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Output Management
10 Ways To Improve The
Document Processes In Your
Organisation!
Output Management
What is it?What is it? We spend a day carrying out a detailed We spend a day carrying out a detailed
audit of all the audit of all the Document ProcessesDocument Processes within your business.within your business.
What’s the benefit?What’s the benefit? According to Gartner, up to 80% of According to Gartner, up to 80% of
business data, transactions and records business data, transactions and records are in an unstructured format – paper, are in an unstructured format – paper, fax, email and office documents. We fax, email and office documents. We analyse 10 key areas in your business analyse 10 key areas in your business to assess if you can make to assess if you can make Quantifiable Quantifiable SavingsSavings through improved document through improved document processes.processes.
Is there a charge?Is there a charge? No the initial day is No the initial day is FREEFREE!!
Output Management
What are the 10 areas we audit? What are the 10 areas we audit?
Click on any of the topics listed for more Click on any of the topics listed for more info:info:
Creation, Delivery and Storage of Business Creation, Delivery and Storage of Business Documents Documents (invoices, statements, delivery notes etc)(invoices, statements, delivery notes etc)
Receipt of Supplier or Partner Documents Receipt of Supplier or Partner Documents (e.g. supplier invoices)(e.g. supplier invoices)
Receipt of Customer Documents Receipt of Customer Documents (e.g. (e.g. orders, faxes, letters)orders, faxes, letters)
Post – Outgoing and IncomingPost – Outgoing and Incoming Email – Archiving and Corporate GovernanEmail – Archiving and Corporate Governan
cece
Output Management
Continued ----Continued ---- Archiving and Access of “Fixed Content” doArchiving and Access of “Fixed Content” do
cumentscuments Collaboration and Sharing of “Variable ContCollaboration and Sharing of “Variable Cont
ent” documentsent” documents Workflow of documents Workflow of documents (invoice approval, (invoice approval,
customer complaints, change requests etc)customer complaints, change requests etc) Printing, scanning and faxing of documentsPrinting, scanning and faxing of documents Communication with customer, partners anCommunication with customer, partners an
d external staff d external staff (field sales, remote workers)(field sales, remote workers)
Output Management
What happens then?What happens then? We compile a brief report with our findings, We compile a brief report with our findings,
recommendations and achievable Cost recommendations and achievable Cost SavingsSavings
If you want to take it further, we’ll help you If you want to take it further, we’ll help you realise the improvements!realise the improvements!
More infoMore info
Document-Genetics Document-Genetics Hall Farm, Sywell Airport, Hall Farm, Sywell Airport, Sywell, Northants, NN6 0BN Sywell, Northants, NN6 0BN
Tel: 0870 7879185Tel: 0870 7879185Email: [email protected]: [email protected]://www.document-genetics.co.uk
If you would like a Free Document Health-Check, contact us Now:
Output Management
Creation, Delivery and Storage of Business Creation, Delivery and Storage of Business DocumentsDocuments
Do your business documents create the right Do your business documents create the right impression? impression?
Can you easily update business documents, Can you easily update business documents, add marketing messages or special offers?add marketing messages or special offers?
How are invoices created and delivered - do How are invoices created and delivered - do you send electronic invoices to your you send electronic invoices to your customers? customers? FACT: each posted invoice FACT: each posted invoice costs 50pcosts 50p
How are copy documents stored - can your How are copy documents stored - can your credit controller instantly locate a copy invoice credit controller instantly locate a copy invoice or a signed delivery note?or a signed delivery note?
BackBack Click mouse for more Click mouse for more infoinfo
Output Management
Receipt of Supplier or Partner Documents Receipt of Supplier or Partner Documents
Do you still receive critical business Do you still receive critical business documents via post? documents via post?
Do you scan and automatically intelligently Do you scan and automatically intelligently recognise (OCR) hardcopy purchase invoices?recognise (OCR) hardcopy purchase invoices?
Do you have a coherent strategy to receive Do you have a coherent strategy to receive purchase invoices electronically (e.g. EDI, purchase invoices electronically (e.g. EDI, XML, CSV, PDF)?XML, CSV, PDF)?
How do you register and process supplier How do you register and process supplier invoices? invoices? FACT: manually processing a FACT: manually processing a paper invoice can cost £2 - £4 per paper invoice can cost £2 - £4 per invoice invoice BackBack
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 Do you have flexible electronic trading
methods, suitable for even small suppliers?methods, suitable for even small suppliers? How do you acknowledge an order (post, fax, How do you acknowledge an order (post, fax,
email, telephone)?email, telephone)? How do you advise your customer when an How do you advise your customer when an
order has been processed/despatched?order has been processed/despatched?
BackBack
Output Management
Post – Outgoing and IncomingPost – Outgoing and Incoming
Have you implemented a Have you implemented a “Green Policy”“Green Policy” to to eliminate postal transactions wherever eliminate postal transactions wherever possible? possible?
