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Output Management 10 Ways To Improve The Document Processes In Your Organisation!

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Presentation on theme: "Output Management 10 Ways To Improve The Document Processes In Your Organisation!"— Presentation transcript:

1 Output Management 10 Ways To Improve The Document Processes In Your Organisation!

2 Output Management What is it? We spend a day carrying out a detailed audit of all the Document Processes within your business. We spend a day carrying out a detailed audit of all the Document Processes within your business. What’s the benefit? According to Gartner, up to 80% of business data, transactions and records are in an unstructured format – paper, fax, and office documents. We analyse 10 key areas in your business to assess if you can make Quantifiable Savings through improved document processes. According to Gartner, up to 80% of business data, transactions and records are in an unstructured format – paper, fax, and office documents. We analyse 10 key areas in your business to assess if you can make Quantifiable Savings through improved document processes. Is there a charge? No the initial day is FREE! No the initial day is FREE!

3 Output Management What are the 10 areas we audit? Click on any of the topics listed for more info: Creation, Delivery and Storage of Business Documents (invoices, statements, delivery notes etc) Creation, Delivery and Storage of Business Documents (invoices, statements, delivery notes etc) Creation, Delivery and Storage of Business Documents Creation, Delivery and Storage of Business Documents Receipt of Supplier or Partner Documents (e.g. supplier invoices) Receipt of Supplier or Partner Documents (e.g. supplier invoices) Receipt of Supplier or Partner Documents Receipt of Supplier or Partner Documents Receipt of Customer Documents (e.g. orders, faxes, letters) Receipt of Customer Documents (e.g. orders, faxes, letters) Receipt of Customer Documents Receipt of Customer Documents Post – Outgoing and Incoming Post – Outgoing and Incoming Post – Outgoing and Incoming Post – Outgoing and Incoming – Archiving and Corporate Governance – Archiving and Corporate Governance – Archiving and Corporate Governance – Archiving and Corporate Governance

4 Output Management Continued ---- Continued ---- Archiving and Access of “Fixed Content” documents Archiving and Access of “Fixed Content” documents Archiving and Access of “Fixed Content” documents Archiving and Access of “Fixed Content” documents Collaboration and Sharing of “Variable Content” documents Collaboration and Sharing of “Variable Content” documents Collaboration and Sharing of “Variable Content” documents Collaboration and Sharing of “Variable Content” documents Workflow of documents (invoice approval, customer complaints, change requests etc) Workflow of documents (invoice approval, customer complaints, change requests etc) Workflow of documents Workflow of documents Printing, scanning and faxing of documents Printing, scanning and faxing of documents Printing, scanning and faxing of documents Printing, scanning and faxing of documents Communication with customer, partners and external staff (field sales, remote workers) Communication with customer, partners and external staff (field sales, remote workers) Communication with customer, partners and external staff Communication with customer, partners and external staff

5 Output Management What happens then? What happens then? We compile a brief report with our findings, recommendations and achievable Cost Savings We compile a brief report with our findings, recommendations and achievable Cost Savings If you want to take it further, we’ll help you realise the improvements! If you want to take it further, we’ll help you realise the improvements! More info More info More info More infoDocument-Genetics Hall Farm, Sywell Airport, Sywell, Northants, NN6 0BN Tel: If you would like a Free Document Health-Check, contact us Now:

6 Output Management Creation, Delivery and Storage of Business Documents Creation, Delivery and Storage of Business Documents Do your business documents create the right impression? Do your business documents create the right impression? Can you easily update business documents, add marketing messages or special offers? Can you easily update business documents, add marketing messages or special offers? How are invoices created and delivered - do you send electronic invoices to your customers? FACT: each posted invoice costs 50p How are invoices created and delivered - do you send electronic invoices to your customers? FACT: each posted invoice costs 50p How are copy documents stored - can your credit controller instantly locate a copy invoice or a signed delivery note? How are copy documents stored - can your credit controller instantly locate a copy invoice or a signed delivery note? Back Back Click mouse for more info Back

7 Output Management Receipt of Supplier or Partner Documents Receipt of Supplier or Partner Documents Do you still receive critical business documents via post? Do you still receive critical business documents via post? Do you scan and automatically intelligently recognise (OCR) hardcopy purchase invoices? Do you scan and automatically intelligently recognise (OCR) hardcopy purchase invoices? Do you have a coherent strategy to receive purchase invoices electronically (e.g. EDI, XML, CSV, PDF)? Do you have a coherent strategy to receive purchase invoices electronically (e.g. EDI, XML, CSV, PDF)? How do you register and process supplier invoices? FACT: manually processing a paper invoice can cost £2 - £4 per invoice Back How do you register and process supplier invoices? FACT: manually processing a paper invoice can cost £2 - £4 per invoice Back Back

