iWorker Productivity - Overview
Businesses are looking at iWorker1 productivity, especially in customer-facing positions, to improve competitiveness and top-line performance. The availability and effective use of business critical information is fundamental to innovation, agility, and competitive positioning.
Executives are aware of the opportunities: “85% of companies believe more fully leveraging their human capital is ‘crucial’ or ‘important’ to their business effectiveness. Executives see two functional areas — operations (58%) and sales (33%)— as likely to see the greatest productivity increases in the next year.”2 Learn more about the benefits of better information management for executive managers...3
McKinsey studies have shown that business executives need to consider carefully how they enable iWorkers with business critical information, from free-access to more structured information tools.4
|Different types of knowledge workers require different kinds of support technologies5|
The benefits of increasing iWorker productivity through better information management can be compelling. Just one example: according to CIO Insights, a 10% increase in the usability of corporate data can result in substantial revenue benefits:6
- The median Fortune 1000 business would increase total sales by $55,900 per employee
- Sales per employee in the retail sector would jump 49%
- The average telecommunications company would increase sales more than $9,600 per employee
- The average commercial bank can improve return-on-assets by 32% by implementing a 10% increase in data intelligence and accessibility
Customer service reps armed with current and reliable account information, contracts, and billing information should increase customer satisfaction, loyalty, and protect ongoing revenue streams. Better informed Sales reps may shorten sales cycles. For example, with improved information management, sales could leverage the most effective presentation, proposal, and communication tools without ‘reinventing the wheel’. They will have the information that helps them respond confidently with up-to-date pricing and product information — whether in the field, or working from remote or home offices. On-boarding new customers could be smoother and faster (shorter time to revenue) with more efficient business critical document processes from front office operations like sales, service, and legal to back office processes like finance and accounting.
Businesses want to enable collaboration and the communication essential to getting innovative, new products out the door, ahead of less agile competitors.
“C-level executives see innovation as a way to differentiate their businesses, particularly following the 2008-09 recession. Fully two thirds of the executives said they believe that innovation is more critical than ever because of the economic downturn of 2008-09.”7
This entails giving iWorkers in product development the information they need to accelerate time to market and design cost-effective, competitive products.
Empowering iWorkers to help them realize these benefits means transforming business critical document processes to accommodate all the different types of information they need to do their jobs.
|Workers rely on many forms of information to do their jobs8|
And just as the technology components of transformations require change management, the people aspects of business process transformation must also be addressed.
“Executives say a principal source of resistance to new customer service initiatives is skepticism among employees that new information will actually increase the time available to spend with customers.”9
With broad and deep experience across business functions and industries, Ricoh MDS can help you evaluate and transform business critical document processes to improve productivity for all your iWorkers, whether they are in customer-facing roles, or developing and manufacturing products for new revenue streams.
Ricoh MDS helps you re-engineer, automate and, where appropriate, off-load processes to help improve access to the right information, in a usable format: hardcopy, electronic — or both — whether the iWorker is working locally on a desktop or remotely on a media tablet two time zones away.
Ricoh MDS Organizational Change Management helps you fully realize the benefits of enhanced iWorker productivity. Organizational change management, has been proven to anticipate and overcome resistance to change, increasing initial user adoption and utilization, and reinforcing processes and a culture for continuous improvement.
1 iWorkers are knowledge workers who rely on electronic and printed information in their daily jobs.
2 “Gearing for Growth: Future Drivers for Corporate Productivity”, Economist Intelligence Unit, Ltd., 2011.
3 Recovering from information overload, Derek Dean and Caroline Webb, McKinsey Quarterly, January 2011. https://www.mckinseyquarterly.com/Recovering_from_information_overload_2735
4 Rethinking knowledge work: A strategic approach, Thomas H. Davenport, McKinsey Quarterly, FEBRUARY 2011.
5 Rethinking knowledge work: A strategic approach, Thomas H. Davenport, McKinsey Quarterly, FEBRUARY 2011.
6 Business Intelligence Slideshow: How to Sell the Value of Data to Your CEO, CIOInsights, Don Reisinger, 9/1/2010
7 GLOBAL CXO OUTLOOK, Growth Strategies for 2012 and Beyond, Forbes Insights in association with Wipro, 2010.
8 Del Prete, Crawford, Takashi Miyazono and Angèle Boyd. Controlling Today’s And Tomorrow’s Information Costs. IDC, 2011.
9 On the front lines: The role of information in enhancing customer service. A report from the Economist Intelligence Unit Sponsored by Microsoft, 2010. http://crmdynamics.blob.core.windows.net/docs/economist_service_productivity_report.pdf
iWorker Productivity - Business Outcomes
Reducing Response Time
You need to reduce the time it takes sales and service reps to respond to customer’s requests for information — and reduce the frustration these iWorkers experience trying to find the right information.
When you pinpoint specific barriers to getting sales and service reps the right business critical information at the right time, you can adjust the business processes, the technology and, most importantly, the way these iWorkers use information. Sales can close faster and service reps improve response time and customer satisfaction.
