D4: Discover, Design, Deploy, Direct
1. Discover
The Discovery phase is a comprehensive three-tier process that serves as the foundation for building an optimized office environment. This phase involves:
Data Collection and Asset Mapping: At this stage, data is meticulously collected from various sources. Information is gathered manually at the hardware level, where each asset is physically mapped to provide a clear understanding of the current landscape. This includes understanding device locations, usage patterns, and the condition of each asset.
End-User Information Gathering: In addition to hardware mapping, we collect detailed end-user information to understand how different teams and individuals interact with the current systems. This involves surveys, interviews, and direct observations to capture qualitative insights.
Data Collection Agent Deployment: To complement the manual data collection, we deploy our advanced data collection agent software. This tool automatically monitors and analyzes device usage, print volumes, error rates, and other critical metrics in real-time. The combination of manual and automated data collection provides a 360-degree view of the current printing and document management environment.
2. Design
The Design phase focuses on leveraging the data obtained during the discovery phase to develop a strategic blueprint for the "office of the future." Key activities include:
Data Analysis and Insights Development: Using the discovery file, RHS analyzes end-user data to identify inefficiencies, redundancies, and opportunities for process improvement. This analysis highlights areas where manual processes can be automated, potential points of failure, and opportunities to reduce errors and information mishandling.
Solution Optimization: Based on these insights, we design tailored solutions that optimize departmental workflows. This includes creating efficient print policies, recommending the best hardware configurations, and suggesting workflow adjustments to reduce manual interventions and maximize productivity.
Lifecycle and Cost Optimization: We focus on maximizing the lifecycle of existing hardware and reducing the total cost of ownership (TCO) by recommending strategies such as fleet consolidation, improved device management, and energy-saving practices. These strategies help organizations achieve cost-effective and sustainable operations.
3. Deploy
The Deploy phase is where the designed solutions are put into action, transforming the organization’s printing environment. This phase involves:
Finalizing the Print Policy: A comprehensive print policy is derived from the design phase, which becomes the new organizational standard. This policy covers everything from print permissions and quotas to security protocols and device management practices.
Configuring and Consolidating the Fleet: We configure a consolidated fleet of printers and copiers that meet the new standards and eliminate redundant or outdated devices. Each device is optimized for its location and expected usage.
Seamless Workflow Migration: The deployment process includes migrating existing workflows to the new processes established during the design phase. This ensures that users can adapt to the new environment with minimal disruption. Training sessions and user guides are provided to facilitate this transition.
Change Management and Support: We manage the change process carefully, providing ongoing support to address any challenges or questions that arise during the deployment. This includes both on-site support and remote assistance to ensure a smooth transition.
4. Direct
The Direct phase is about maintaining, managing, and continually improving the newly established environment. It includes:
Continuous Monitoring and Management: After executing the full solution, ongoing management of the environment is crucial. This involves monitoring the established print policy and ensuring that all workflows are functioning as intended. Any deviations from the policy are quickly identified and corrected to maintain optimal performance.
Quarterly Business Reviews (QBRs): We conduct quarterly business reviews with stakeholders to present meaningful data and insights that support the established policies. These reviews provide an opportunity to discuss performance metrics, address concerns, and identify new opportunities for improvement.
Hardware Request Committees: To avoid unnecessary expenditures, hardware request committees are established to review and approve any new equipment requests. This ensures that only essential devices are sourced, and the organization continues to operate efficiently.
Proactive Strategy Adjustments: The direct phase isn't static; it involves proactively adjusting strategies based on evolving business needs, technological advancements, and data-driven insights. This continuous improvement approach helps maintain a cutting-edge, cost-effective, and secure office environment.