modern office - ilinc
TRANSCRIPT
Modern Officefebruary 2010 your guide to preventing downsizing
We train and certify all levels of belts and support business improvement campaigns for all industries – thousands certified in Green, Black & Master Black Belt.We also offer Six Sigma Leadership, DFSS Lean and much more. Call us first, we can help.
Email us at [email protected] • Motorola.com/motorolauniversity
1-800-446-6744 in the U.S. • 44-1793-564299 in EMEA
Learn from the most experienced Six Sigma practitioners in the world.
modern office
2
CONTENTS2 StreamliningBusiness
2 WhatIsLeanSixSIgma?
3 WebAndVideoConferencing
GrowThroughRecession
4 BigBusinessToolsCanSharpen
SmallCompanies’Edge
5 PanelOfExperts
6 CloudPrintingYields
EarthboundBenefits
7 ManagingPrintCostsCan
MeanBigSavings
MOdERNOffICE
Publisher: Bobby Huebner [email protected]
Contributor: David Duffy [email protected]
Designer: Carrie Reagh [email protected]
Photos: ©iStockphoto.com
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This section was written by Mediaplanet and did not involve USA Today News or Editorial Departments.
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This is driven by things such as
economic pressures, environ-
mentalobjectivesandsecurity.
Wealsohavetechnologyinnovations
suchasintelligentdevices,manage-
menttoolsandsoftwaresolutions.
Historically, businesses haven’t
paidmuchattentiontotheirimaging
andprintingenvironmentpartlydue
tofragmentedbudgets,ITconstraints,
and the complexity of monitoring
thesecostseffectively.Managingim-
agingandprintingdevicesthrougha
networkcanbeacatalystforbigcost
savingsandan increase inofficeef-
ficiency.Infactmanycustomershave
realizedupto30percentcostsavings.
Managed Print Services (MPS) of-
fersaholisticapproachtoproactively
loweringoperationalcosts,reducing
acompany’simpactontheenviron-
ment, mitigating security risks and
improving office productivity. It ex-
tends frombasicprinter servicesall
thewaythroughtobusinessprocess
management.Infact,therearethree
keyareasoffocuswhenyouconsider
anMPSengagement:Optimizingthe
numberandtypeofdevices,manag-
ingdevicesfromthenetwork,andim-
provingtheworkflowbystreamlining
paper-basedprocesses.
Inaddition,MPSalsoprovidesatre-
mendousopportunityforcompanies
toreducetheirenvironmentalimpact
and carbon footprint by decreas-
ing paper use, energy consumption
and waste. For example, an average
Fortune1,000companycansaveup
to700metrictonsofpaperannually
andreducecanreduceenergycosts
byupto40percent.
MPS offers organizations of all
sizes a new way to cut costs, meet
environmental goals, improve busi-
nessprocesses,andultimately,drive
employee productivity. With ad-
vancementsinnetworkandITtools,
a network-based approach to MPS
that includes remote management,
visibility,scalabilityaswellasflexibil-
ity,createsastrategicadvantagefor
thosewhoembraceit.
Streamlining Business: A Holistic Approach
Today there are methodologies
that have been adapted by
many organizations that do
notlooktobedisappearingtoosoon:
SixSigmaandLean,andnowLeanSix
Sigma.
Motorola introducedSixSigmain
the1980s.Utilizingsoundstatistical
methods,alongwithadisciplinedap-
proachtoproblemsolving,SixSigma
caught on rather quickly. Motorola
discovered that a process that was
provenstatisticallycapableofmeet-
ingspecifications,onaverage,would
shift approximately 1.5 standard
deviations (sigma) over time. Their
conceptwastoreducethevariation
oftheirprocessestoaccountforthis
shiftandthereforereducetheprob-
abilityofdefectsordefectivesdown
to3.4permillionopportunities.
