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How to Perform a Guided Technology Assessment When Choosing Digital Copiers

How do you know which digital copier is right for your needs? 

You have a lot of options on the market when you make a technology purchase. The best solution for your business isn't determined solely by the price, the feature set, or how fast the vendor gets it to your doorstep. You need a digital copier that fits into your business processes, works with your existing tech infrastructure, and solves the problem that started your search in the first place. It's time to start discovering yourself with this step-by-step guide.

A Process for Your Processes

Choosing a digital copier hinges on knowing the answer to several important questions, such as:

  • How many documents do you print?
  • How many records do you access on a daily basis?
  • How much time is lost searching for hard copies?
  • Do you need network security measures in place for employee mobile devices?

It's easy to get overwhelmed with technology planning, but you can discover everything you need to know by following this process.

1. Existing Infrastructure and Office Environment

Create a document detailing your existing infrastructure, a complete asset inventory and take a physical walk through the office. Write down the document storage system, the associated processes, and its features.

2. Expenses

What are your current technology costs? Go through invoices, support contracts and equipment leases to get an idea of your current payments. Take a look at how much you spend on parts and supplies as well as ongoing payments associated with service-level agreements.

3. User Interviews

Who is going to use your technology selection the most? Talk to the front-line employees who will have the most hands-on time with new technology acquisitions. They know the relevant business processes inside and out. This valuable information should be combined with the long-term needs of the company. You also have the opportunity to look at current document workflow processes to find opportunities for streamlining.

4. Create a Report and Present the Findings

Compile all the information you gathered from the previous steps, add your recommendations and estimate the expenses. Put together a presentation to show stakeholders the data, validate the findings, and determine the next steps to move forward.

The Seven Elements Necessary for a Successful Technology Self-Assessment

Asking these questions isn't enough to lead you to success. You also need these seven characteristics to complete this process and find the proper solution for your company.

  1. Stakeholder Buy-In: You can't move forward with an assessment if you don't have actively engaged and enthusiastic stakeholders backing you up.
  2. Cooperation: Everyone needs to work together to provide the details that spell the difference between choosing an "okay" digital copier and getting one that improves everyone's productivity throughout the organization.
  3. Data Access: Accurately assessing your technology needs is impossible unless you can see the data that shows current performance, future goals, and other important details.
  4. Clear Assessment Objectives: Establish solid goalposts so you know exactly what you're working towards while going through this assessment process. Starting from the end is a good way to look at this.
  5. Holistic Perspective: You aren't simply buying a piece of equipment for the company. You're putting a tool in place that can transform the way you handle your documents, networking, or copying. Consider the entire business ecosystem when you look at business processes, technology infrastructure, and other factors.
  6. Industry-Specific Context: The right solution for a real estate company would not necessarily fit in well at a doctor's office. Keep your market segment in mind and the features that matter most in this vertical.
  7. Quality Assessment Deliverable: You put a lot of work into the evaluation process, so the findings deliverable should present this data in a useful and engaging format.

Learn Why A Technology Assessment Should Be On Your List ›

Put yourself on the right path during the technology planning process. Keep this guide nearby anytime you procure something new.

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Topics: Digital Copiers Productivity Tips and Tools