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Printers & Copiers for Business | Ricoh Canada

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Printers & Copiers for Business | Ricoh Canada

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  1. 4 Keystoa Successful Printer Upgrade #MoreThanPrint

  2. 2 4KeystoaSuccessful Printer Upgrade BusinessresearchgiantGartnerrecentlypublisheditsTop10StrategicTechnologyTrendsfor2020, andnotsurprisinglythereportputshyperautomationatthetopofitslist. 4KeystoaSuccessfulPrinterUpgrade: Whileautomationisn’tnew,hyperautomationincreasesthespeedofsystemsintegration.Inthecaseofa printer upgrade,hyperautomationmeanscombining featuresandfunctionsof multifunctionprinterswith secureddatastorage,workflowmanagement,remoteintelligenceandsupport—andthat’sjust theshortlist. Goalsetting Getstakeholder buy-in When people intraditionalofficeenvironmentsstartthinking beyondbasicprintingandscanning functions, andconsidertheadvantagesofdynamiccloud-connectivity,theyrealizehowmanyopportunitiestheyhavefor improvingworkflow,datastorageandretrieval,contentmanagement,andremoteaccess. Planforthebest Successfulupgradestointelligentprintsolutionsfollowfourstepsformaximizingthebenefitsofdigitaldocumentmanagement.Together,theyhelpyouseta clear course, gainandmaintaininternalsupport, planfor thebestoutcomes, andmaintaintransparency fora satisfyingtransition. Communicate! Copyright © 2020RicohUSA,Inc.Allrightsreserved.

  3. 3 1.Goalsetting Determineyourgoalsfor remoteaccessandproductivity Remoteaccessdrivesproductivitybyeliminatingobstaclesthatsloworstoptheflowofinformation.When youestimateneedsforprint andscanvolume,youcanmake informed decisions aboutrequireddevicespecifications.Forexample, whenyou know printingvolumeandpurpose,youcanselectequipmentthatsupportseveryone’s productivitybyproviding access whenpeople needitfromwherevertheyneed it,with thefeatures they want, including convertingscannedfiles to text, routingdocuments directlytosecuredstorageapplications,andahostofotherproductivity tools. Acompany’sdigitaljourneyisits pathtothefuture. Moving tothe cloudisfundamental toanygrowth strategybecauseno otherresourceisasflexibleandscalableas acloud-basedplatformfor theintelligentdevicesinyour operational infrastructure. But howwillyoumeasuresuccess? Copyright © 2020RicohUSA,Inc.Allrightsreserved.

  4. 4 1.Goalsetting Meetprotectionandcompliancerequirements Today’sconnected work environmentsmake informationprotection anongoing priority.Protectionshouldincludealayeredapproachthatstartsatthedevice level and expands to include protection forthe network, your server,and applications. Setworkflow automationgoals Asasignificantcontributortocostsavings,workflowautomationeliminates redundanttasksandfreesupemployeestoengageinmorerewarding, productiveactivities.Answerstothefollowingquestionsaboutworkflow automationgoalswillgetyouofftoagoodstart: Cloud-basedprotectionand compliance providesastandardized andconsistent userexperienceacrossintelligent devices,regardless oflocation. Asa result, standardized authenticationcodes,accesskeys,and remote passwordprotection provide themost flexibleandsecuredaccess todocuments storedinthe cloud. • Whichmanualoperationseatupvaluabletime? • Whichdocument-basedprocessesneedstreamlining? • Whichfinancialcontrols(usage,waste,estimating) needtightening? • Whichprocessesareexposingthegreatestsecurityrisks? Asking therightquestionshasawayof raisingconcernsfromthe peopleyou ask,and those concernsareinvaluablebecausetheyleadtoinsightsaboutwhat youreally need fromacloud-enabled print solution. Copyright © 2020RicohUSA,Inc.Allrightsreserved.

