A Guide to Integrating Smart Office Solutions

Smart Office Solutions: Creating a Smart Workstyle

The way we work has changed dramatically over the years, with the COVID-19 pandemic further fuelling workspace transformation all over the world. As businesses in Hong Kong implemented remote work arrangements for their employees, they had to grapple with unique workflow issues. These challenges include decreased face-to-face communications, a lack of collaboration, disorganization of assets, and reduced efficiency.

However, advancements in technology have enabled the rise of smart workstyles and can aid businesses in overcoming these issues. Businesses that wish to keep up with competitors and excel in their various fields and industries must adopt and adapt if they are looking for sustained success.

What is a Smart Workstyle?

A smart workstyle is a digital transformation (DX) journey that takes advantage of new technologies to allow employees greater productivity, flexibility, and engagement. While often associated with in-office technology and infrastructure, a smart workstyle entails more than just that — it should prioritize efficiency, accuracy, and effective communication for all team members, while maintaining high levels of data security. In other words, smart office solutions allow for not just greater efficiency in operations but a larger allowance for freedom with regard to work arrangements.

When employees can work from anywhere at any time and get more done in less time, this frees them up for other tasks or projects that can help the business grow. Furthermore, when employees are given the freedom to work in a way that best suits them, they are more likely to be engaged with their work, which leads to improved employee satisfaction that facilitates better performance and results. To top things off, smart workstyles can also help businesses establish a healthier work-life balance for their employees which is important to enhance employee experience (EX).

But how can you create a smart workstyle for your business?

How to Create a Smart Workstyle for Your Business

1. Assess Current Issues and Uncover Digital Gaps

Digital gaps in the workplace are often hidden and go unnoticed until they cause inefficiency or a drop in productivity. To avoid this, businesses need to be proactive in uncovering these gaps and finding ways to fill them with smart technology, such as replacing overworked office printers that continually break down with production printers that can handle higher print volumes necessitated by certain lines of work.

One way to do this is by looking at how employees are using technology in their day-to-day work. Are they using outdated methods that could be replaced with more efficient digital tools? Are there tasks that could be automated or streamlined with the help of technology? Are there tools that you can invest in to increase overall output, speed, or productivity? By taking a close look at how technology is being used in the workplace, businesses can uncover digital gaps and find ways to fill them with more efficient solutions, and in doing so, create smarter workstyles that facilitate productivity and improve workflows.

2. Centralize Information with Business Process Management Solutions

It is important that each member of the company has a clear understanding of all business processes, no matter what department they are in. By having a centralized view of all information, team members can make better decisions and improve productivity across the board. Business Process Management (BPM) solutions can help you achieve this by providing a single repository for all your process-related information, entailing benefits such as:

• Improved decision making — With all your process information in one place, businesses can identify areas that need improvement more effectively. This makes it easier to find bottlenecks and make changes that will increase efficiency, such as opting for an office printer lease or copier rental in Hong Kong where it might make more sense than buying a production printer.

• Greater employee productivity — When employees have easy access to the information they need, they can work more effectively. This can lead to increased productivity and reduced frustration when working.

• Reduced costs — By streamlining your processes, you can reduce the amount of time and money spent on unnecessary activities. For example, if there is a breach, you can quickly and easily pinpoint it by tracing the document workflow. This can save your business resources in the long run.

If you are considering using a BPM solution, it is important to choose one that is easy to use and provides the features you need. There are many different options available, so be sure to do your research or speak to our experts to find the best fit for your business.

3. Automate Processes with Robotic Process Automation

Robotic Process Automation (RPA) can help businesses automate certain business processes to provide numerous benefits, including reducing costs, improving efficiency, and increasing accuracy. RPA technology can help you automate repetitive and time-consuming tasks to free up skilled employees such that they can better focus on more important work that requires their nuanced expertise and experience. RPA can also help businesses improve on accuracy by eliminating human error from the equation.

When considering RPA applications for your business, it is important to first identify the business processes that could benefit most from automation. One area often neglected by workspaces all over the world is manual printing and the large amounts of time it takes as opposed to newer digital printing solutions — such as the ApeosPrint C325 dw — that allow seamless connectivity with an employee’s mobile phone or tablet once queued via NFC or mobile printing applications. Once you have identified these processes, you will need to determine how to best implement RPA within your organization. There are a few different ways to do this, of course, and the best approach will vary depending on the specific needs and requirements of your business.

4. Facilitate Collaboration and Sharing Across Teams

There are a number of ways that smart technology can help businesses facilitate collaboration and sharing. For example, cloud-based applications like Sharepoint and Working Folder allow users to store and share files online, making it easy for team members to access and edit documents from anywhere in the world. Social media platforms like Facebook and LinkedIn provide a quick and easy way for businesses to share news, updates, and other information with their followers. Video conferencing tools like Teams also make it easy for team members to connect and collaborate face-to-face, no matter where they are in the world.

Apart from applications, we also provide different solutions that enable you to manage document and information easily and securely. For instance, DocuSign Contract Lifecycle Management (CLM) and eSignature solution can simplify contracting process and complete contract signing on an one-stop platform anywhere at any time to speed up the entire procedure. In a digital working environment, the right security tools are indispensable. Our A.I.-driven cybersecurity solution - Managed Security Service (MSS) helps prevent business data breaches and maintains privacy.

By utilizing the latest technologies, businesses can better facilitate collaboration and sharing across teams, resulting in a smarter workstyle imbued with increased efficiency and productivity.

5. Enhance Decision Making with A.I.-Driven Insights

Manual document processing can create a strain on an organization’s resources as it can be time-consuming and labor-intensive. By automating this process with intelligent data capture solutions, you can save your team’s time and effort and reduce errors at the same time. Leverage A.I.-powered platforms to process data and classify and extract information. There are several different ways that intelligent automation tools such as these can also be used to enhance decision-making, including but not limited to:

• Automated data collection and analysis — Using A.I.-powered software, businesses can automatically collect and analyze data from uploaded documents. This can save a lot of time and effort that would otherwise be spent on manual data entry and analysis.

• Accurate insights on data — A.I. can be used to predict future trends and patterns based on past data. With an intuitive platform, businesses can run analyses that enable businesses to generate insights. This can help businesses make better decisions about product development, marketing campaigns, and resource allocation.

By harnessing the power of A.I., businesses can gain a major competitive advantage by making better, faster decisions that are not only timely but also effective and data-driven.

Choose the Right Service Provider

Of course, one of the most important things a business should do is to choose the right solution partner when embarking on transforming their workplace digitally in Hong Kong. At FUJIFILM Business Innovation Hong Kong, we commit to not only providing businesses with the best smart office solutions, but also the digital printing solutions you need to ensure that productivity, security, and efficiency are always optimized through the targeted digital transformation of your workspace. 

Furthermore, FUJIFILM Business Innovation’s longstanding commitment to environmentally responsible product design means you can rest assured that we will help you achieve ESG goals and green offices with reduced carbon footprints.

Discover our various industry solutions and services today, and partner with us to create a smart workstyle that facilitates an office of the future.