How smarter document strategies help IT during rapid growth.

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How smarter document strategies
help IT during rapid growth

2. ITleadershaveto
makeharddecisions.
And when the business is growing, you make
tough calls all the time.
It’s the same balancing act only the
number of variables is growing because now
you’re managing everything from mobility
to virtualization.
And you realize that a lot of the choices you
made when the company was small, can
start to hurt when the company’s growing.

3. Especiallywhenit
comestodocument
management.
If you’re like most growing businesses,
chances are, you’ve never given much serious
thought to document management.

4. Thatwasokthen.
It’snotoknow.
Becausehere’sthething:
most companies spend around 10 percent of
their revenue on the management of documents.1
And some 40 percent of all business activities
are document-driven.2
40%
ofallactivities
10%
oftheirrevenue

5. Whenyoumanage
yourdocuments
you’rereallymanaging
yourprocesses.
And when companies are growing processes
are critical. So if you’re looking for ways to make
rapid growth work, document management
is a no-brainer.

6. Tostart,lookforthe
documentmanagement
compromisesyoumight
havemadewhenthe
companywassmall.

7. We’veaddressedfour
commononesforyou:

8. 1 Documentyour
documentworkflows
In a small company, ‘workflow’ is whatever
needs to be done to get something done.
Deals get made in halls, feedback gets
communicated verbally and different
people use different processes to reach
the same goals.

9. Butwhenyoutryto
scalead-hocinteractions,
allyougetisconfusion.
Documents get lost.
Deadlines get missed.
And new hires get confused.

10. Soestablishingthe
documentworkflows
thatreallymatterto
yourbusinessisallabout
minimizingcomplexity.

11. Becauseithelpsyouidentify
thepeople,processesand
technologiesthatmakethe
mostdifference.
How information will be shared with different stakeholders.
How documents will be generated, stored and secured.
What the desired output of that workflow is.

12. Startdocumentingyourworkflowsnow
anditwillbecomeclearwhereprocesses
breakdown,whichpeopleneedtobe
involvedandwhentouseautomation.

13. “It’smucheasiertoaddnewpeopleto
oldprocessesthannewprocessestoold
people.Formalizewhatyouaredoing
tomakeiteasytoonboardnewpeople.”
Ben Horowitz
Former CEO, Opsware

14. 2 Don’tdoitallyourself
Running IT for a small business can feel like
pushing big rocks up steep hills (then watching
them roll down again).
Doing it all yourself may have been possible
when you were small. It isn’t anymore – and
document management is a prime example.

15. Becausethere’salottogetright.

16. You’re trying to:
Align your document management to your business goals.
Build a print environment that works.
Control the cost of printing and archiving.
Apply the right standards to measure your print environment,
Supplier relationships and device population.
Integrate systems across offices and locations – and the mobile workforce.
Manage security and compliance while increasing efficiency.
Maintain every printer and replenish every supply across the whole fleet.

17. Remember:thebigger
thecompanybecomes,
themorepreciousyour
timebecomes.
So spend it strategically and decide what can
be delegated, what can be automated and
what is worthy of your full, undivided attention.

18. Thegoodnewsisthat
betweenmanagedprint
servicesandmultifunction
printers,youcanoutsource
andautomateatonof
thelegwork.

19. Butyouhavetoassessyour
ownprintenvironmentand
documentmanagement
processesfirst.

20. Onlythencanyoupickthe
rightvendorsandchoosethe
rightsolutionsforyourneeds.

21. Don’tgoitalone.

22. Maybe we’re biased, but Managed Print
Services are a great way to outsource core
document management processes to increase
your agility. They help you save as much as 30
percent, secure your documents and automate
whole workflows.
Discover the 16 MPS questions you should be asking, here.
30%
saving

23. 3 Fast-trackyour
documentsecurity
60 percent of targeted cyber-attacks struck
small and medium-sized organizations in 2014.3
Even worse, the per capita cost of a breach for
small businesses is significantly higher than it
is for larger firms ($1,601 vs. $437).4

24. Andyetsomehow,small
businessesdon’ttendtothinkof
documentsecurityasapriority.

25. But when 90 percent of businesses have
suffered security breaches because of
unsecured printing5
, you have to start facing
up to tough questions.
For instance, do you know which documents
are laying unused in your printer trays? Do you
know if any of those documents are sensitive?

26. These questions may be tough to answer
when the company’s small, but it’s crucial
that you start to answer them when the
company’s growing.

27. Becausethemoreyour
companygrowsthemore
valuableyourdataand
documentsbecome.

28. Assessyourself
Startwithathorough
assessmentofyourcurrent
printinfrastructure.

29. Clearly define security standards for
the company and then audit your print
environment based on them. It’s crucial that
you use a formalized process to identify areas
that don’t comply with your security baseline.
We know this because we help growing
companies audit their print security all the time.
So if you need any guidance, we’d love to help.

30. 4 Don’tbeafraid
topulltheplug
Small companies with limited IT resources
have to settle for bare-minimum architectures
and legacy devices that aren’t broken enough
to be replaced yet.

31. Butsmallcompanies,
bigenterprisesandgrowing
companieshavetooptimize
fordifferentthings.

32. Smallcompanies
aimforlowercosts.

33. Small companies
aim for lower costs.
Enterprisesaimfor
integrationandstability.

34. Small companies
aim for lower costs.
Enterprises aim for
integration and stability.
Andgrowingcompanies
needtooptimize
forrapidscalability
andflexibility.

35. Thinkaboutit.
if a rapidly growing sales team started
producing significantly more proposals and
documentation than they used to, they’d
need a whole lot more than a couple of basic
printers to keep up with demand.

36. They’d need to be able to print while they’re
on the move.
They’d need to be able to automate their workflows
for scanning, saving and sending information.
They’d need to be able to personalize proposals
quickly and efficiently.

37. Getmoreout
ofyourfleet.
With scalability in mind, it helps if your printers
are extending IT’s reach. But be careful,
because you can’t just throw more printers at
your document challenges. If you have twice
as many employees, twice as many printers
is rarely the answer.

38. Instead, look to leverage the advanced
capabilities of multifunction printers –
mobile printing, the ability to customize and
automate favorite workflows for different
teams – your print fleet could (and really,
should) be doing a lot more than just printing.

39. Aswesaidatthestartofthis,
documentmanagement
compromisesmightbefine
whenthecompanywassmall.

40. Butgrowthchangestherules.

41. Document your processes, secure your fleet,
get all the help you need and make sure your
hardware’s helping you out.
Because companies need smart document
management strategies to scale up
their operations.

42. Sothatgrowthcanworkbetter.

43. Further reading
IT leaders in rapidly growing companies
have to navigate a whole range of traps
and obstacles and paradoxes. Read our
eBook about the skills and strategies
needed to lead IT in a growing business.
The growth CIO
Lessons and strategies about
leading during rapid growth
Download

44. We’re Xerox.
We believe that without smart IT,
companies can’t make growth work.
We help rapidly growing companies find
smart ways to manage their printers and
documents so their processes can flow better.
Let’s talk.
©2015XeroxCorporation.Allrightsreserved.Xerox®
andXeroxandDesign®
are
trademarksofXeroxCorporationintheUnitedStatesand/orothercountries.

45. Sources
1
I know what you’re thinking, Angele Boyd, Industry Analyst, IDC
2
Poor document processes lead to significant business risk, IDC
3
Internet Security Threat Report, Symantec, April 2015
4
Global Report of Cost of Cyber Crime, Ponemon Institute, October 2014
5
The biggest mistakes companies make with data security, Digital Guardian, May, 2015