  5. 5 1.Goalsetting Don’tforgetaboutthefuture While understandingcurrentneedsisessential, successfulupgradesalsoaccount for future businessplanningneeds,whichquestionslike thesehelpyoumeasure: • Approximatelyhowmanynew employeeswillneedaccessto printing,scanning,andrelated cloudapplications? • Howareneedsforremoteaccess likelytochangeovertime? • What role will digital transformationplayinchanging myfutureprintrequirements? Businessgrowthreliesheavilyonscalability.Cloud- basedservicesscaletomeetprojectedgrowthin acost-effectiveway— quicklyandwithminimal disruptiontoworkflow. Copyright © 2020RicohUSA,Inc.Allrightsreserved.

  6. 6 2.Getkeystakeholderbuy-in Nointelligent printing deviceis an island,sostakeholderbuy-inisessentialtoasuccessfulupgrade. Becausemostdepartmentsarefamiliarwithbasicprinterfunctions,mostpeoplewillhavesomeidea of thevaluethatan upgradecan bring. Intelligentprinting deviceshaveadvanced soquicklythat somemightnothave aclearvisionofthe advantages,suchas cloud- basedworkflowsand documentmanagement. Departmentalneedsandinterests Listeningtopeople’suniquedocumentmanagementrequirementsalwaysrevealswhatyouneedtoknowto getandkeepbuy-in;namely,opportunities fortakingfulladvantage ofintelligentdevicefeatures.Taking stepsto learn aboutdepartment-specificneedsistherefore a goodplace to start. Whatdo people indifferent departmentsprint, manage,scan,store,retrieve, and distribute?What aretheir needsfor processautomation andremoteaccess? Sometimes,people aren’t ableto put their needsinto words,so youcanask,“How wouldyou usescanning, datacapture,documentstorage,retrieval,anddistributionifyouhadasystemthatcoulddoallofthat?” Copyright © 2020RicohUSA,Inc.Allrightsreserved.

  7. 7 2.Getkeystakeholderbuy-in Executivesponsorship Howdoes a printerupgrade align withexecutivepriorities?Productivity advantagesoftoday’scloud-baseddeviceshelp people do more, period. And,theyautomateusagemonitoringandanalyticsthat drive costsavings. ITsupportandmaintenance When you assessMFPneeds,ITmanagers will alwaysraisequestionsabout maintenanceandsupport,andrightfully so. Fortunately, today’sclouddevices offerintelligenttools,applications,andservicesto remotely supportdevice users andmaximizedeviceuptime.Thisincludesinstantaccess tocustomerservice, automatedupdates, alertsand self-helptoolsprovidingyouanumberofoptions fortroubleshooting to keep print, scan,copy andfax processes running smoothly andefficiently. Anupgrade enablesorganizationstoprotect,manage,andconnect with information moreefficiently—anadvantagethatbenefitseveryone. Anupgrade canalsoimprovecustomerexperiencebyenabling employeestobemore responsive,withmorecurrentinformation,inlesstime. Inaddition,bycouplingthedevicewithfullymanaged,cloud-basedapplications foryourworkflowandcontentmanagementneeds,youcanfreeup yourIT personnelto addmorevalueto otherstrategicbusinessinitiatives. Copyright © 2020RicohUSA,Inc.Allrightsreserved.

  8. 8 3.Planforthe best PlanforE-wastedisposal Disposingofelectronicdevices,ore-waste,inanenvironmentallyfriendlywayistherightthingtodo,andinsomestates,it’sthelaw.Recyclingofend-of-lifeconsumablesandsuppliesreduces environmental impact. Ifyourstate doesn’thavealocalprogram,Ricoh’sfree programforreturningusede-wastesuchastoner cartridgesand maintenance kits iseasy foryou to use, and it operates inaccordance with staterecyclinglaws. Asuccessfulupgrade reliesontheplans youmakeforseveral importantdetails: wastedisposal, testing,transitioning, communicating,and managingrisk. Planfortesting Budgetingtimefortestingis asmartmovethat ensuresprocessesrunsmoothly,acrossplatformsandsites, for thepeople whousethem. Whentesting occursthroughout theprocess—fromassessingneeds,devising userscenarios,specifyingfunctionality,syncingwithonlineservices,andaccessingprotecteddocuments— mostpeoplewillhavetheanswerstheyneedbylaunchtime.Becausetimeismoney,frequenttestinghelps ensureproductive,satisfyinglaunches. Copyright © 2020RicohUSA,Inc.Allrightsreserved.

