How To Improve Office Logistics and Cut Costs With Managed Print Service

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The key to finding success as a small business is a combination of luck and planning. You could have the best product offering on the market, but it could be insignificant without strategic planning. Planning needs to happen in your marketing, sales, and delivery of your product. Additionally, a little luck, whether timing or otherwise, comes into play. There are many reasons for success, and failure, in business. But the primary reason is that organizations are overwhelmed in their roles and aren’t confident when dealing with clients. Thankfully, you can boost your office logistics in many ways. From getting a managed print service to streamlining your organizational structure. You have options to boost productivity and cut costs in your office operations.

Planning for Perfection Also Take a Little Luck

Regardless of the structure within the organization, as we discussed, there is a lot of luck that comes into play as well. For example, Apple released the Apple-1 personal computer in 1976, well before the brand was recognized for the “luxury” products that they have since become known. In fact, when Apple first launched, the personal computing market was barely even a blip on the radar and was quickly discontinued.

Shortly after that, the Apple-II launched to some critical acclaim placing it alongside the famous TRS-80 and the PET-2001 from Commodore Business Machines. It wasn’t until the 1980s that personal computing became a more common feature. If Apple hadn’t waited out the initial lackluster market, the brand might have never taken off.

What Is the Key to Optimum Office Logistics Success?

So with a bit of discipline, timing, good market positioning, and a strong organizational structure, your business will have a chance for success. There are three main categories to focus your attention on when streamlining your process and maximizing your revenue. Those three categories are organizational structure, outsourcing when necessary, and sales acquisition and retention.

When you approach a systematic approach to your organization, structuring your small business should follow one of three models: The Hierarchy, The Functional, and The Cross-Functional or Matrix.

  • The Hierarchy:

    With this model, your organization has clearly defined positions, roles, and job expectations within your business. This model is effective for communication, departmentalization of process and problem solving and allows customers. Furthermore, vendors alike a clear pathway on who to reach out to for various services or needs.

  • The Functional:

    This model is more for in-house needs such as employee information, job titles, pay scales, etc.

  • The Matrix

    The matrix is a mixture of hierarchical and functional and is especially crucial for smaller organizations where individuals may take on multiple roles and titles.

One final option for structuring your company is to use the alternative model.  This has become popular with start-ups, especially in the tech field. The alternative model eschews titles and positions. It also displaces problem solving on specific categories such as sales, delivery, marketing, and other areas.

Other Important Considerations About Office Logistics

Once you determine the best structure for your small business, the most important category is outsourcing. The benefits of outsourcing in your industry are numerous. From keeping payroll low, lease obligations minimal, and allowing fluidity to your organization.

For example, outsourcing your Human Relations departmental needs could save you a ton of money in labor and rental space and allow neutrality within the organization. In many small businesses, there are too intimate of relationships (professional). This may make it difficult when it comes time to expand or downsize.

Outsourcing for Maximum Effectiveness

With a professional employer organization that an outsourced HR department provides, you can eliminate unnecessary costs, such as:

  • Paper storage requirements
  • Labor and rental space reduction
  • Neutral arbitration without interpersonal relationships interfering
  • The interests, benefits, and payroll of employees are handled professionally

Another thing to consider is hiring an expert service such as a bookkeeping service to handle your accounts. By outsourcing to a third party, you aren’t paying a CPA or accountant for those days and weeks where your accounting need is minimal. Additionally, an excellent suggestion is to outsource with managed print services. Unfortunately, not many offices have the capability to handle print demands, mainly when problems occur.

Benefits of Having a Managed Print Service

A managed print service saves you a ton of money on the overhead and maintenance of operation and printing costs. Not to mention, by outsourcing your printing needs, you have less need to house the equipment.  This saves you money in rental space. Hiring out a managed print service allows to improve your office logistics. It also provides added benefits and reduces costs.  For instance, you don’t have to pay for employee training on hardware or software of printing. Here are other benefits managed print service can offer as you work to streamline office logistics.

4 Advantages of Managed Print Services

  • Employee training on the hardware and software of printing
  • Having the correct printing hardware needed for your organization’s specific needs as well as the appropriate software (and updates) needed
  • Automated printing supplies so that you never run out – which always seems to happen when you need those printing services the most
  • Manage and update devices and software fixes, as needed

A professionally managed print service allows your organization to be fluid with printing demands.  It lowers costs, and improves productivity. This influences your overall ROI – return on investment costs. In other words, these actions can reduce overhead and increase your potential for positive revenue streams. By outsourcing your managed print service, you can dedicate your staff to the lifeblood of your business. Furthermore, your staff can also focus on client attraction, and retention.

Putting It All Together 

The final piece of the puzzle in organizing your small business to prepare it for success is with client acquisition and retention. Put your small business on the pathway of success by focusing on finding new clients. Also, focus on retaining the ones you already have. In fact, over 60% of customers prefer to do repeat business with an organization they know and trust.

A system in place that creates a structure within your business to help delegate tasks with outside agencies is a great tactic. As we saw with a print management service, it will allow you to dedicate your team members to find new clients. Additionally, it can help you retain those you already have created relationships with. Free up your labor to devote more time and energy to expanding your business. Do this by integrating an organizational structure and outsourcing needed functions to professionals and specialists will free up your labor to devote more time and energy to expanding your business.

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It can be evident to outsiders when a business is confident in its structure. That confidence translates to comfort, which is one of the primary factors in trusting an organization. Therefore, don’t sacrifice the potential for success by doing more than your organization can handle. Instead, find a trusted organization to outsource your various needs to manage your office logistics efficiently.

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