When post is necessary, do you consolidate When post is necessary, do you consolidate documents (e.g. invoices, credits and documents (e.g. invoices, credits and statements) to reduce cost?statements) to reduce cost?
Do you manually stuff envelopes or do you Do you manually stuff envelopes or do you use auto-folding/inserting machines with OMR use auto-folding/inserting machines with OMR technology?technology?
How do you distribute in coming post How do you distribute in coming post throughout the organisation?throughout the organisation?
BackBack
Output Management
Email – Archiving and Corporate GovernanceEmail – Archiving and Corporate Governance
Do you have a defined methodology to Do you have a defined methodology to manage and archive emails? manage and archive emails?
How quickly can an old email be located if How quickly can an old email be located if required?required?
Can employees easily save and manage Can employees easily save and manage emails which are of company wide emails which are of company wide importance?importance?
BackBack
Output Management
Archiving and Access of “Fixed Content” Archiving and Access of “Fixed Content” documents documents
Do you still waste office space filing paper Do you still waste office space filing paper documents? documents? FACT: A normal organisation FACT: A normal organisation spends £10 in labour to file each paper spends £10 in labour to file each paper document.document.
Do you have a disaster recovery plan (flood, fire, Do you have a disaster recovery plan (flood, fire, theft etc)?theft etc)?
How quickly can you find copy documents? How quickly can you find copy documents? FACT: A typical worker spends £150 FACT: A typical worker spends £150 hours/year seeking incorrectly filed hours/year seeking incorrectly filed documents.documents.
Are you ISO 9001 compliant?Are you ISO 9001 compliant?
BackBack
Output Management
Collaboration and Sharing of “Variable Collaboration and Sharing of “Variable Content” documentsContent” documents
How do you store and manage electronic How do you store and manage electronic documents (e.g. MS Word, Excel)?documents (e.g. MS Word, Excel)?
Do you manage distribution and version Do you manage distribution and version control?control?
Can off-site workers manage documents and Can off-site workers manage documents and share with colleagues or business partners?share with colleagues or business partners?
Do you have a clearly defined security policy Do you have a clearly defined security policy for document access?for document access?
BackBack
Output Management
Workflow of documents - invoice approval, Workflow of documents - invoice approval, customer complaints, change requests etccustomer complaints, change requests etc
Does your business still have lots of paper Does your business still have lots of paper based business processes? based business processes?
Do you manually process purchase invoices? Do you manually process purchase invoices? FACT: A complex paper based invoice FACT: A complex paper based invoice approval process can cost as much as approval process can cost as much as £20/invoice.£20/invoice.
Can you quickly identify process “Bottlenecks” Can you quickly identify process “Bottlenecks” in your organisation?in your organisation?
Do you monitor the efficiency of individual Do you monitor the efficiency of individual staff?staff?
How quickly can your document procedures How quickly can your document procedures react to a changing business landscape? react to a changing business landscape? BackBack
Output Management
Printing, scanning and faxing of documentsPrinting, scanning and faxing of documents
Do you know your true printing costs? Do you know your true printing costs? FACT: Paper usage is still rising 15% per FACT: Paper usage is still rising 15% per annum.annum.
Do you control user access to printers and audit Do you control user access to printers and audit what they print?what they print?
Do all company departments/users have the Do all company departments/users have the ability to scan paper documents and store ability to scan paper documents and store electronically?electronically?
Can users send a receive faxes from their PC Can users send a receive faxes from their PC desktop? desktop? FACT: Faxing from the PC FACT: Faxing from the PC desktop can save an average of 2 desktop can save an average of 2 minutes/fax vs. a traditional fax machine.minutes/fax vs. a traditional fax machine.
BackBack
Output Management
Communication with customer, partners and Communication with customer, partners and external staff (field sales, remote workers)external staff (field sales, remote workers)
Can remote workers easily store and access Can remote workers easily store and access business documents?business documents?
If you have field sales staff, can they place If you have field sales staff, can they place orders electronically?orders electronically?
Do you automatically notify remote workers of Do you automatically notify remote workers of changes to critical company documents or changes to critical company documents or procedures?procedures?
BackBack
Output Management
What happens then?What happens then? We compile a brief report with our findings, We compile a brief report with our findings,
recommendations and achievable Cost recommendations and achievable Cost SavingsSavings
If you want to take it further, we’ll help you If you want to take it further, we’ll help you realise the improvements!realise the improvements!
More infoMore info
Document-Genetics Document-Genetics Hall Farm, Sywell Airport, Hall Farm, Sywell Airport, Sywell, Northants, NN6 0BN Sywell, Northants, NN6 0BN
Tel: 0870 7879185Tel: 0870 7879185Email: [email protected]: [email protected]://www.document-genetics.co.ukhttp://www.document-genetics.co.uk
If you would like a Free Document Health-Check, contact us Now:
