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Overview 2

Business Outcomes 5

Best Practices 8

How We Solve This

Resources

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Contents

iWORKER PRODUCTIVITY

Improving the availability & use of business critical information makes iWorkers more productive, fosters innovation & improves business agility.

iWorker Productivity

CREATING ASMART, AGILEWORK ENVIRONMENT

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iWorker Productivity

Overview

Businesses are looking at iWorker1 productivity, especially in customer-facing positions, to improve competitiveness and top-line performance. The availability and effective use of business critical information is fundamental to innovation, agility, and competitive positioning.

Executives are aware of the opportunities: “85% of companies believe more fully leveraging their human capital is ‘crucial’ or ‘important’ to their business effectiveness. Executives see two functional areas — operations (58%) and sales (33%)— as likely to see the greatest productivity increases in the next year.”2

McKinsey studies have shown that business executives need to consider carefully how they enable iWorkers with business critical information, from free-access to more structured information tools.3

The benefits of increasing iWorker productivity through better information management can be compelling. Just one example: according to CIO Insights, a 10% increase in the usability of corporate data can result in substantial revenue benefits:5

• The median Fortune 1000 business would increase total sales by $55,900 per employee

• Sales per employee in the retail sector would jump 49%

• The average telecommunications company would increase sales more than $9,600 per employee

• The average commercial bank can improve return-on-assets by 32% by implementing a 10% increase in data intelligence and accessibility

Different types of knowledge workers require different kinds of support technologies4

Collaborativegroups

Leve

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rdep

end

ence

Complexity of work

Individual actors

Routine Interpretation/judgement

Structured-provision toolsare commonly used

Free-access tools are commonly used but structured provision may be applied in some areas

Free-access tools are typically the only successful approach

• Systematic, repeatable work• Highly reliant on formal processes, methodologies, or standards• Dependent on tight integration across functional boundaries

Integration model

• Improvisational work• Highly reliant on deep expertise across multiple functions• Dependent on fluid deployment of flexible teams

Collaboration model

• Judgement-oriented work• Highly reliant on individual expertise and experience• Dependent on star performers

Expert model

• Routine work• Highly reliant on formal rules, procedures, and training• Dependent on low-discretion workforce or on automation

Transaction model

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iWorker Productivity

Customer service reps armed with current and reliable account information, contracts, and billing information should increase customer satisfaction, loyalty, and protect ongoing revenue streams. Better informed Sales reps may shorten sales cycles. For example, with improved information management, sales could leverage the most effective presentation, proposal, and communication tools without ‘reinventing the wheel’. They will have the information that helps them respond confidently with up-to-date pricing and product information — whether in the field, or working from remote or home offices. On-boarding new customers could be smoother and faster (shorter time to revenue) with more efficient business critical document processes from front office operations like sales, service, and legal to back office processes like finance and accounting.

Businesses want to enable collaboration and the communication essential to getting innovative, new products out the door, ahead of less agile competitors.

“C-level executives see innovation as a way to differentiate their businesses, particularly following the 2008-09 recession. Fully two thirds of the executives said they believe that innovation is more critical than ever because of the economic downturn of 2008-09.”6

This entails giving iWorkers in product development the information they need to accelerate time to market and design cost-effective, competitive products.

Empowering iWorkers to help them realize these benefits means transforming business critical document processes to accommodate all the different types of information they need to do their jobs.

And just as the technology components of transformations require change management, the people aspects of business process transformation must also be addressed.

“Executives say a principal source of resistance to new customer service initiatives is skepticism among employees that new information will actually increase the time available to spend with customers.”8

With broad and deep experience across business functions and industries, Ricoh MDS can help you evaluate and transform business critical document processes to improve productivity for all your iWorkers, whether they are in customer-facing roles, or developing and manufacturing products for new revenue streams.