8 Output Management Receipt of Customer Documents Receipt of Customer Documents Can your customers place electronic orders? Can your customers place electronic orders? Do you have flexible electronic trading methods, suitable for even small suppliers? Do you have flexible electronic trading methods, suitable for even small suppliers? How do you acknowledge an order (post, fax, , telephone)? How do you acknowledge an order (post, fax, , telephone)? How do you advise your customer when an order has been processed/despatched? How do you advise your customer when an order has been processed/despatched? Back

9 Output Management Post – Outgoing and Incoming Post – Outgoing and Incoming Have you implemented a “Green Policy” to eliminate postal transactions wherever possible? Have you implemented a “Green Policy” to eliminate postal transactions wherever possible? When post is necessary, do you consolidate documents (e.g. invoices, credits and statements) to reduce cost? When post is necessary, do you consolidate documents (e.g. invoices, credits and statements) to reduce cost? Do you manually stuff envelopes or do you use auto-folding/inserting machines with OMR technology? Do you manually stuff envelopes or do you use auto-folding/inserting machines with OMR technology? How do you distribute in coming post throughout the organisation? How do you distribute in coming post throughout the organisation? Back

10 Output Management – Archiving and Corporate Governance Do you have a defined methodology to manage and archive s? Do you have a defined methodology to manage and archive s? How quickly can an old be located if required? How quickly can an old be located if required? Can employees easily save and manage s which are of company wide importance? Can employees easily save and manage s which are of company wide importance? Back

11 Output Management Archiving and Access of “Fixed Content” documents Archiving and Access of “Fixed Content” documents Do you still waste office space filing paper documents? FACT: A normal organisation spends £10 in labour to file each paper document. Do you still waste office space filing paper documents? FACT: A normal organisation spends £10 in labour to file each paper document. Do you have a disaster recovery plan (flood, fire, theft etc)? Do you have a disaster recovery plan (flood, fire, theft etc)? How quickly can you find copy documents? FACT: A typical worker spends £150 hours/year seeking incorrectly filed documents. How quickly can you find copy documents? FACT: A typical worker spends £150 hours/year seeking incorrectly filed documents. Are you ISO 9001 compliant? Are you ISO 9001 compliant? Back

12 Output Management Collaboration and Sharing of “Variable Content” documents Collaboration and Sharing of “Variable Content” documents How do you store and manage electronic documents (e.g. MS Word, Excel)? How do you store and manage electronic documents (e.g. MS Word, Excel)? Do you manage distribution and version control? Do you manage distribution and version control? Can off-site workers manage documents and share with colleagues or business partners? Can off-site workers manage documents and share with colleagues or business partners? Do you have a clearly defined security policy for document access? Do you have a clearly defined security policy for document access? Back

13 Output Management Workflow of documents - invoice approval, customer complaints, change requests etc Workflow of documents - invoice approval, customer complaints, change requests etc Does your business still have lots of paper based business processes? Does your business still have lots of paper based business processes? Do you manually process purchase invoices? FACT: A complex paper based invoice approval process can cost as much as £20/invoice. Do you manually process purchase invoices? FACT: A complex paper based invoice approval process can cost as much as £20/invoice. Can you quickly identify process “Bottlenecks” in your organisation? Can you quickly identify process “Bottlenecks” in your organisation? Do you monitor the efficiency of individual staff? Do you monitor the efficiency of individual staff? How quickly can your document procedures react to a changing business landscape? Back How quickly can your document procedures react to a changing business landscape? BackBack

14 Output Management Printing, scanning and faxing of documents Printing, scanning and faxing of documents Do you know your true printing costs? FACT: Paper usage is still rising 15% per annum. Do you know your true printing costs? FACT: Paper usage is still rising 15% per annum. Do you control user access to printers and audit what they print? Do you control user access to printers and audit what they print? Do all company departments/users have the ability to scan paper documents and store electronically? Do all company departments/users have the ability to scan paper documents and store electronically? Can users send a receive faxes from their PC desktop? FACT: Faxing from the PC desktop can save an average of 2 minutes/fax vs. a traditional fax machine. Can users send a receive faxes from their PC desktop? FACT: Faxing from the PC desktop can save an average of 2 minutes/fax vs. a traditional fax machine. Back

15 Output Management Communication with customer, partners and external staff (field sales, remote workers) Communication with customer, partners and external staff (field sales, remote workers) Can remote workers easily store and access business documents? Can remote workers easily store and access business documents? If you have field sales staff, can they place orders electronically? If you have field sales staff, can they place orders electronically? Do you automatically notify remote workers of changes to critical company documents or procedures? Do you automatically notify remote workers of changes to critical company documents or procedures? Back

16 Output Management What happens then? What happens then? We compile a brief report with our findings, recommendations and achievable Cost Savings We compile a brief report with our findings, recommendations and achievable Cost Savings If you want to take it further, we’ll help you realise the improvements! If you want to take it further, we’ll help you realise the improvements! More info More info More info More infoDocument-Genetics Hall Farm, Sywell Airport, Sywell, Northants, NN6 0BN Tel: If you would like a Free Document Health-Check, contact us Now:


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