On World Menopause Day, Marco Pezzani, our Executive Sponsor for Mental Health & Wellbeing, explores how workplaces can offer menopause support, and how we are ramping up policies for our employees.

Sexism and ageism have found a joint target in menopause for too long, silencing people experiencing menopause and leaving them without the support, care and understanding they need. It feels shocking to me that menopause is just entering the national conversation, but in the workplace, we’re in a position to start driving change now. 

Providing menopause support is about inclusion 

According to recent studies, people who will experience menopause over the next few years account for nearly 50% of paid work in some countries. The more shocking statistic is that one million people in the UK could quit their jobs in 2022 due to the lack of adequate support. It’s simple. We can’t afford not to support people experiencing menopause in the workplace. 

The actions we need to take go beyond improving wellbeing support and symptom management in the workplace. Menopause is a diverse experience that 50% of our population experiences, across women, some trans men and some non-binary people. We need to do more. Introducing menopause policies is an inclusion activity that must unite us all in raising awareness, increasing education and eradicating stigma.

50% of people feel uncomfortable discussing menopause at work

It’s worth doing a deep dive into the statistics to truly understand the task ahead. A report by GenM uncovered worrying statistics relating to the attitudes and perceptions towards menopause in the workplace.

• Almost nine in 10 people experiencing menopause wish their workplace were better set up for menopause
• More than half of menopausal or post-menopausal people said their employer knew nothing or little about menopause
• Almost half felt uncomfortable about discussing menopause at work.

Interestingly, and potentially just as big a concern, only a third of UK employees surveyed said they thought there was commercial value in understanding more about menopause in their specific job role or department.

In response to findings like these, we have already put in place several mechanisms to help our employees experiencing menopause. 

Our Menopause support group

For us, it was important to listen to our employees to help us shape the menopause policies we implemented in the workplace. 

We’re very lucky that our employees had already started raising awareness inside our organisation. By creating a menopause employee support group for people experiencing menopause and those supporting friends and family on the journey. 

We’re immensely proud of their work and the value they have added to their colleagues and the organisation as a whole.

We have signed the Menopause Workplace Pledge

In signing the pledge, we’re committing to the following:

• Recognising that menopause can be an issue in the workplace and those going through it may need support
• Talking openly, positively and respectfully about menopause
• Actively supporting and informing your employees affected by the menopause

Through the pledge, we’re continuing to make our organisation a supportive and understanding place, particularly for any of our employees going through menopause.

How to support your people 

It may seem overly simplistic, but the first and fastest way to reduce the stigma around a topic is to open honest discussion.

As with any potentially sensitive topic, it’s important that people feel capable of discussing and asking questions without fear of judgement in a safe and supportive space.

From there, the conversation can create a snowball effect. One discussion leads to another leading to wider conversations and education. It feels natural. But it’s purposeful and measured change as long as its reinforced with a board-level commitment towards menopause support. 

Our top tips from our employee support group 

• Remember, it’s often the ‘obvious question’ which is the one that is on everyone’s mind.
• People should enter discussions with an open mind – this is how we learn.
• Providing a supportive environment is key.
• Understand people want to learn more, so provide links to resources as a follow-up to the conversation.

Take time to reflect on World Menopause Day

World Menopause Day is an opportunity to reflect on and rethink the approach to this stage of life. Tackling the stigma and taboo around menopause in the workplace and offering quality support to all those who experience it. If you can do one thing today, it’s worth spending a little time reading up on the 49 official symptoms and reflecting on the impact they have on daily lives. 

Discover more about our approach to inclusion, diversity and wellbeing at Ricoh.

Read more about how we’re improving gender diversity.

Hear from our CEO on why inclusion is core to our organisation.

The post Menopause in the workplace: Support is crucial appeared first on Insights - Empowering Digital Workplaces.

During periods of forced homeworking, the business world learned some incredibly valuable lessons at an incredibly fast rate. The importance of business resilience became clearer than ever before, and we saw the true potential of flexibility for enhanced productivity and efficiency. 

But most of all, we fortified our understanding that the most important asset in any business is its people. As your organisation takes stock of these learnings and transitions to a hybrid working model, mental health and wellbeing need to be at the forefront of plans and policymaking. 