Lean methodologies or Lean
Thinking is utilized in reducing or
eliminating waste (Muda) from a
process. Some Lean principles were
actually utilized in the early 1900s
byHenryFord.Mostofthecommon
Leanprincipleshavecomefromthe
ToyotaProductionSystem.WhereSix
Sigmaisutilizedtofocusonvariation
reduction, Lean is utilized to elimi-
natenon-value-addedactivitiesinall
processeswiththegoalofimproving
flow, cycle times, set up times, and
productivity—just to name a few
potentialbenefits.
Organizations are now utilizing
Lean Six Sigma to gain significant
andrapidimprovementsbycombin-
ingthetoolsandapplicationsofboth.
Itcanbenefitanyorganizationthatis
willingtotakethetimetolearn,study,
train, and implement the tools and
techniques.
Formoreinformation,
visitwww.asq.org.
What Is Lean Six Sigma?The quality profession has experienced many methodologies through theyearswithsomecallingthesefadsorgimmicks.TotalQualityControlandmorerecently,TotalQualityManagement(TQM)havecomeandgone.WehavealsoexperiencedtheinfluxofStatisticalProcessControlback inthe1980s,mostnotablefromtheautomotiveindustry.
by:WayneJ.PaUPST,aSQ’SLeanenTerPrISeDIvISIOnCHaIr
by:brUCeDaHLgren,SenIOrvICePreSIDenT,ManageDenTerPrISeSOLUTIOnS,HP’SIMagIng&PrInTInggrOUP
Thisisaveryuniquetimeinthetechnologyservicesindustry.First,companiesarerecognizingtheneedtobemorestrategicabouthowtheymanagetheirprinterfleets.
3
modern office
did you know....Did you know that the average
employeewastesoveranhouraday
surfing the Internet, or“cyberslack-
ing”? This January, Pandora Corp.,
makerofthePCPandorahomecom-
putermonitoringsoftware,launched
The Office Software (theOS), a new
multi-functionalnetwork-basedtool
designed to help small business
owners and department managers
eliminatecyberslackingandprotect
corporateassetsbymonitoringand
recording PC usage. TheOS records
activityonyourcompany’scomput-
ersandpresentsdataineasy-to-read
charts.
areyouremployees…
• SpendingalldayonFacebook?
• Watching videos on youTube all
daylong?
• Crossing the line and harassing
otheremployees?
• Sharing proprietary information
withcompetitors?
The Office Software will not only
tellyou,butwillgiveyouthephysical
evidence needed to help you prop-
erlyhandlethesituation.
visitwww.theofficesoftware.com
formoreinformation.
According to Frost and Sul-
livan, a large growth con-
sulting firm, the web and
videoconferencingmarketgrew19
percentto$3.5billionin2008.video
conferencing grew another 9.5
percent in 2009, and roopam Jain,
principal analyst, conferencing and
collaboration —ICT, expects similar
growthforwebconferencingwhen
thosefiguresbecomeavailable.She
saystheseratesareinlinewithlon-
gertermtrends.
“Thelastfewyearshaveseenalot
ofnewusersaspeoplehavebecome
more aware of web and video con-
ferencingaswellasincreaseduseat
establishedcompanies,”Jainsays.
While the two technologies are
experiencing some convergence,
they still offer very different user
experiences and price structures.
video conferencing more closely
approximatesface-to-facemeetings,
butitcanbeexpensive.Jainputsthe
averagecostofaroom-basedvideo
systematabout$6000.bycontrast,
webconferencingisinexpensiveand
runsonsoftwarethatcanbedown-
loadedfromaserviceprovidersuch
asiLincorCitrix.Itisparticularlyuse-
fulforcollaborationbecausepresen-
tations,documentsorspreadsheets
canbesharedandworkedonacross
multiple computers. The average
priceforSaaS(softwareasaservice)
orhostedwebconferenceservicesis
$30-$40peruserpermonth,accord-
ingtoJain.Shesayspricesarefalling
asbigprovidersbundleemail,group
collaboration and messaging at a
singleprice.
