Documents of All Shapes

More ways to distribute information

By Stacey Wenzel

We often start the month of January by making resolutions of how we can become more productive, successful and ultimately, happy in the new year. The process of evaluating the past year and taking action toward new goals in 1998 can be a useful technique, both personally and professionally.

For distributors to have a prosperous 1998, it is important to further improve on areas that led them through a successful 1997 as well as develop new strategies for areas that proved to be less successful.

One way to begin the new year on a positive note is to determine what you need to do to keep your customers satisfied. Here is what a variety of end-users had to say about the past year, and what's on their minds for 1998.

End-User Buying Trends

The industry has been making a slow but steady shift toward electronic documents for the past few years.

It's no surprise that end-users predicted seeing even greater growth in that area during the next year.

According to Xplor Internation-al's 1997 Technology Directions Survey, the document landscape is changing. Xplor listed the following reasons

There is a strong availability of highly capable digital equipment.

Formal policies guide document decisions at one-third of end-user companies.

Electronic forms and storage systems are the top concerns addressed by document policies.

The survey suggested that electronic forms, one of the earliest computer printing applications, leads the list of functions covered by document policies with 78 percent of user companies addressing electronic forms in their formal policies.

Patrick O'Donnell, manager of document production for Blue Cross & Blue Shield, Detroit, said that he foresees growth in all areas, not just electronic documents.

"Information is doubling every two years," said O'Donnell, adding that the average rate not too long ago was every four years. He attributed the tremendous growth of information to the use of personal computers.

O'Donnell made it clear however, that the growth of information does not mean that there will be a reduction in the use of paper. "More information is still required on paper," he said.

To keep up with the growth of information, O'Donnell is planning to make a few equipment additions in 1998. Not only is O'Donnell looking to purchase finishing equipment, but also a faster digital printer.

O'Donnell noted that his work load exceeds the limits of his current printers. He is looking for a printer that will accommodate his 30 percent increase in work load.

William Swan, Swan Consul-tants, New York, handles corporate and government management training programs that specifically focus on the hiring process and performance management. Swan agreed that he has also seen a growth in electronic forms during the past year. He noted that his vendors were even starting to ask him for orders electronically.

In the new year, Swan is planning to purchase the following materials for the participant manuals that are needed for his training programs.

• Binders.

• Tabs.

• Labels for video and audio tapes.

• Packaging for manuals.

• Internal forms for in-house purposes.

In addition to the electronic movement, end-users see the document industry gearing up for better workflow management.

Improving Workflow

Deb Mannon, corporate forms control administrator for RLI, a property and casualty insurer located in Peoria, Ill., believes the industry is heading towards, "workflow systems for improving business."

To help Mannon improve workflow at RLI she is looking to make the following purchases in 1998

Windows 95.

• JetForm Central.

• A four-color scanner.

• A four-color printer.

In addition, Mannon is looking for greater growth from electronic products. "Most of us have made large investments in new electronic products and now we'll focus toward getting a payback on those investments," she said.

BFMA President Joyce Gatonska agreed that workflow is a key concern for 1998. She said data that is captured "needs to be managed and synthesized into information." Gatonska added that managing information in a more productive manner will enable a better level of contribution to the company.

Not only is Gatonska hoping to increase workflow management, but she is also looking to "reduce the dependency on paper," she said.

O'Donnell said that normally he makes his purchases from industry leaders, such as Xerox. He noted that he has been satisfied with his equipment in the past, but needs to upgrade this year.

"I'm looking for equipment that runs 16 hours per day, is easy to use and reliable," O'Donnell said. In addition, one of his leading concerns with a distributor after making a purchase is that he or she pays particular attention to customer service, especially in the digital arena.