So, let’s take a look at some of the things you should be considering. 

Define the tools and technology your people need

A recent study by Ricoh Europe, surveying 500 UK office workers, revealed that people felt inadequate technology and a lack of collaborative working environments were holding back the realisation of more accommodating and agile ways of working inside their organisations.

Technology is an important element of making hybrid working possible and the key to giving employees the best digital experience to support their wellbeing and development. Without investing in technology to aid communication and collaboration, your people cannot truly excel in a hybrid working environment and achieve fulfilment through work.

Communicate regularly and openly

Nobody likes to be left in the dark, especially if they’re feeling anxious or uncertain. By being transparent and honest with the direction of your hybrid working plans – you will maintain a sense of togetherness, making sure your people feel part of the big picture. Your people should be part of the decision making process when it comes to creating a hybrid working policy. 

It’s also the role of managers to have regular one-to-one conversations with their teams when hybrid working is in place to avoid isolation and loneliness. And not only to talk about work but also to enjoy each other’s company as if they were hanging out at the office coffee machine. 

When teams are distributed across the office and remote locations, reach out to your colleagues before the emotional fatigue of remote working sets in. Put the right support in place before anyone even needs it. 

Signpost mental health and wellbeing platforms 

Recent statistics from Gartner’s global 2021 EVP Benchmarking Survey highlight that although 87% of employees have access to mental and emotional wellbeing platforms, only 23% of employees use them. When you have distributed teams working under a hybrid model, it is the responsibility of management to ensure your people know they have platforms and tools that can help them prioritise how they’re feeling and the challenges they’re facing.

You also need to provide opportunities for your people to reach out to others in the business that may be able to help them maintain their wellbeing or manage mental health concerns. At Ricoh, we have Wellbeing Champions who help everyone across the business thrive physically, mentally, financially and socially. Making sure communication lines are open and accessible is important. 

Finding the right balance

One of the biggest challenges for hybrid workers is finding the right work-life balance. A recent study by Gartner found that employees in the hybrid world are 1.27 times more likely to struggle to disconnect from work than employees in the on-site world. 

If you have decided to adopt a policy of radical flexibility and hybrid working, you need to reassure your people that managing your own time is ok. In fact, you should positively encourage them to disengage from their home desk every once in a while and get active. 

Set objectives to work towards

Targets and objectives play a major role in motivation. In the hybrid world, it’s important that these are clear and visible to all, regardless of where employees are working that day. It’s all about giving your employees focus and a sense of control even when their manager might not be there to provide guidance. 

Learn from the experts 

When it comes to mental health and wellbeing, it is important to lean on advice and guidance from the experts. Ricoh has signed the Mental Health at Work Commitment which helps us to ensure we are carrying out all the necessary actions to drive an open culture around mental health and wellbeing. 

Part of our commitment is giving our leaders the training to have open, empathetic and knowledgeable conversations about mental health. The other side of it is giving our people the tools to take control of their wellbeing, like our MyEva platform that enables employees to take control of their finances and pensions. We also have an Employee Assistance Programme, where employees can bring problems, big or small and work through them with an external sounding board and adviser. 

How can you devise a hybrid working strategy that empowers people? 

Any hybrid working approach should constantly monitor and support your people. It’s about being aware of mental health and wellbeing at work through open communication and being proactive when you identify problems and solutions.

You can discover how other organisations have approached these challenges by reading our Leading Change at Work report, researched and written in partnership with UK business leaders.  You can also read more about the benefits of hybrid working from our Head of IT and Communications Services here.

The post How to support mental health and wellbeing in the hybrid workplace appeared first on Insights - Empowering Digital Workplaces.

The rise in online shopping has put increased pressure on retailers. And it’s not just frequency that is causing challenges. The typical consumer expects real-time tracking, swift delivery and simple return options. Retailers must aim for faultless inventory management and an omnichannel customer experience to meet these expectations. 

Investing in barcode-driven inventory management can help you achieve this. 32% of retailers use systems to support their e-commerce activities that don’t interact with their other core systems², putting customers and staff in the dark. If your business is in that position, here are three key benefits of barcode-driven stock management to consider. 

