4 barriers to operational efficiency in the modern office

 Efficiency is a key driver of success in the modern office. Yet, many businesses are burdened with inefficiencies that go unnoticed until they start affecting productivity and costs. Problems related to document management and printing are among the biggest culprits. From outdated devices to disorganised workflows, these inefficiencies waste time, drain resources, and create unnecessary frustration. Addressing these challenges with the right solutions can dramatically improve operational efficiency.

Below, we explore 4 barriers to operational efficiency in the modern office and how Kyocera’s solutions help businesses overcome them.

Inefficient document organisation

Employees spend a significant portion of their day searching for files. According to a 2024 study by Nakash and Bouhnik, more than 22% of respondents spent over half a work day every week looking for documents. This lost time adds up, leading to decreased productivity and increased operational costs.

A disorganised document management system creates bottlenecks, slows collaboration, and increases the risk of lost or misfiled information. Paper-based workflows exacerbate these challenges, making it difficult to track document versions and ensure data security.

Solution: Kyocera Cloud Information Manager (KCIM) provides a centralised, digital platform for document storage and retrieval. By organising documents in a structured, searchable format, KCIM ensures employees can access the right information quickly. Version control features prevent duplicate files, while robust security measures keep sensitive data protected. With KCIM, businesses can eliminate wasted time and improve taskflow efficiency.

Outdated printing equipment

Many businesses rely on ageing printers that are slow, inefficient, and prone to breakdowns. These outdated devices increase downtime, disrupt workflows, and lead to high maintenance costs. Additionally, older printers often consume more energy, contributing to unnecessary expenses and a larger carbon footprint.

Beyond financial costs, outdated printers pose security risks. Without modern security features, they can become easy targets for cyberattacks, exposing businesses to data breaches and compliance violations.

Solution: Kyocera’s ECOSYS printers are designed with efficiency, sustainability, and security in mind. Built with long-lasting components, these printers reduce maintenance needs and deliver reliable performance. Energy-efficient designs help lower electricity consumption, while advanced security features protect against unauthorised access. Upgrading to ECOSYS printers allows businesses to enhance productivity while reducing costs and environmental impact.

Lack of mobile printing capabilities

With hybrid and remote work models becoming the norm, employees need the ability to print, scan, and manage documents from anywhere. However, many organisations still rely on rigid, outdated systems that require employees to be physically present in the office to access printing functions. This limitation slows down workflows and reduces operational flexibility.

Solution: Kyocera Print and Scan allows employees to print and scan securely from their mobile devices, whether they are in the office or working remotely. This cloud-based solution ensures that workers can send documents to print queues from any location while maintaining full control over their print jobs. Secure authentication features prevent unauthorised access, ensuring that confidential documents remain protected.

Inefficient document workflows

Many organisations still rely on manual document handling, which is time-consuming, prone to errors, and difficult to scale. Repetitive tasks such as invoice processing, approval chains, and contract management can create unnecessary delays and increase administrative workloads. As businesses grow, these inefficiencies become even more apparent, leading to missed deadlines and reduced responsiveness.

This drop in service quality is very important in client facing industries such as healthcare and finance where customers may choose to go with another provider.

Solution: Kyocera Cloud Information Manager (KCIM) simplifies document taskflows, reducing the need for manual intervention. Pre-defined routing ensures that documents reach the right people at the right time, eliminating bottlenecks. Integration with existing business applications further streamlines processes, allowing employees to focus on higher-value tasks rather than administrative paperwork. By digitising and streamlining taskflows, businesses can significantly improve efficiency and accuracy.

Barriers to operational efficiency in the modern office

Organisations that address inefficiencies in printing and document management gain a competitive advantage. They reduce wasted time, lower costs, and create an environment where employees can focus on meaningful work rather than dealing with outdated systems. By investing in the right solutions, businesses can future proof their operations and adapt more easily to changing work dynamics.

Kyocera’s suite of innovative solutions—ranging from ECOSYS printers to enterprise content management systems—empowers businesses to streamline workflows, enhance security, and drive sustainable efficiency. Identifying and eliminating these common barriers is the key to building a more agile and productive workplace.

Contact us to start a conversation around resolving inefficiencies in your business and increasing output.