The importance of the back office in any organisation cannot be underestimated, as this department performs multiple functions that are critical to the smooth running of the business, says Tyrone Malan, Lexmark product specialist at DCC.
From accounts and CRM to HR and expense management, back office processes are essential. However, these processes are also often heavily driven by paperwork, which is the main culprit when it comes to eroding back office efficiency. Advanced printer technology that includes a wide variety of applications (apps) can assist the back office to overcome paper-driven productivity challenges by driving improved productivity, better document efficiency and streamlined workflows, amongst other benefits.
Despite goals to move towards the ‘paperless office’, the reality is that many back office business processes are driven by physical paperwork. Printers lie at the heart of paper-based practices, and it is therefore essential to choose the right printer technology to meet the needs of the business, as this has a knock on effect to the customer-facing element.
Back office efficiency is essential to ensure the company runs effectively and efficiently at the ‘front office’. Appropriate printer technology and productivity-enhancing apps can assist in preventing many pain points within the back office environment.
Apps have almost unlimited scope to enable businesses to capture, manage and access documents in a more efficient way, saving both time and money and furthermore assisting organisations with the adoption of more sustainable printing practices. Some of the benefits of apps include enhanced efficiency and productivity, improved paper and energy savings and more streamlined workflows.
One example of such benefits is an app that provides solutions for invoice processing. This app can enable organisations to scan invoices, capture important information and send to the correct department, all from the convenient and central location of the printer itself. The user no longer needs to scan a document, go back to his or her computer, find the file and then manually email it – the entire process can be automated for quick and accurate capture, faster processing and improved invoice indexing.
In addition, apps have the ability to enable organisations to leverage the benefits of mobile devices and mobility in improving productivity. Mobile devices can enable organisations to further enhance productivity, improve responsiveness and empower employees to work from anywhere.
Apps designed for mobility support can be downloaded onto mobile devices and allow for the quick capture, retrieval and sending of information no matter where in the world an employee is located. Furthermore, these apps can be specifically designed to adapt to an organisation’s specific workflows including incident reports, claims processing, travel expenses and more. This opens up an endless range of possibilities for improving productivity on the go.
Another area where apps are of significant benefit is in the field of print management and tracking solutions. These solutions allow organisations to create a secure, shared print output environment, while enabling management to monitor how employees within the organisation manage, capture and access information. Key features of such an application include secure access to pending print documents, mobile printing and queue management.
Secure document release ensures that confidential information does not fall into the wrong hands. In addition, by enforcing documents to be released for printing, wastage in the form of forgotten documents can be minimised. These features can assist with the management of print jobs and deliver greater efficiency, while also saving paper by preventing wasted print jobs.
Tracking and reporting applications can also provide significant benefits to organisations by enabling monitoring of print jobs. Such information can be harnessed to track and manage print habits and assets, and then utilised to modify, reducing costs and waste in the office environment.
These are just a few examples of applications available on advanced business printer technology that can assist the back office with improving productivity and efficiency. From storage and retrieval to tracking and accounting, tools and frameworks, workflow solutions for effective capture and routing, management and control, security, authentication, accessibility and usability, the potential for apps is practically limitless.
By harnessing the power of printers with app technology, organisations can streamline workflows, improve control and create greater back office efficiency for a more productivity and effective organisation.