Consider not only the information flow – ease of extraction – but also how much you are currently paying for every page printed and how long it takes employees to complete and process customer orders using your current system.

A third-party assessment can be valuable when conducting a process review. Zeno Office Solutions offers a proprietary 360-degree assessment that evaluates the state of your print and document management workflow. This will provide you with the data needed to determine the best way forward.

2. Consider Business Continuity

Transitioning to a digital office gives you a broad set of options concerning disaster recovery and business continuity. Since you will overwhelmingly rely on a set of information systems in perfect operation on a daily basis, you need to plan for complications during implementation. This touches the heart of most office managers' primary concern with digital office transitions.

The result of your 360-degree assessment will help you determine how you will record and store your electronic records.

What will be the failsafe you rely on in the event errors occur? You may choose to use an external hard drive, a file transfer protocol (FTP), or a third-party cloud storage solution in addition to your locally based computers.

Whatever you choose, you will want to ensure that these parallel document storage tools remain effective well into the future, and that you can depend on them should you encounter data loss.

3. Pay Attention to Customer Engagement

One of the key areas that digital technology affects business performance is in customer engagement. Prior to transition, you should consider what the new digital office experience will be for your current customers and how they are likely to respond.

It is easy to fall into the trap of automating so many processes that customers begin to feel left out of critical decisions concerning your business's value proposition. On the other hand, if you keep the customer buying journey in mind when brainstorming your customized digital office solution, you will be able to improve the customer experience vastly. The client is more likely to come away from the experience feeling as if your company simply gets them, and is able to offer fast, complete solutions to their problems in real-time.

4. Build a Roadmap

From the start, you will want to develop a roadmap that lets you clearly envision every step of your digital office implementation and daily routine once established. Simply digitizing records without a blueprint is likely to result in an inconsistent implementation and disappointing, problematic results. Hire a specialist at Zeno Office Solutions to work with your team to understand your current environment, carefully determine which legacy records should be digitized, develop a plan and timeline, and work backward from the goal. Eventually, you will reduce your printing costs while increasing efficiency, enhancing the customer experience, and saving valuable resources.

Trust Zeno Office Solutions for Digital Office Transition

Our team of seasoned professionals will utilize their years of experience designing and implementing transitions to digital office architectures for clients in a broad variety of industries. We can assess your document management needs and produce a customized solution to fit your needs.

Let Zeno Office Solutions implement your transition to a digital office. Request a free ZOS 360 Assessment from our team of highly qualified print professionals today.

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