Is your document production efficient?

3 Jan

Often times we try to keep up with the times without really taking full advantage of the technology we have available to us. Getting the most technologically advanced solutions might seem like a great idea, but unless used properly it can be a waste of time and money. The best way to explain this is through an example. Recently, I visited an office where they had a multi-function printer (which was being used as just a copy machine), a fax machine, and a printer. That means this organization was paying for supplies and maintenance on three different machines, and the worst part was the multi- function machine could easily have done the work of all three machines. I asked the office manager why they were set up this way and the response was puzzling. She said, “It was how it’s always been set up so they didn’t see a reason for change”. This tells me that the person that sold them the multi-function printer wasn’t interested in giving them a solution; he was interested in selling them a box. How can one justify investing in a machine that is not being used as it was designed to be? It is not the clients fault, but the fault of the representative that failed to educate them on how this new technology could be used to make their office more efficient. Isn’t that the whole point of technology, to make life easier? When making a decision to upgrade your offices technology, make sure to do some homework and realize just because that is how it’s always been done, doesn’t mean there isn’t a more cost effective and efficient way. In today’s day and age, we must focus on using our capital wisely to not only invest in the right equipment but to insure that it is being used to its full potential.