Workers rely on many forms of information to do their jobs7

0% 10% 20% 30% 40% 50% 60% 70% 80% 90%

Email

Paper Documents

Paper Forms

Voice Calls/Mail

Digital Documents

Web Site Info

Digital Data Base Records

Digital Forms

Instant Messages

% of workers

Digital Pictures

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iWorker Productivity

1 iWorkers are knowledge workers who rely on electronic and printed information in their daily jobs.2 “Gearing for Growth: Future Drivers for Corporate Productivity”, Economist Intelligence Unit, Ltd., 2011.3 Rethinking knowledge work: A strategic approach, Thomas H. Davenport, McKinsey Quarterly, FEBRUARY 2011.4 Rethinking knowledge work: A strategic approach, Thomas H. Davenport, McKinsey Quarterly, FEBRUARY 2011.5 Business Intelligence Slideshow: How to Sell the Value of Data to Your CEO, CIOInsights, Don Reisinger, 9/1/20106 GLOBAL CXO OUTLOOK, Growth Strategies for 2012 and Beyond, Forbes Insights in association with Wipro, 2010.7 Del Prete, Crawford, Takashi Miyazono and Angèle Boyd. Controlling Today’s And Tomorrow’s Information Costs. IDC, 2011.8 On the front lines: The role of information in enhancing customer service. A report from the Economist Intelligence Unit Sponsored by Microsoft, 2010. http://crmdynamics.blob.core.windows.net/docs/economist_service_productivity_report.pdf

Ricoh MDS helps you re-engineer, automate and, where appropriate, off-load processes to help improve access to the right information, in a usable format: hardcopy, electronic — or both — whether the iWorker is working locally on a desktop or remotely on a media tablet two time zones away.

Ricoh MDS Organizational Change Management helps you fully realize the benefits of enhanced iWorker productivity. Organizational change management, based upon the Prosci® ADKAR® Model (one of several core components of the overall Prosci® Change Management Process®), has been proven to anticipate and overcome resistance to change, increasing initial user adoption and utilization, and reinforcing processes and a culture for continuous improvement.

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iWorker Productivity

Business Outcomes

You need to reduce the time it takes sales and service reps to respond to customer’s requests for information — and reduce the frustration these iWorkers experience trying to find the right information.

When you pinpoint specific barriers to getting sales and service reps the right business critical information at the right time, you can adjust the business processes, the technology and, most importantly, the way these iWorkers use information. Sales can close faster and service reps improve response time and customer satisfaction.

Ricoh MDS Process Analysis can help by examining the role of business critical documents in customer-facing processes and measuring satisfaction levels and establish Key Performance Indicators (KPI). Ricoh MDS can present you with a map of your business critical information usage and flow, bottlenecks, and suggested areas for potential information access improvement as they impact customer-facing processes. The KPIs can be designed to measure ease of access to timely, accurate information, as well as impact on existing KPIs like length of sales cycle or time to resolution for service calls.

Ricoh MDS Process Solution Design is able to build upon this analysis to provide quantifiable recommendations you can use to improve timely and accurate information for your customer-facing business processes. These recommendations can be designed to fully align with your productivity goals. These may include improvements in conversion and data extraction, as well as document management technologies like classification and indexing, and use of a central information repository (e.g., in the cloud).

Your iWorkers are reluctant to making changes in the way they do their jobs. They may be wary of using information sources or formats new to them, or concerned that their unfamiliarity with new processes may make them appear less competent to customers.

The people component of business transformations requires a strategy and a plan, as do the technology and processes. A tested organizational change management framework is what is needed to anticipate and address these natural concerns.

Ricoh MDS Organizational Change Management employs individual change management practices based on the Prosci® ADKAR®Model, one of several core components of the overall Prosci® Change Management Process®. The Prosci® ADKAR® Model is a model of the change process at an individual level which can be applied organizationally through the broader Prosci® 3-phase Change Management Process®.

Education and training tools should be in place before launching an initiative, as it may encourage people to believe they have what they need to succeed, making the transformation seem less daunting.

As part of a successful business transformation, Ricoh MDS Education and Training can be designed to ensure end-users, administrators, and support staff are able to acquire the skills and knowledge that usually are necessary to realize the benefits from all MDS products, services and/or solutions. Options range from informal programs like lunch and learn sessions on-site, to self-paced online training, to formal, customized trainer-led courses.

Reducing Response Time

Managing Change

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iWorker Productivity

Your iWorkers’ productivity is hampered by not having the information they need in the right format — this includes the increasing number of mobile iWorkers and those working in remote offices. Reformatting information or waiting for malfunctioning output devices to be fixed takes time away from serving customers or getting new products out the door.

Offloading some or all of the specific day-to-day business critical document-related tasks — not only format conversion, but also distribution, output, archival and disposal — frees your resources to more productively apply available information to revenue generating opportunities.