JasonWalker,vicepresident,sales
for iLinc, says his company sees
strong and growing use of web
conferencingamongstateandlocal
government agencies and higher
education institutions as well as
technology and financial services
companies. One major state uni-
versityuses iLincwebconferencing
toofferclassestostudents inother
countries as well as to facilitate
student-teacherconferences.
Walkersaysgovernmentagencies
are particularly attracted to web
conferencing because of its low
environmental impact relative to
business travel. Frost and Sullivan’s
Jain agrees that green conscious-
ness is a motivator for business as
well.CustomersusingiLinc’sservice
can track their carbon impact on
thecompany’s“greenMeter,”which
recordsemissionsavoided,distance
not traveled and travel costs saved
foreachweb-basedmeeting.Todate,
iLinc says its customers have saved
the environment from 1.3 trillion
poundsofcarbondioxideandsaved
themselvesmore than$260million
intravelcosts.
Web And Video Conferencing Grow Through Recession: Services attract new usersnot many markets experienced growth over the last two years. One thatisbuckingbroadertrendsiswebandvideoconferencingascompanieslargeand small seek ways to collaborate and stay close to clients while reigningintravelcosts.
it is particularly useful for collaboration because
presentations, documents or spreadsheets can be shared and worked on
across multiple computers.
modern office
4
Motorola alone credits Six
Sigma with saving $17
billion across its various
businesslinesfrom1986to2004.
Thesesamestrategiesareincreas-
inglycatchingtheattentionofboth
smallercompaniesandthoseinthe
servicessector,asownersandexecu-
tivesrealizetheycanproducesimilar
resultsintheirbusinesses.
“We can adapt the methodology
and tools to just about any busi-
ness, but the objectives stay the
same—reduce errors, increase ef-
ficiency, increase satisfaction,” says
JeffSummers,directorofqualityand
SixSigmalearningatMotorolaUni-
versity,whichaccreditssome600Six
Sigma“green and black belts” each
year,halffromMotorolaandtherest
from outside organizations. “Suc-
cessfulorganizationsfindthatasthe
processmatures,itbecomespartof
theirculture.”
Lean Six Sigma uses a method-
ology known as DMaIC—Define,
Measure, analyze, Improve, Con-
trol—to hone business processes.
It’s based on a combination of Six
Sigma,whichfocusesonincreasing
customersatisfactionbyeliminating
defects or errors in products and
services, and Lean Manufacturing,
which concentrates on delivering
value to the customer by reducing
unnecessary activity, or waste. Six
SigmawasdevelopedbyMotorolain
theearly1980s.LeanManufacturing
waspioneeredbyToyotaandgained
widespreadacceptanceinthe1990s.
Trained and accredited “change
agents”—the green and black
belts— drive the process. but you
don’t need an army of them.“One
canleadtheteam,”Summerssays.
at each stage, Lean Six Sigma
provides specific steps, techniques
and measurement tools. While the
methodology is generic and data-
driven,it’stheapplicationofthetech-
niques to each individual business
thatgainsresults.
“It’s important to understand
that not all data is created equal,”
according to neil Polhemus, chief
technologyofficeratStatPointTech-
nologies, whose Statgraphics line
of statistical modeling software is
oftenemployedinconnectionwith
LeanSixSigmaprograms.“Tobeef-
fective,dataanalysishastobedone
bysubject-matterexperts.”
While both Six Sigma and Lean
Manufacturing got their start in
manufacturingindustries,Polhemus
says he’s seeing increasing adapta-
tion of Lean Six Sigma by service
companies.“There’s lots of interest
these days from service organiza-
tionsinstatisticalmethodsandLean
SixSigma,”hesays.“It’sallaboutef-
ficiencyandreducingtheopportuni-
tiesforcustomerstobeunhappy.”