Barcode-driven inventory management delivers real-time numbers 

Real-time stock management gives retailers a host of options that would otherwise be impossible. When every product item has a unique digital identifier encoded within the barcode, stock levels can be automatically adjusted every time a sale is made, and the identifying code is scanned throughout the process.

Visibility of this inventory database can be made accessible throughout the business, from people working on shop floors to warehouse pickers and head office. The customer interface will also know immediately whether a product is still in stock. The customers will also be able to see via a website or online portal how many, if any, items are left in stock.

This level of real-time inventory information available at every customer touchpoint is a fundamental enabler of omnichannel excellence and ensures customers have up-to-date information. It opens doors to new approaches that blend traditional and modern retail business models, one of those is BORIS.

Supercharge customer experience with BORIS

No, not the Prime Minister. The acronym stands for Buy Online Return In-Store.

Research compiled and cited by Invesp³ shows at least 30% of all products ordered online are returned, compared to less than 9% of in-store purchases. Meanwhile, 92% of consumers say they would buy from a retailer again if the returns process is easy to navigate, and 62% of shoppers are more likely to shop online if they can return in-store.

These new trends open up opportunities for retailers. Increased store footfall due to increased returns has the potential for additional sales, and devising a necessary process for in-store online returns can drive up efficiency. Again, barcode-driven inventory management can provide the solution.

Ideally, the returned product could be re-sold in-store, but both the item and its packaging need to be inspected first to ensure that product quality has not been compromised. This can take place in-store or at the warehouse, and either way, it can be tracked.

Barcode-drive inventory management can also enable customer visibility to track and trace a return, especially if they are waiting for a refund. An essential function when some 30% of consumers surveyed by international eCommerce solutions provider Doddle⁴ said they would not shop with a retailer again if they could not track a return.

End customers delivery anxiety with online order tracking

Consumers like to know what’s happening when they order something online. They may be excited, impatient or simply anxious that a gift turns up in time. Barcode-driven inventory management can offer full order tracking, which can add hugely to their customer experience.

And it could even prevent them from canceling an order. Rightly and wrongly, many consumers experience “delivery anxiety” if they don’t know the status of their order. Retailers must do all they can to mitigate this.

To enable online order tracking, systems must be in place to identify each product, using a barcode that travels with the product throughout its journey. This barcode will then trigger communications to notify customers of progress each time the barcode is scanned. From picking and packing right through to delivery, and beyond that, if the product is returned, refunded or replaced.

This is great for the consumer: they know exactly what’s going on, and instead of anxiety, they can enjoy a feeling of growing anticipation. It also means that consumers don’t need to bombard the call centre with enquiries about their order or refund status.

Invest in technology for future growth      

Ultimately if the experience is seamless, customers are more likely to return, and your brand will reap the benefits with better reviews than your competition. You might have some temporary systems in place to keep up with demand now, but in the long run, you can build a resilient basis for future growth by investing in barcode-driven inventory management in 2022.

Discover more about Ricoh’s partnership with Zebra and how we can offer a solution to power barcode-driven inventory management.

1. https://www.eversheds-sutherland.com/global/en/what/industries/consumer-law/evolution-of-stores-retail-report.page

2. https://www.tltsolicitors.com/insights-and-events/publications/retail-agility—the-digital-imperative/

3. https://www.invespcro.com/blog/ecommerce-product-return-rate-statistics/

4. https://www.doddle.com/us/the-returns-experience-is-critical/

The post 3 reasons retailers need to invest in barcode-driven inventory management right now appeared first on Insights - Empowering Digital Workplaces.

Managed Print Services work with you to develop a digital strategy that incorporates print, scan and paper workflows into your wider processes and practices. They help you identify the strengths and weaknesses of your organisation and use their expertise to provide the right solution for you and your people – whether at home or back in the office.

And then, perhaps most importantly, they continue to work with you to implement and integrate new processes, practices and technology. Offering ongoing support to ensure you get the most out of the opportunity that lies ahead. In this article, we’ll take a look at the key areas where Managed Print Services can support your business.

What do we mean by support?

For most people, support – especially in a professional context – means customer service. And, from faraway call centres to confused chat bots and tedious instructions, we know all too well what this feels like when it’s done wrong.