Ricoh MDS Process Analysis can help by examining the role of business critical documents in customer-facing processes and measuring satisfaction levels and establish Key Performance Indicators (KPI). Ricoh MDS can present you with a map of your business critical information usage and flow, bottlenecks, and suggested areas for potential information access improvement as they impact customer-facing processes. The KPIs can be designed to measure ease of access to timely, accurate information, as well as impact on existing KPIs like length of sales cycle or time to resolution for service calls.
Ricoh MDS Process Solution Design is able to build upon this analysis to provide quantifiable recommendations you can use to improve timely and accurate information for your customer-facing business processes. These recommendations can be designed to fully align with your productivity goals. These may include improvements in conversion and data extraction, as well as document management technologies like classification and indexing, and use of a central information repository (e.g., in the cloud).
Your iWorkers are reluctant to making changes in the way they do their jobs. They may be wary of using information sources or formats new to them, or concerned that their unfamiliarity with new processes may make them appear less competent to customers.
The people component of business transformations requires a strategy and a plan, as do the technology and processes. A tested organizational change management framework is what is needed to anticipate and address these natural concerns.
Ricoh has built a comprehensive organization change management methodology around a framework from the Association of Change Management Professionals (ACMP) that balances the subjective, qualitative and emotional elements of behavior change.
Education and training tools should be in place before launching an initiative, as it may encourage people to believe they have what they need to succeed, making the transformation seem less daunting.
As part of a successful business transformation, Ricoh MDS Education and Training can be designed to ensure end-users, administrators, and support staff are able to acquire the skills and knowledge that usually are necessary to realize the benefits from all MDS products, services and/or solutions. Options range from informal programs like lunch and learn sessions on-site, to self-paced online training, to formal, customized trainer-led courses.
Having Information in the Right Form
Your iWorkers’ productivity is hampered by not having the information they need in the right format—this includes the increasing number of mobile iWorkers and those working in remote offices. Reformatting information or waiting for malfunctioning output devices to be fixed takes time away from serving customers or getting new products out the door.
Offloading some or all of the specific day-to-day business critical document-related tasks — not only format conversion, but also distribution, output, archival and disposal — frees your resources to more productively apply available information to revenue generating opportunities.
Ricoh MDS Document Lifecycle Services can be designed to provide on-demand document services to customers who want to focus on core business processes and take advantage of Ricoh’s expertise and scale.
These services can also be designed to transform fragmented, unstructured and labor-intensive business critical document information activities and optimize access to valuable information for your iWorkers. For example:
- Scanning services that extract data, index scanned documents, and format information for virtually any business critical application, including defined security protocols and quality control Key Performance Indicators (KPIs)
- Mailroom services that manage both hardcopy and electronic communications, provide for paper mail to be scanned, delivered, and archived electronically, integrate with document management systems and improve response time, error detection and consistency of service
- Storage and archival services that provide secure access to business critical information, 24/7, to distributed iWorkers with uninterrupted service, real-time back up, and automatic failover capabilities
Ricoh MDS Onsite Services can be designed to ensure greater availability of your organizations’ MFPs, copiers, faxes, and printers across all locations. Increased availability allows your iWorkers to keep working without interruption. Your IT resources can focus on mission critical initiatives rather than the care and feeding (and fixing) of devices.
To further support iWorkers, regardless of the brand of the device they use, Ricoh Remote Management provides services for proactive device management, monitoring, and reporting on networked and compliant output devices from one or more onsite or offsite centralized locations.
Updating Document Processes
Current document processes are not designed to address the specific needs of different types of iWorkers.
The document processes in customer-facing operations differ from those used by other iWorkers who also contribute to top-line revenue (e.g., new product development, manufacturing, etc.). Each group has unique requirements for information access and use, formats, and workflows that impact their productivity.
Ricoh MDS Document Process Optimization service can help streamline end-to-end information solutions related to specific documents and their related workflows. Ricoh MDS has experience optimizing iWorker productivity in many different types of document processes, including:
- Customer-facing Document Processes (on-demand fulfillment for customer communications such as invoices, account information, updates and alerts)
- Technical Document Processes (production and fulfillment of technical documents, usually between business units or corporate enterprises. Examples include product design specifications, technical service bulletins, and supplier technical documents)
- Marketing and Communications Document Processes (externally-facing document processes related to marketing and one-to-one communications programs management)
You need to validate whether changes in the business critical document processes are indeed increasing iWorker productivity.
Measurement of key performance indicators (KPIs) against the baseline can be designed to show you the level of productivity benefit. KPIs can reveal not only the progress of individual iWorker’s progress but also overall business transformation performance in meeting productivity objectives.
Ricoh MDS Organizational Change Management Service offers reporting tools, and trains staff in their use, to help provide the insights required by management to make informed business decisions, as well as reinforce ongoing improvement in the MDS environment.