Big Business Tools Can Sharpen Small Companies’ Edge Lean Six Sigma delivers improvement in efficiency and customer satisfaction for all kinds of companiesMajormultinationalmanufacturers—Motorola,geandHoneywell,tonameafew—have long used sophisticated quality improvement programs such asSixSigmaandLeanManufacturingtoincreaseefficiency,reducedefectsandgivecustomersmoresatisfactionbangfortheirbuck.
...but the objectives stay the same—reduce errors, increase efficiency, increase satisfaction.
THE UNIVERSE WILL HAVE FEWER SECRETS…
A STATPOINT TECHNOLOGIES PRODUCT l Affi liates and Representatives Worldwide l 540-428-0089 Fax | STATGRAPHICS is a registered trademark of StatPoint Technologies, Inc. 2009 | STATGRAPHICS Centurion™ is a trademark of StatPoint Technologies, Inc. 2009
Introducing the NEW
six sigma l anova l regression l spc l doe l forecasting l visualization l reliability
“KNOW WHERE TO FIND THE INFORMATION AND HOW TO USE IT – THAT’S THE SECRET OF SUCCESS” — ALBERT EINSTEIN
For a Free 30-Day Trial Copy please visit us at www.statgraphics.com or call 800-232-STAT
Key NEW FEATURES include:■ Design of Experiments (DOE) Wizard: 12 steps guiding the creation
and analysis of designed experiments.■ Real-Time Alerts (StatAlert): Sends automated SPC alerts via email
at moment of error. ■ Competitive Compatibility (StatImport): Lets users import data
from programs such as Microsoft Excel and most other statistical packages. ■ Dynamic Graphics let users interact with 3D response surface plots
and other graphs.
5
modern office
Most companies tend to apply limited resources on shorter term, reactive, and critical activities. This short term view limits our
successatmakingthejumpfromprojecttoprocessmanagement.
MotorolahasmadethistransitionbyintegratingLeanSixSigmaandbusinessenterpriseprocesses.Throughthisapproachwe
eliminatethe‘initiative’overhead,webenefitfromdatadrivendisciplinesbeingutilizedineveryaspectofthebusiness,andweare
driventoaligncustomer,business,andprocessneedsintoasinglefocus.
Datadrivendecisions,theuseofcharters,statistics,andtools,havebecomepartofourprocess.Ourbeltsleadandmanagechange
aspartoftheirdayjob.Managementreviewispartofthenormalbusinessprocess.
IntegratingLeanSixSigmaintoyourenterpriseProcessesisaveryeffectivewaytoensurebusinessalignment,andefficientuseof
resourcestoamuchdeeperlevelandacrossallorganizations.
Panel of ExpertsJeFFSUMMerSDirectorQuality&SixSigmaLearningMotorolaUniversity
CloudComputingisbringingtoprintwhat ithasalreadybroughttoservices liketravel,bankingandenterpriseapplications;
freedomandefficiency.
“CloudPrinting”savesmoneybecauseitistheonlytrueprint-on-demandsolution,allowingyoutoprintonlywhatyouwant,when
andwhereyouneedit.Thisreducesthecostsofshipping,warehousing,fulfillment,distribution,inventoryandobsolescence.Thetotal
ofthesecostsrun3-6timesthecostoftheprintitself.CloudPrintingsavestheenvironment.Loweringoreliminatingobsolescence
reducestreeharvesting,andoilconsumptionforpaperproduction,printmanufacturingpowerandfreight.allofthesesavingsmean
lowercarbonemissions.
LikeallCloudapplicationservices,CloudPrintingsavesyoutime.Whenprintingin-marketyoucanorderandmanageyourprint
onyourterms,notyourprinter’s,savingyoucountlesscalls,emailsandwastedhours.CloudPrintingsavescorporationsmoney,
environmentalimpactandproductivity.
TObyLavIgnevicePresidentglobalMarketingHubcast
Lean Six Sigma (LSS) is a proven initiative that helps organizations eliminate waste and variation in their products, systems, and
services.Fromacustomer’sperspective,thatmeansbetterproductsandservicesdeliveredfasterandatlowercost.Foraproducer,it
meansimprovingthebottomlineandgrowingrevenue.
