What is Included in a Print Workflow Technology Assessment?

To help better understand the steps and the benefits of a technology assessment, let’s break it down into five steps. 

The word “assessment” gets thrown around a lot at the start line of many business technology engagements — sometimes striking a few objections in the minds of the parties being “assessed.”

• “They take time. Give us a quote and let’s get going!”
• "What are you going to uncover that we don't already know?"
• “Is this REALLY necessary?”

Rest assured, any business technology provider with your Total Cost of Technology Ownership in mind will find a technology assessment a more-than-worthwhile endeavor. A well-structured, multi-faceted assessment will not only help identify bottlenecks in existing print and workflow processes and opportunities for better ways to get from point A to point B; it helps ultimately answer the simple question: What are the long-term outcomes and benefits of any proposed application of technology?

Think of it as a potential partner getting to know your environment before even entertaining a solution. To help better understand the steps and the benefits of a technology assessment, let’s break it down below.

So, What’s Included in a Typical Print Workflow Technology Assessment? Here are the 5 Steps.

In the spirit of not speaking for other business technology providers, we’ve outlined a step-by-step outline of what a standard Datamax Discovery Technology Assessment looks like. Please know that components can vary based on assessment type, scope, and relevant client needs at the time.

Step 1. Environmental Access

• Conduct a brief electronic scan of technology infrastructure (i.e. network printers and/or network servers)
• Conduct facility walk-through with floor plan
• Inventory all print-related and IT-related assets
• Examine existing IT infrastructures

Step 2. Data and Cost Access

• Access technology expenses to include invoices, support agreements, and leases (with mutual confidentiality agreement)
• Access current parts & supplies costs

Step 3. End-User Interviews

• Identify the best people who routinely gather and understand the required information and processes
• Conduct assessment interviews
• Identify functional responsibilities
• Outline overall technology utilization requirements
• Discuss current document workflow processes to spot possible weaknesses or redundancies

Step 4. Prepare and Deliver findings

• Process assessment data and findings and synthesize them to form a cohesive picture
• Develop in-depth descriptions of professional recommendations and cost estimates
• Present formal deliverable to stakeholders
• Review, validate, and collaborate with the client regarding findings and actionable recommendations

Step 5. Establish Next Steps

• Once it's determined that technology recommendations are relevant and costs are determined, a strategy for further planning and implementation is executed.

Technology Assessments such as this, again, may vary because business technology environments - and more importantly, business technology needs - are unique. The Datamax Discovery Process is designed to holistically explore print/workflow processes as well as current copier MFP service performance. These insights enable us to identify and deliver relevant technology recommendations for an optimized print environment and a maximized partner experience.

Are you ready to assess? Let's visit!