Despite fundamental shifts in the way we live and work, the shift to digital is still moving slowly in many offices, particularly small ones. A surprising number of small businesses are still dealing with file cabinets full of folders and printouts, and managing their client or patient data inefficiently.
While some documents do need to be printed and stored, most can be digitized, delivering multiple benefits to your customers. Here are four ways that guiding your small business customers toward digitizing their data can help them build a better business.
- It saves them money.
Digitizing documents and storing them in the cloud helps lower costs. On a practical level, customers will need less office space, since they’ll have fewer physical records to store. They will also spend less on paper and printer ink.
Introducing them to Xerox Web Capture can further lower their costs by giving their productivity a big shot in the arm. Ideal for businesses that rely on web-based applications as part of their business processes (Quickbooks, for example), Xerox Web Capture Services is the only solution that automates and scans a document right into the application without the additional steps of creating files, renaming documents and importing or uploading.
- It improves productivity
Storing documents digitally is faster and more efficient than asking employees to spend hours printing, sorting and filing. Finding documents and information is easier, too. Instead of digging through file cabinets and folders, all your customers will have to do is perform a quick search in the cloud. Helping your customers and their teams agree on a standardized digital filing and naming system will make things even easier.
- It enhances collaboration.
You work in an office yourself, so you know firsthand just how frustrating it is when you’re working on a project at home or on the road only to realize that some of the key information you need is in a file back at the office. By enabling your customers to store their business data in the cloud, you make it possible for them to access it anytime, anywhere.
Digitizing documents makes it easier for their entire team, including freelancers and independent contractors, to work together, even if they are spread across the country or around the world.
- It will improve data security.
Printed documents are vulnerable to prying eyes, loss or even theft. When information is stored in the cloud, your customers can set security restrictions to protect that critical data. For additional security, offer them a tool such as Xerox® Mobile Link that lets them add PDF passwords to digital documents.
For small business customers who are looking to save time and money, few solutions do double duty like digitization.
Once you’ve shown your small business customers the advantages of using data digitization in their business, you need to help them put it to work. Here’s how:
- Decide where to store data online.
Even offices that aren’t far along in their digital journey are probably already using one or more cloud-based storage services like Google Drive, Dropbox, Box, OneDrive and Office 365 to store and share files. If so, you can help them speed up their document digitization process by using Xerox ConnectKey apps.
As channel partners know well, using these apps is as simple as downloading them to a ConnectKey-enabled printer or multifunction printer (MFP), where your customers will then automatically connect them to their cloud-based apps and email account. Xerox ConnectKey makes it easy to print from and scan to the cloud storage systems they already use. In just a few steps, customers can simplify their workflows and move crucial data into a more efficient digital storage system.
- Be prepared to digitize data from anywhere.
For data digitization to work, you need to do it consistently. That means customers may find themselves with same challenges you do – they have to digitize documents while outside the office, such as signed contracts, purchase orders or completed customer forms.
With the Xerox® Mobile Link mobile app, they can scan, fax, store and print documents right from their phone or tablet. Just show them how to easily connect their devices with their Xerox® multifunction printers and they will be able to automatically send scanned documents to email contacts, cloud storage, and Xerox MFPs simultaneously.
- Simplify data import to apps.
Understanding your customer’s needs and business processes is key to making a sale and to providing real value to your customers. If you know that your customers frequently have to transfer data from purchase orders, invoices or receipts into applications like Microsoft Office 365, QuickBooks or Salesforce, then you have an excellent opportunity to help them save time and streamline their workflows.
Once again, Xerox Web Capture is the right tool for the task. It works with most web-based applications, including Microsoft Office 365 and QuickBooks, to automatically scan documents and import them directly into business apps, saving time – and as every customer will agree, time is money.
- Properly dispose of digitized documents. Help customers keep their data secure by ensuring they are discarding all sensitive paper documents appropriately once they’ve scanned, saved and stored them. Confirm that they have the right tools to shred documents in-house, or that they’re using a reputable shredding service to handle the job. When it comes to their data, it’s better to be safe than sorry.
For small business customers who are looking to save time and money (and who isn’t?), few solutions do double duty like digitization. These simple tips can help you start a conversation with your customers on the benefits of digitization, and get them on the road to improving the way their business runs.
Become a Xerox Channel Partner
Visit the Xerox Global Partner Program (GPP) site and apply to become a Xerox channel partner today. Once accepted, you’ll gain access to success-generating resources such as sales incentive programs, training and certification opportunities, and digital marketing support.
To find out how other channel partners are helping small businesses improve their business process with digitization, join the conversation in our private Xerox Channel Partners LinkedIn Group.
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