LSSprovidesapowerful,disciplined,andrepeatableapproachcalledDMaIC(Define,Measure,analyze,Improve,Control)forexecut-
ingimprovementprojects.Theseimprovementprojectscanbedoneoveraspanofseveralmonths,orinonlyafewdays.
MostdefinitelyLSSincludesapowerfulsetoftools,butitismorethanjustatoolset.LSSisalsoamindset.Itisathoughtprocessto
enhancethewaywemakedecisionsandoperateonadailybasis.Ifimplementedproperly,LSSwillchangelivesaswellascorporate
bottomlines.airacademyassociatescanhelpyourcompanymakethischangehappen.
MarKJKIeMeLe,PhDPresidentandCo-Founderairacademyassociates
cloud Printing saves you time. When printing in-market you can order and manage your print
on your terms, not your printer’s, saving you countless calls, emails and wasted hours. cloud Printing saves corporations money,
environmental impact and productivity.
“Organizations are seek-
ingwaystobuyprint-
ingasaservice,want-
ing topayonly for thefinalprinted
productinsteadofbuyingorleasing
theprintinghardwareandpayingfor
paper.Cloudcomputingforprintof-
fers the promise of lower expenses
for comparable products and ser-
vices,”gartnersaysonitswebsite.
big ideas, big numbers, but it’s
not uncommon to hear business-
peopleask,“What’sthismeantomy
company?”Theanswercouldbebig
savings—in time and money—
throughservicesliketheoneoffered
by Hubcast, one of the first compa-
niestoputcloudprintingtoworkin
atangibleway.
Hubcast’sgoal is to takemuchof
thetimeandexpenseoutofprinting
brochures, company profiles, sales
presentations and collateral materi-
als—thebasicprintedmaterialsevery
salesforceneeds.Supposeyoucould
uploadafilefor,say,anewsalespre-
sentationtothe“cloud”andhavethe
exactnumberofcopiesyouneedde-
liveredtothelocationyouspecifyfive
dayslater?That’sHubcast’sservice,in
anutshell.Thecompany’stechnology
is installed at more than 60 partner
locationsworldwidesoitcanguaran-
teeconsistencyofcolorandquality
aswellason-timedelivery.
“eighty percent of print jobs are
under 7,500 copies,” says Hubcast
founderandCeOTobyLavigne.“We
take time, money and uncertainty
outofmanagingtheprintingprocess
withaneasytousecloud-basedap-
plicationforanymarketerwhocares
aboutcolorandqualityoranycom-
panywithasalesforcetosupport.”
Lavigne estimates managing a
print job through a sub-contractor
takesanaverageofthreehours.“We
reduce that to about two minutes,”
hesays.
Hubcast,whosesalesgrewalmost
five times in 2009 over 2008, is one
exampleofadown-to-earthapplica-
tion of cloud printing technology.
Othersarecoming.HPandresearch
in Motion (rIM) have announced
plans for a web-based application
thatallowsuserstoprintdocuments,
webpages,emailsorjustaboutany-
thing from their blackberry smart-
phones—wherever they happen to
be. The service is printer-agnostic
and requiressimple Internetaccess.
HPandrIMplantomakeCloudPrint,
which was developed by HP Labs,
thecompany’scentralresearcharm,
available toblackberry InternetSer-
vicesubscribersaswellasblackberry
enterpriseServercustomers.
Inaddition,ThinPrintplansacloud
p r i n t i n g
solution for
google Chrome.
Planon has released a
cloud-basedprintserverapplica-
tionforblackberry.Otherofficeauto-
mation and electronics companies
arereportedlyworkingontheirown
cloudprintingapplications.
Clearly, the printing forecast is
forclouds.