Ricoh MDS Document Lifecycle Services can be designed to provide on-demand document services to customers who want to focus on core business processes and take advantage of Ricoh’s expertise and scale.These services can also be designed to transform fragmented, unstructured and labor-intensive business critical document information activities and optimize access to valuable information for your iWorkers. For example:

• Scanning services that extract data, index scanned documents, and format information for virtually any business critical application, including defined security protocols and quality control Key Performance Indicators (KPIs)

• Mailroom services that manage both hardcopy and electronic communications, provide for paper mail to be scanned, delivered, and archived electronically, integrate with document management systems and improve response time, error detection and consistency of service

• Storage and archival services that provide secure access to business critical information, 24/7, to distributed iWorkers with uninterrupted service, real-time back up, and automatic failover capabilities

Ricoh MDS Onsite Services can be designed to ensure greater availability of your organizations’ MFPs, copiers, faxes, and printers across all locations. Increased availability allows your iWorkers to keep working without interruption. Your IT resources can focus on mission critical initiatives rather than the care and feeding (and fixing) of devices.

To further support iWorkers, regardless of the brand of the device they use, Ricoh Remote Management provides services for proactive device management, monitoring, and reporting on networked and compliant output devices from one or more onsite or offsite centralized locations.

Current document processes are not designed to address the specific needs of different types of iWorkers.

The document processes in customer-facing operations differ from those used by other iWorkers who also contribute to top-line revenue (e.g., new product development, manufacturing, etc.). Each group has unique requirements for information access and use, formats, and workflows that impact their productivity.

Ricoh MDS Document Process Optimization service can help streamline end-to-end information solutions related to specific documents and their related workflows. Ricoh MDS has experience optimizing iWorker productivity in many different types of document processes, including:

Customer-facing Document Processes (on-demand fulfillment for customer communications such as invoices, account information, updates and alerts) Technical Document Processes (production and fulfillment of technical documents, usually between business units or corporate enterprises. Examples include product design specifications, technical service bulletins, and supplier technical documents) Marketing and Communications Document Processes (externally-facing document processes related to marketing and one-to-one communications programs management)

Updating Document Processes

Having Information in the Right Form

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iWorker Productivity

You need to validate whether changes in the business critical document processes are indeed increasing iWorker productivity.

Measurement of key performance indicators (KPIs) against the baseline can be designed to show you the level of productivity benefit. KPIs can reveal not only the progress of individual iWorker’s progress but also overall business transformation performance in meeting productivity objectives.

Ricoh MDS Organizational Change Management Service offers reporting tools, and trains staff in their use, to help provide the insights required by management to make informed business decisions, as well as reinforce ongoing improvement in the MDS environment.

In addition, Ricoh MDS Management Information Reporting can give you visibility into the elements of your MDS program. Reports including agreed-upon KPIs can be designed as departmental or global, and aligned with productivity metrics that are important to different types of iWorkers. Ricoh MDS Management Information Reporting can provide end-to-end performance metrics against Service Level Agreements (SLAs) or KPIs — the fundamental measures of continuous process improvement.

Measuring Improvement

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iWorker Productivity

Best Practices

Improving the availability and effective use of business critical information makes iWorkers (especially those in customer-facing roles) more productive. In addition to an increase in top-line revenue, your business gains a competitive advantage through the ability to be more innovative and agile in pursuing strategic business goals.

Ricoh is a global leader in MDS. The knowledge and best practices we accumulate in thousands of engagements worldwide become powerful assets in our Ricoh MDS portfolio. Application of this knowledge and these best practices is the engine that drives our continuous improvement efforts.

Below are some best practices derived from Ricoh MDS customer deployments that help you realize the benefits of improving your iWorker productivity:

• Establish a Baseline for Current iWorker Productivity

• Take a Phased Approach to Implementation

• Enlist and Encourage Employee Adoption of New Processes

• Build an Organizational Change Management Team with the Right Competencies

• Secure Executive Sponsorship

• Develop a Communication Plan

To measure improved iWorker productivity, you first need to establish a baseline: Define the Key Performance Indicators (KPIs) that reflect productivity criteria that you wish to monitor. These may include departmental metrics: customer support calls, sales figures, leads generated, time-to-market, service call time to resolution, etc. — but they should map directly to how productively people are using the information available to them. Review current performance in these KPIs in conjunction with iWorker and customer satisfaction levels.

When designing and planning the re-engineering of document processes to improve iWorkers productivity, break the implementation into phases: 1) a Basic Phase that focuses on simplification; if possible, reducing the number of steps/tasks required to provide iWorkers the information they need, leveraging existing technology; 2) an Enhanced Phase, that applies new automation technologies or makes available additional business data to further improve iWorker productivity.

