Streamline Your Business with UBEO's Technology Assessment

In today's fast-paced business world, efficiency is key. However many organizations find themselves bogged down by outdated document workflows, inefficient printing systems, and technology that doesn’t meet their needs. It's easy to add new printers and adjust standard operating procedures as issues arise, but these quick fixes can cause long-term inefficiencies, resulting in wasted time, wasted effort, and a frustrating work experience for your team. 

Even if you know your technology could use an overhaul, it can be challenging to figure out what specifically needs to change, and a set of fresh eyes can make all the difference. That's where UBEO's Business Technology Assessment (BTA) comes in. With expertise in document workflows and printing systems, we can help you identify and address the root causes of your technology- and workflow-related challenges. Our end-to-end, brand-agnostic discovery and recommendation process is designed to provide the best possible solutions for your company’s unique circumstances. 

If you’re ready to get started, please reach out to us to request an assessment. If you’d like to learn more about our technology assessment services, read on to find out what to expect at each step in the process. 

Step 1: Establishing your goals

We may be experts in document workflow management, security, and cost control, but you’re the expert on your business. That's why we start with a conversation around your goals, initiatives, projects, and future plans. These can vary by department, but here are some common goals and initiatives we can help with:

All our recommendations are made with your specific goals in mind, focusing on ways to improve document workflows and enhance each team member's experience with your organization’s technology. We act as a strategic partner — not just a hands-off vendor — and only recommend solutions that will help you achieve your goals. 

Step 2: Deep-dive walkthrough and analysis

The next step involves a thorough review of your facilities to experience the space in person. We interview users to get first-hand accounts of how the technology is used daily and where common challenges around document workflow arise. Some frequent issues we encounter include:

• Lack of visibility of documents
• Lost documents
• Systems that don't integrate well
• Printers that are constantly jammed or need maintenance
• Underutilization of existing technology

We also review agreements, expenses, and hidden costs associated with your current setup. This includes both hard and soft costs, such as time spent on troubleshooting, toner invoices, handling internal help desk questions, and managing current service agreements.

Step 3: Discussion of findings

Once we've gathered all the necessary information, we consolidate our findings and present them in a comprehensive deliverable that outlines the full scope of your costs, including printing needs, printer management costs, and bottlenecks caused by poor-fitting technology. The report will also provide insight into how daily frustrations around document workflows and technology can impact your team's culture and morale.

This snapshot helps inform our strategy going forward and sets a benchmark against which we can measure future successes.

Step 4: Strategy decision and implementation

With a clear understanding of your challenges and goals, we’ll collaborate with key decision-makers in your organization to craft a strategy that best fits your needs. As your brand-agnostic partner, the recommendations we provide as part of our technology assessment are always tailored to your specific goals, not any specific technology brand or vendor.

Our solutions often involve:

• Simplifying redundant software systems
• Consolidating workflows for consistency across departments
• Providing visibility into your documents with content management systems
• Implementing time-saving automations
• Integrating existing technologies such as Google and Office365

Once you’ve reviewed our recommendations and selected the systems that will work best for you, we’ll assist with the implementation process to ensure a smooth transition. 

Step 5: Review, feedback, and optimization

Our partnership doesn't end with implementation. Once your new systems and workflows are up and running, we continue to provide long-term support.

We check in regularly to keep your systems up to date and identify optimizations and improvements for hardware, software, and daily processes. Additionally, our flexible terms allow for adjustments over time, ensuring your systems continue to meet your evolving needs.

Ready to upgrade your workflows? A Business Technology Assessment with UBEO is more than just a review of your printing systems — it's a comprehensive approach to optimizing your entire document workflow and technology setup. By understanding your unique goals and challenges, we provide tailored, brand-agnostic solutions that enhance efficiency, reduce costs, and improve your team's work experience.

Think your organization could benefit from better document workflows and technology systems? Let's find out together. Reach out today to start your assessment.