Cloud Printing Yields Earthbound BenefitsTo listen to industry experts, computing is moving to the cloud. analystsat gartner, Inc. last year estimated the market for cloud, or Internet-based,services(oftenknownasSoftwareasaSolution,orSaaS)at$46.4billion,andtheyexpectittogrowto$150billionby2013.Oneofthoseservicesisprinting.
modern office
6
...managing a print job through a sub-contractor takes an average
of three hours. “We reduce that to about two minutes...
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modern office
Industry estimates peg global
enterprisespendingonprinting
at almost $175 billion, a num-
ber that is only expected to grow
asthevolumeofdigitalinformation
explodes. according to Trina Wolf-
gram, senior marketing manager at
HP Managed enterprise Solutions,
some200billionpagesareconverted
to digital content each year. That
growth is fueling demand for man-
agedprintservices,alreadya$19bil-
lionmarketthatisincreasingatfour
percentayear,accordingtomarket
analysts.
youdon’tneedtobebigtotarget
printing savings.“Once a company
hasmultipleprintersanddistributed
workforce, it’s a candidate for sav-
ings,”Wolfgram says. HP says it has
helped companies save up to 30
percentonprintingcosts.
Thekey,accordingtoWolfgram,is
goingaftercostsstrategically,start-
ing with an assessment of current
printing practices, then developing
a roadmap for improvement.While
there are near-term savings from
optimizing your mix of equipment
andmanagingiteffectively,thebig-
gest cost benefits come over time
from targeting printing output and
workflow.
“you can achieve 10 percent of
totalsavingsfrominfrastructureim-
provements,”shesays,“andanother
15 percent from how you manage
your printing environment. but 75
percent of the savings come from
managingtheworkflowovertime.”
She points to replacing paper-
intensive practices with electronic
informationmanagementandinstal-
lationofso-calledPInorpullprint-
ing,whichcutsdownonwastefulor
redundantprint jobs,as just twoof
many ways companies can attack
printcosts.
There’s an obvious green benefit
toprintingless–fewertreesneedto
bepulpedatthepapermill.butthe
environmentalimpactofaneffective
MPS (managed print services) pro-
gramgomuchfurther.Printerstend
tobehighenergyconsumers,socut-
tingbackonwastefulprintingresults
insignificantelectricpowersavings
too. One HP customer reported an
80percentreductioninprint-related
energyconsumption.
“There’s a sincere desire among
enterprises of all sizes and kinds to
reduce their carbon footprint,” says
Wolfgram.“Implementing an effec-
tive print policy—a set of agree-
mentsonhowprintingandimaging
is going to be managed—can in-
creaseproductivity,savemoneyand
benefittheenvironment.”
Whocanarguewiththat?
Managing Print Costs Can Mean Big SavingsOpportunitycanoftenbe found inmundaneplaces.Take theofficeprinter,forexample.
“You can achieve 10 percent of total savings from infrastructure improvements...and another 15 percent from how you manage
your printing environment. But 75 percent of the savings come from managing the workflow over time.
OK
Prepared by Goodby, Silverstein & Partners 2008. All rights reserved. 415.392.0669
Released on 02.01.10Print Output at None Reader 2
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PeopleCreative Director
Associate CD
Art Director
Copywriter
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Project Manager
Client
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Mechanical SpecsHP IPGHPIPGW-243
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Samantha Troy @ 2-1-2010 2:58 PM
Notes
This is how: We’ll study your business. Assess its particular
needs. Then project your savings. If your business doesn’t
reach those savings within 12 months after implementation,
we’ll make up the difference.* With HP Managed Print
Services and MFPs, we’ve already helped companies save
up to 30 percent in overall printing costs; one company
also estimates it saved over 75 percent in printing energy
usage. Could yours be next? hp.com/guarantee
©2010 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. *New MPS customers only. For complete details, see hp.com/guarantee. In the event that the HP design does not achieve the projected cost savings, HP will credit against future invoices. Results dependent upon unique business environment, the way HP products and services are used, and other factors. Overall printing costs are unique to each company and should not be relied upon for savings you may achieve. According to industry analysts, savings of up to 30% are typical with managed print services.
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