For Managed Print Services, support goes far beyond that, becoming a full end-to-end consideration throughout your partnership. It’s about supporting your organisation as it identifies the right digital strategy moving forwards, helping you implement that strategy. then ensuring your people can perform their jobs to the best of their abilities.

Why is support vital now and in the future?

For your business, global challenges have encouraged greater collaboration between different organisations, waking us all up to the fact that we aren’t alone, and that working together can help us get a healthy slice of a much bigger pie. These learnings won’t disappear, and it’s important your business keeps up with how things have evolved.

For your people, hybrid working practices are also here to stay. Does your organisation have the right solutions and processes in place to support your people? Can they work effectively whether they’re at home or in the office? Managed Print Services can help make sure that it does.

How will a Managed Print Service support you?

Let’s take a look at some of the key specifics of what Managed Print Services can support you with: 

Technology

Do you have the devices and programs your people need in order to work productively wherever they are? Are your current solutions updated with the latest security software? Is your print room stocked on paper and toner? Your Managed Print Service partner can take these tasks out of your IT team’s hands and sort them for you.

Productivity 

Once you’ve got the right things in place, it’s vital that your people know how to make the most of them. Managed Print Service partners will work alongside your people, offering training, support and advice to help ingratiate them with new and better ways of working.

Experience

One of the most valuable aspects of engaging with a Managed Print Service partner is the wealth of experience they bring to the table. Current trends, the latest solutions and technical expertise will all be at your organisation’s disposal throughout any relationship.

How will a Managed Print Service support your people?

Equally importantly, Managed Print Services can offer key solutions to support your people:

Technical support

Engaging with a Managed Print Service partner can ensure your people have access to the software, documents and devices they need to work productively in the office, at home, or on the move.

Security

If your people are accessing your documents from multiple locations and devices, they need to know they’re doing so safely and securely. The support of a Managed Print Service partner can offer that peace of mind.

Connectivity

We’ve all had to adapt to new ways of working together in the past 18 months. Virtual meeting rooms, chat solutions, and digital document storage and retrieval have become commonplace in our lives. As we move forwards to more hybrid working models, with some at home and some in the office, we again must adapt to provide the right support to our employees. A Managed Print Service partner can help you find the right balance.

Ricoh, your people-first Managed Print Service provider

Ricoh has years of experience in understanding the vital role office print plays in an organisation.

As a leading Managed Print Service provider and workplace systems integrator, we specialise in analysing the needs of your business, identifying the right solutions for both you and your people, and then integrating them seamlessly into your workflows –  ensuring your people know how to make the most of them.

And we don’t stop there. We have a UK-based contact centre and hold a Customer Service Excellence Certification, offering ongoing support to make sure you get the most from our collaboration, and that your people work happily and productively to produce their best work for your business.

Finding your perfect Managed Print Solution

Learn more about Ricoh’s support values with our ‘Finding Your Perfect Print Solution’ guide.

Click to read Finding your Perfect Office Print Solution

The post Managed Print Services – offering vital support to enhance your business and empower your people appeared first on Insights - Empowering Digital Workplaces.

No matter what happens next, we have learned some incredibly valuable lessons. The importance of business resilience. The potential of flexibility. The benefits of having the right technology and working practices in place to ensure future business success.

But most of all, we’ve fortified our understanding that our most important asset is our people. Mental health and wellbeing have turned into topics at the forefront of business leaders’ minds – and it’s crucial it stays that way.

So, let’s take a look at some of the things you can do to look after your people.

Communicate regularly and openly

Nobody likes to be left in the dark, especially if they’re feeling anxious or uncertain. By being transparent and honest with what’s going on across your business – both the successes and the challenges – you maintain a sense of togetherness, making sure your people feel part of the big picture.

It’s also the role of managers to have regular one-to-one conversations with their teams. And not only to talk about work but also to enjoy each other’s company as if they were hanging out at the office coffee machine.

Provide opportunities to get away from work

One of the biggest challenges for people’s mental health and wellbeing in the last 12 months has been finding the right work/life balance. Indeed, many worked long hours in an attempt to maintain the same productivity they had in the office.

Mix this in with constant video calls – “Can you see my screen?” – it’s no wonder there is a lot of fatigue.

