Document workflow analysis is an effective tool for businesses
to know the details of their current document management
situation, and for the solution providers to offer you the right
solutions.The purpose of a document workflow analysis is to
understand what document imaging equipment is currently in
place; reveal areas where your company can be more cost
effective; and plan for you needs in the future
Whether your company is considering a new document solution, or needs a document solutions upgrade, Kenmark will provide you with the tools and education you'll need to make an informed decision on solution selection. Our expertise in document technology and solutions is second to none, so let us put our knowledge to work for you!
Some details on the document workflow analysis process:
In order for a dealer to most effectively complete an analysis, they will need access to the following information:
- Volumes on all document imaging equipment
- Invoices for maintenance agreements for all equipment
- Outsourcing invoices
- Lease documents for all equipment
The first step is to determine the prospect's objectives and challenges, as mentioned above. This is where you will learn about what obstacles face the prospect, what strategic initiatives they are considering, what concerns they have with existing equipment, etc. I also like to review the mission statement of the company to see what it has in common with my own and how I can position those commonalities in my conversation.
Next, complete inventory of existing equipment. The use of a comprehensive audit key will help here. In addition, however, a walkthrough is still the most effective way of obtaining all of the equipment data available. Once the audit and walkthrough are done, you will analyze costs. This is effectively done with a TCO tool, such as the Compass Opportunity Manager.
Once data is input, you will be able to review monthly volumes on all output devices, track and account for outsourcing, and assign a realistic TCO - total cost of ownership to existing equipment. You then want to check productivity in key areas, determine soft cost savings, analyze document workflow and prepare a summary of your findings. Your business solution provider is now in a position to recommend whatever solution they deem appropriate based on your company's needs.
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340 Main Street, P.O. Box 827, Mashpee, MA 02649
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