Let’s start with the obvious: Devices don’t print documents – users do. It’s for this reason that taking a user-centric view of document output is essential for a total picture of a document environment.
A lot of companies don’t actually know what and when users are printing documents and how they’re being used. Not only can this increase the cost of print, but it can be a risk to security. If employees are printing sensitive information, how do you track where it’s going and who sees the information?
In order to reduce both the risk of daily printing processes and the cost, your company can consider a User and Document Analytics assessment. The assessment is split into two parts.
PART 1: Identify and prioritise processes to digitalise for a quick RoI and maximum savings
The first part is about identifying your wasteful or inefficient processes and quantifying how much time and money you can save. With Xenith’s User Analytics, an intuitive dashboard offering overviews of your print environment gives you the ability to drill down into the usage of individual departments, devices, and users.
The data from User Analytics is then assessed and presented to provide quick-win cost-saving recommendations as well as identify commonly used documents to further analyse with Document Analytics.
Here are three key benefits of User Analytics:
- Quick-win cost saving recommendations
- Ability to identify behavioural trends across your workforce
- Identification of high-print users and departments
PART 2: Analyse and quantify paper-heavy processes
Beyond identifying the wasteful and inefficient processes, a user and document analytics assessment helps to illustrate the role that printed documents and their associated processes play in your organisation.
In this part of the assessment, a Xenith analyst will work collaboratively with you and your subject matter experts to explore your company’s most commonly used and most paper-heavy documents.
The result of this is a table with an opportunity score to digitise for each process, taking into account the average monthly print, number of touch points, number of employees involved in the process and the efficiency score.
Ultimately, a User and Document Analytics assessment helps to explore the reasons why departments and individuals print the way they do and gives you the ability to look at what happens to the documents that are created as part of a process.
It also helps to identify an opportunity forecast of the most time consuming and paper-intensive processes along with ideas and evidence of how to automate your workflows.