You need to continually reassure your people that it’s ok to manage your own time. In fact, you should positively encourage them to disengage from their home desk and get active. Especially in the shorter winter days – make the most of the sunlight!

Set objectives to work towards

Targets and objectives play a major role in motivation. When we’re working towards something that’s challenging yet achievable – perhaps with the potential of a reward at the end – we feel driven to perform at our best and reach truly excellent results.

It’s all about giving yourself focus and a sense of control. But this doesn’t have to be related to your business. Even things as simple as trying out a few new exercises can release those endorphins, reset your mind and improve your work productivity.

Some extra inspiration from Ricoh…

We’d like to tell you about something we’re doing to promote a sense of unity and support among our people.

In February, we’re asking our people to get active and raise money for charity by taking part in The Prince’s Trust ‘Future Steps’ challenge. This involves downloading an app and trying to do 10,000 steps a day for the month of – with a leader board to keep things competitive.

Everyone here is very excited, it’s generated a sense of community and it’s for a good cause. Why not try something similar in your business?

And remember, it’s all about taking the conscious approach.

Taking a conscious approach means constantly monitoring and supporting your people. It’s about being aware of their mental health and wellbeing at work through open communication. And being proactive when you identify problems and solutions.

Reach out to your colleagues before the emotional fatigue of remote working sets in. Put the right support in place before anyone even needs it. And understand that plans are just sketches – things you can adjust and tailor as you make each decision along the way.

Find out more by reading our report on The Conscious Workplace here.

The post Top tips for supporting your people’s mental health and wellbeing appeared first on Insights - Empowering Digital Workplaces.

The past 18 months have been challenging.

At a time when only 30% of UK employees had ever experienced working remotely, you were plunged into a state of isolation and uncertainty.

• More than 50% of managers are struggling with employee mental health
• Nearly 1/3 of remote managers and employees find health and well-being a challenge
• Staff motivation, happiness, and productivity remains the greatest challenge for managers (45%), while 15% of employees struggle with habits they formed at home and 13% feel less productive

Then, through the ensuing months, you have had to adapt and adopt new processes, practices, and technologies.

You did so brilliantly. In a collective effort from business leaders, managers, and employees alike, you rose to each challenge and turned them into opportunities. But this long battle has created a new priority. One which is now crucial to address: our mental wellbeing at work. It’s time for business leaders to bring unity and calm to the workplace. To learn from the past and proactively build for a better future.

And it all starts with being consciously aware of how your people are feeling.

There are four key things that are affecting our wellbeing at work.

First, we must understand what’s affecting the mental health and wellbeing of your people. Research by Ricoh and in collaboration with leading clinical psychologist Emma Kenny has identified these four:

Confidence of control

Communicating our actions, thoughts and feelings is a way of controlling a situation. At work, we used daily signals, language, and actions to demonstrate our purpose and value.

But now our environment has changed. So too have our signals and language. And this has led to misunderstanding and frustration, undermining our wellbeing at work.

Misplaced validation

People need validation. Historically this has been given through pay raises and promotions. Today we know that a person’s sense of achievement extends well beyond financial gain.

So, how do you learn how your people want to be validated on an emotional level? In an office environment, it’s easier to identify and deliver. But remotely, it can be a clunky, misplaced, and often even patronising affair.

Unanchored authority

We’re creatures of habit; in the office, we could rely on routine. Start and finish times, lunch hours, health, and safety guidelines. These anchors helped us plan our day and reach our goals.

Now we’re remote working, this solid structure has become fluid. And while this has benefits for our work/life balance, it can also lead to working longer hours, difficulties switching off and fatigue.

Apathetic employee experience

Employee experience is as important as the customer experience. It isn’t just a ‘nice to have’ bonus offered by any given company, but a necessity if you want to keep wellbeing at work and your people productive.

Business leaders have to find a way to remain empathetic – despite today’s challenges – if they want their organisation to be successful.

But we can’t make fixed plans for our people.

If we’ve learned anything in 2020, it’s the importance of being agile and flexible in how we work. Without this, we cannot quickly and effectively meet new challenges and opportunities.

Nobody could have planned for the pandemic, and you can’t plan for whatever happens next. We’re on an unknown journey with a destination that’s yet to be discovered. But you can develop stronger business resilience by adopting a more conscious approach – one which puts your people first and keeps your finger on the pulse of change.

