Managed Document Solutions (MDS) can bring numerous benefits to businesses of all sizes - from improving the efficiency and workflow of documents, to reducing energy costs by as much as 40%. These changes in working practices enable organisations to become more effective and ensure devices operate in a more efficient, centralised way.
However one of the biggest challenges in delivering managed document solutions can be bringing staff on board with the culture change associated with a new technology regime – essentially changing their ‘print behaviour.’
For example, persuading a PA that they no longer have access to a personal desktop printer, or convincing a busy account manager that that they have to re-learn a document management system can be a huge challenge. The move can often be perceived as disruptive to the company status quo, or worse still, a ‘demotion’ in responsibility or privilege.
This is, of course, not the case, but getting staff on board is imperative. Remember, if even a small percentage of a workforce are unwilling to fully embrace a new MDS infrastructure, then it is unlikely to ever achieve its full potential, and will put you under pressure to achieve your organisational objectives.
So how can you do this? A starting point should be formulating a structured communication plan to clearly, concisely and effectively communicate the bigger MDS picture to employees, whether it’s about saving money, improving efficiency and workflow, or operating in a greener capacity.
Education from a technical perspective is also important - many staff will be cynical about new technology, perceiving it simply as something else to learn in an already busy working week. However, with a dedicated training programme that focuses on the positive results and benefits of the solution, this can be mitigated.
Our scan to network solutions for example, feature a sophisticated digital indexing interface, meaning users no longer have to scan in and file individual documents, a process which can take up a significant amount of time. Demonstrating how this can streamline a previously time-intensive task to those involved, often brings people immediately on board.
So, the next time you really want to make an impact with a managed document solution, maybe consider taking a more holistic view. You can have the best solution in the world, but unless an organisation’s staff are behind it, it will never realise its full potential. Remember, this is as much about people as it is about technology.