  9. 9 3.Planforthe best Transitioning: Arolloutisn’tan event; it’saprocess The rolloutshouldn’tbe thefirsttime usersseeupgrades.Phasedrolloutsthat includetestinginlimitedenvironmentshelpyoucatchglitchesthatsometimes remaininvisibleuntil someone’sspecificneedssurface.Findingthoseglitches beforeTHE rolloutisagoodthing.Similarly,aphasedapproachhelpspeople get familiarwithjustafewchangesatatime. Planforrisks Failing to plan is planning to fail, peopleoften say. On the other hand, planningtofailcanbeawisemoveifyouthinkaboutitas ariskassessment. Knowingwhatcan gowrong helpsyou planfor contingenciesand meet challengesbeforetheyworsen. Chooseyour timingcarefully Timingiskey.Organizations mustchoose theirtiming carefullyto avoid disruptionanddowntime.Insomecases, youmightmovetothecloud during the daytoensuresupportcoverage.Inothercases, youcouldtakeadvantageof predictablyslowperiodsoftheweek,month,oryear Copyright © 2020RicohUSA,Inc.Allrightsreserved.

  10. 10 4.Communicate,communicate,communicate! Whenyoukeepthefollowingguidelinesinmind,yousupportatransition thatissatisfyingforeveryoneandenablesa fasterreturnoninvestment. Intelligentdeviceevangelistsplayacentral roleintheadoption ofnewbusiness processes,managingexpectations andmaintainingtransparencythrough frequentcommunication. Communicategoalsandvisionearlyandoften Communicatingthestagesandgoalsoftheupgradeprocesshelpspeoplepredict andaccount for changes inroutines—and it helpsremindeveryoneof the features, advantages,andbenefitsofthechangesyou’remaking.Andstakeholdersaresure tobeonthelookoutforspecificplansandmilestones. Copyright © 2020RicohUSA,Inc.Allrightsreserved.

  11. 11 4.Communicate,communicate,communicate! Maintaingreatdocumentation Processdocumentationservestheimportantgoalofgettingandkeeping everyoneonthesame pageduringwhatcanbeacomplex process. Documentationhelpsyoumeasureprogress,anditcanbeabigtimesaver, especiallywhenyoucandirectpeopletoitforanswerstotheirfrequently askedquestions.Compilingandupdating FAQsarevaluablereferencesfor peopleas they gain familiaritywith upgrades.FAQsalsominimizethe need foroutreachon commonissues or recurrentmeetingsandcommunication about commonquestions. Givepeople plenty ofnoticeandtimetoadjust Did wementiontheimportanceofcommunication?Changeisboundtocreate somemildanxietyandoccasionalfrustration,butadvancednoticeandfrequent remindersaresimplewaysto engageeveryonein thetransition whileallowing questionsandissuestoarisewithouttheadditionalstressofunannounced change.Thephasedrollout approachwe discussedearlier will alsogivepeople timetoadjusttonewroutinesandcanhelp tremendouslybyeliminatingthe pressureto make lotsof changes allat once. Copyright © 2020RicohUSA,Inc.Allrightsreserved.

  12. 12 4.Communicate,communicate,communicate! Don’tforgettothankeveryone Thankingeveryonefortheirinput,patience,flexibility,andcooperationhelpstopreservepositive attitudesbyacknowledgingthechallengesthatcomewithinnovativechange. Themostsuccessful printerupgradesrely on a collaborativeprocess ofassessingneeds, meetinggoals,and maintainingtransparency. Formoredetailed information on managing printer upgrades,read our white paper More Value MoreQuickly fromYourPrinterInvestment. DownloadtheWhitePaper 1AlexanderBenlian,WilliamJ.Kettinger,AliSunyaev,TillJ.Winkler&GuestEditors(2018)SpecialSection:TheTransformativeValueofCloudComputing:ADecoupling,Platformization,andRecombinationTheoreticalFramework,JournalofManagementInformationSystems,35:3,719-739,DOI:10.1080/07421222.2018.1481634 Copyright © 2020RicohUSA,Inc.Allrightsreserved.

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