In addition, Ricoh MDS Management Information Reporting can give you visibility into the elements of your MDS program. Reports including agreed-upon KPIs can be designed as departmental or global, and aligned with productivity metrics that are important to different types of iWorkers. Ricoh MDS Management Information Reporting can provide end-to-end performance metrics against Service Level Agreements (SLAs) or KPIs — the fundamental measures of continuous process improvement.
iWorker Productivity - Best Practices
Improving the availability and effective use of business critical information makes iWorkers (especially those in customer-facing roles) more productive. In addition to an increase in top-line revenue, your business gains a competitive advantage through the ability to be more innovative and agile in pursuing strategic business goals.
Ricoh is a global leader in MDS. The knowledge and best practices we accumulate in thousands of engagements worldwide become powerful assets in our Ricoh MDS portfolio. Application of this knowledge and these best practices is the engine that drives our continuous improvement efforts.
Below are some best practices derived from Ricoh MDS customer deployments that help you realize the benefits of improving your iWorker productivity:
- Establish a Baseline for Current iWorker Productivity
- Take a Phased Approach to Implementation
- Enlist and Encourage Employee Adoption of New Processes
- Build an Organizational Change Management Team with the Right Competencies
- Secure Executive Sponsorship
- Develop a Communication Plan
Click below for detailed descriptions of these best practices:
Establish a Baseline for Current iWorker Productivity
To measure improved iWorker productivity, you first need to establish a baseline: Define the Key Performance Indicators (KPIs) that reflect productivity criteria that you wish to monitor. These may include departmental metrics: customer support calls, sales figures, leads generated, time-to-market, service call time to resolution, etc. — but they should map directly to how productively people are using the information available to them. Review current performance in these KPIs in conjunction with iWorker and customer satisfaction levels.
Take a Phased Approach to Implementation
When designing and planning the re-engineering of document processes to improve iWorkers productivity, break the implementation into phases: 1) a Basic Phase that focuses on simplification; if possible, reducing the number of steps/tasks required to provide iWorkers the information they need, leveraging existing technology; 2) an Enhanced Phase, that applies new automation technologies or makes available additional business data to further improve iWorker productivity.
Enlist and Encourage Employee Adoption of New Processes
Employee behavior is perhaps the single most important factor in increasing productivity. It is important that iWorkers be given the information required to understand how changes in processes can benefit them as individuals, and by increasing their productivity, advance the organization as a whole. A formalized training and education program will familiarize your employees with new procedures and technologies. A systematic organizational change management program, will help the execution of a business process transformation. A regular communication plan highlighting milestones and successes will also foster collaboration and encourage adoption.
Build an Organizational Change Management Team with the Right Competencies
Two of the most important roles for a strong organizational change management team are that of respected end-user subject matter experts (SMEs) and responsible Line of Business (LoB) managers. A marketing communications resource can help continue to clearly communicate the productivity benefits of changing processes to all iWorkers.
Secure Executive Sponsorship
Sponsors, ideally from the C-Suite, must do more than simply “buy-in” to the transformation: they must be proactive in ensuring the team can move past any potential roadblocks. Sponsors in particular must help in continuing to emphasize the goals and progress of change, and participate in openly rewarding success.
Develop a Communication Plan
All communications must continue to emphasize the productivity benefits of the change. A communication plan helps promote employee awareness and lowers the risk of alienation. Communication around a business transformation can be “branded”, for example with a tagline, and promoted via electronic and physical media: email, blogs, tweets, and other social media, “Did you know” pamphlets, lobby/break room posters, etc.
iWorker Productivity - How We Solve This
The Ricoh MDS Services Delivery Portfolio offers all the services required to design, construct, maintain, and optimize a highly efficient information infrastructure that is aligned with your iWorker Productivity goals for a smarter, more agile work environment. Examples of Ricoh MDS service offerings are:
- Process Analysis
- Process Solution Design
- Education & Training
- Document Lifecycle Services
- Document Process Optimization
- Onsite Services
- Remote Management
- Management Information Reporting
The Ricoh MDS Services Delivery Portfolio offers all the services required to design, construct, maintain and optimize a highly productive information infrastructure that is aligned with your business goals. Ricoh MDS encompasses the three fundamental parts of business critical document processes — input (the creation of information), throughput (how information moves around a business), and output (processing information in a way to add business value).
The Process Analysis and Process Solution Design service offerings support the planning and design of more productive business critical document processes, including establishing Key Performance Indicators (KPIs) to help benchmark iWorker productivity. Education and Training provides end users, key operators, administrators and stakeholders with the necessary skills and knowledge to fully leverage new processes.
Document Lifecycle Services and Document Process Optimization help you implement more productive business critical document processes, whether internal to your organization or leveraging on-demand services from Ricoh. Onsite Services and Remote Management alleviates the workload from your IT staff allowing Ricoh to manage your entire universe of decentralize print devices on-site or remotely.
Finally, Management Information Reporting provides true end-to-end performance metrics against Service Level Agreements (SLAs) or KPIs — the fundamental measures of continuous process improvement.
While every Ricoh Managed Document Services Engagement is unique and tailored to your environment, you can see examples of Ricoh MDS services that address the need to enhance iWorker Productivity.