While the world of the 21st century is constantly being pushed towards a fully digital workplace, in many situations there’s still no substitute for physical documents and imaging solutions. Keeping up to date with the most modern technology in the multifunction office device space is still crucial for a lot of Australian businesses, and it remains a vibrant industry.
According to Gartner, IT spending in Australia is poised to hit $80 billion in 2016, while IBISWorld note that the printing industry itself is still worth $7 billion annually. Speaking to CIO, Research Vice President of Gartner Ken Weilerstein says many companies worldwide still rely on traditional methods of documentation each and every day, for a number of reasons.
“Paper is portable, universal and familiar way to share and annotate documents. It is easier to read long documents on paper than on-screen. Paper is universally accepted as valid for contracts and other legal documents, and the signatures are familiar and accepted to a greater degree than any sort of digital signature,” he says.
With that in mind, there are actually some features of modern multifunction devices which you may not be utilising, or possibly don’t even know about. Regardless of your business’s current printing device usage, its possible your daily workflows could be significantly improved by exploring some of these lesser-known functions.
1) Smart scan productivity
One major way documentation technology has evolved for the digital age is in the development of new file formats for reading, editing and sharing. It’s still a reasonably fragmented field, so having the ability to freely move between these various formats is essential for whatever type of document or image you are working with.
This is where smart scanning features can be incredibly valuable. Multifunction devices with the ability to scan directly to secure and searchable PDF, USB devices, email and your network make the process of digitalisation that little bit easier. This can save your organisation plenty of time when it comes time to collaborate and share documents.
2) Mobile compatibility solutions
While printing devices themselves have been around in one form or another for centuries, being able to adapt to meet the evolving computing environment has always been of great concern. Figures from Roy Morgan show that 72 per cent of Australians aged 14 years and up owned smartphones in 2015, an indication of the booming mobile computing market, a statistic which hasn’t gone unnoticed by modern manufacturers.
Many of the latest generation of multifunction devices come equipped with state-of-the-art cloud-based printing solutions, with support for Apple’s AirPrint, Google Cloud Print and Mopria mobile printing solution. The ability to print anywhere, from any device, takes your office freedom one step further into the future, and supports the increasingly popular Bring Your Own Device (BYOD) method of working.
3) Advanced time-saving and authentication options
Improving efficiency in the workspace is right amongst the most pressing concerns for many businesses, and every time-saving feature makes a difference in the fast-paced Australian office environment. Through sophisticated technology, cutting all delays out of the day-to-day workflow is vital for boosting productivity.
Using the latest in facial recognition and pyroelectric heat sensor technology, the top line of multifunction devices are built to be ready to go as soon as you need them, but consuming as little energy as possible while idle. Fuji Xerox’s Smart WelcomEyes Advance system detects when a user is approaching and awakens itself from sleep mode in just 3.1 seconds, while the face recognition sensor eliminates the need for authentication passwords or swipe tags.
4) Saving costs through Managed Print Services
As mentioned, more and more Australian businesses are cutting down on their physical document output, however it can still make up a significant percentage of operating budgets. It’s a necessary expense for many, but that doesn’t mean you can’t make savings by tightening up processes.
Going beyond device support and regular maintenance, Managed Print Services (MPS) are a customisable option for companies wishing to remove the headache of managing their imaging devices, from small jobs such as supplying toner and consumables, right up to more complex replacements of parts and repairs.
Gaining greater understanding and control over your organisation’s print and imaging spending can not only save you money, but also offer peace of mind from the knowledge that your devices will be well maintained and ready to go when you need them.
Whatever the scale of your business’s document and imaging needs, any or all of these modern functions could noticeably improve the efficiency of your workflow.
For a better idea of just how these features could make a difference to your workplace, reach out to a Fuji Xerox representative today. You might be surprised at just how far multifunction device technology has come.