Employee behavior is perhaps the single most important factor in increasing productivity. It is important that iWorkers be given the information required to understand how changes in processes can benefit them as individuals, and by increasing their productivity, advance the organization as a whole. A formalized training and education program will familiarize your employees with new procedures and technologies. A systematic organizational change management program, based on a standard such as the Prosci® ADKAR® Model, will help the execution of a business process transformation. (Prosci and ADKAR are registered trademarks of Prosci, Inc.) A regular communication plan highlighting milestones and successes will also foster collaboration and encourage adoption.

Two of the most important roles for a strong organizational change management team are that of respected end-user subject matter experts (SMEs) and responsible Line of Business (LoB) managers. A marketing communications resource can help continue to clearly communicate the productivity benefits of changing processes to all iWorkers.

Establish a Baseline for Current iWorker Productivity

Take a Phased Approach to Implementation

Enlist and Encourage Employee Adoption of New Processes

Build an Organizational Change Management Team with the Right Competencies

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iWorker Productivity

Sponsors, ideally from the C-Suite, must do more than simply “buy-in” to the transformation: they must be proactive in ensuring the team can move past any potential roadblocks. Sponsors in particular must help in continuing to emphasize the goals and progress of change, and participate in openly rewarding success.

All communications must continue to emphasize the productivity benefits of the change. A communication plan helps promote employee awareness and lowers the risk of alienation. Communication around a business transformation can be “branded”, for example with a tagline, and promoted via electronic and physical media: email, blogs, tweets, and other social media, “Did you know” pamphlets, lobby/break room posters, etc.

Secure Executive Sponsorship

Develop a Communication Plan

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iWorker Productivity

How We Solve This

The Ricoh MDS Services Delivery Portfolio offers all the services required to design, construct, maintain, and optimize a highly efficient information infrastructure that is aligned with your iWorker Productivity goals for a smarter, more agile work environment.

Examples of Ricoh MDS service offerings are:

• Process Analysis

• Process Solution Design

• Education & Training

• Document Lifecycle Services

• Document Process Optimization

• Onsite Services

• Remote Management

• Management Information Reporting

The Ricoh MDS Services Delivery Portfolio offers all the services required to design, construct, maintain and optimize a highly productive information infrastructure that is aligned with your business goals. Ricoh MDS encompasses the three fundamental parts of business critical document processes — input (the creation of information), throughput (how information moves around a business), and output (processing information in a way to add business value).

The Process Analysis and Process Solution Design service offerings support the planning and design of more productive business critical document processes, including establishing Key Performance Indicators (KPIs) to help benchmark iWorker productivity. Education and Training provides end users, key operators, administrators and stakeholders with the necessary skills and knowledge to fully leverage new processes.

Document Lifecycle Services and Document Process Optimization help you implement more productive business critical document processes, whether internal to your organization or leveraging on-demand services from Ricoh. Onsite Services and Remote Management alleviates the workload from your IT staff allowing Ricoh to manage your entire universe of decentralize print devices on-site or remotely.

Finally, Management Information Reporting provides true end-to-end performance metrics against Service Level Agreements (SLAs) or KPIs — the fundamental measures of continuous process improvement.

While every Ricoh Managed Document Services Engagement is unique and tailored to your environment, you can see examples of Ricoh MDS services that address the need to enhance iWorker Productivity.

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iWorker Productivity

Resources

Learn More

Local Contacts

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Asia Pacific•Canada•China•EMEA•Japan•Latin America•USA

Connect with regional experts for local contacts, case studies and business insights.

Controlling CostsControlling costs related to people, process and technology throughout the document lifecycle

delivers consistent, long-term savings.

Environmental SustainabilityA comprehensive model for sustainability optimization supports your ‘green’ initiatives as part of

your larger strategic corporate goals.

Information Security & GovernanceInformation governance mitigates costs & risk of non-compliance to secure information capital in

the interest of building trust with your customers.

Optimizing InformationFocusing on finding new ways to get the right information, at the right time, in the right form helps

optimize the value of your information.

Managing ChangeRealizing the benefits of transforming business critical document processes depends on successfully

and permanently changing people’s behavior.

Strategic InfrastructureAnticipating & aligning an organization’s infrastructure with its business objectives delivers

scalability, flexibility & secures information access.

Streamlining ProcessesEffective processes improves response to customers, shortens sales cycles, & increases knowledge

sharing & collaboration to help grow your business.

In addition to iWorker Productivity, Ricoh Managed Document Services can also help address the areas below. Learn more at mds.ricoh.com.

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