The solution? Take the conscious approach.

Taking a conscious approach means constantly monitoring and supporting your people. It’s about being aware of their mental health and wellbeing at work through open communication. And being proactive when you identify problems and solutions.

Reach out to your colleagues before the emotional fatigue of remote working sets in. Put the right support in place before anyone even needs it. And understand that plans are just sketches – things you can adjust and tailor as you make each decision along the way.

Find out more by reading our report on The Conscious Workplace here.

If you’d like to hear more insight on how to protect and enhance the wellbeing of your people working at home, you can watch our webinar here

Watch on-demand: How to protect and enhance the wellbeing of your people working at home

The post Business leaders must look to mental health and wellbeing at work to ensure future success appeared first on Insights - Empowering Digital Workplaces.

In times of uncertainty, you must offer your remote workers the right support – for both their wellbeing and the wellbeing of your business.

As your business continues to maintain and support an agile and remote workforce, the pressures and stresses placed upon your people become more unique. While some may have switched seamlessly to new ways of working, others may struggle to find balance. It all depends on an individual’s circumstances so it’s important to provide the right support to help your remote workers navigate these changes.

But what is ‘the right support’?

It’s a good question and one that needs to be answered by today’s business leaders and senior managers. World Mental Health Day brings this awareness to the fore for all organisations so this post aims to provide you with ideas, initiatives and answers for how your organisation can support the wellbeing of your people.

Protect your people and you’ll promote productivity during trying times.

What challenges are your people facing?

Some challenges will be the result of your people’s personal circumstances. You must reach out and discuss whether you can offer any help.

But there are also business challenges that will affect everyone in your organisation. Streams of online meetings. Periods of total isolation. Delays in getting IT or project support. It all adds up to become a taxing experience each working day. 

How does this affect remote workers?

First off, it makes us feel fatigued. Constantly having to deal with tedious technical issues and convoluted, drawn-out digital conversations are tiresome. It can even lead to people working longer hours as they try to make up for the lost time. 

This all makes for more stress. As people search for the right balance between home, work and personal responsibilities. They also hear all the doom and gloom on the news – especially regarding the pressures on society, the economy and job insecurity.

It’s not a healthy way to work. But, by being proactive and promoting positivity, business leaders can inspire a real difference.

The power of positivity

There are steps we can take to help improve our mindset. By focusing on a proactive and healthy lifestyle, we look after the health and wellbeing of remote workers in times of high stress.

Here are some top tips to help keep you and your people remain positive at times of stress:

Keep in touch.

You must regularly reach out to your people – and it shouldn’t be about work. A quick phone call to find out how someone is getting on, sharing funny or engaging content, a casual video call (maybe with a beer…) are great ways to get people smiling.

Encourage regular breaks.

Make sure your remote workers know it’s ok to step away from their work. One of the biggest benefits of more agile and flexible working practices is that your people can exercise greater autonomy over their days. So help them to take advantage of this.

Promote kindness.

Kind acts feel all the more impactful during times of adversity. Think about how your organisation can help others, or how you can enable your people to award and recognise each other. They will rally to the call and feel good for doing good.

How practising mindfulness can help your remote workers

A really powerful way to promote positivity, and help your remote workers proactively take care of their mental health and wellbeing, is to share some tips on how to practice mindfulness.

Meditation and mindfulness can make a real difference in how we think and react to situations, reducing feelings of fear and anxiety. 

This is because mindfulness – which includes things like yoga and breathing exercises – focuses our thoughts and feelings on the present moment. So, instead of becoming overwhelmed, we feel we can manage them.

Nine simple steps for mindful breathing

There are many resources out there which you can find to help you and your people practice mindfulness, but one that’s quick and easy to do is mindful breathing – ten minutes where you just focus on you and your lungs. Here’s how it works:

• Sit in a quiet place and turn off your phone
• Recognise any thoughts, feelings or emotions going on inside your head
• Bring the focus back to you. This is your time for the next ten minutes. Don’t allow any distractions
• Focus only on your breathing. In through the nose, out through the mouth
• Notice your lungs expanding, and the time between each inhalation and exhalation
• Feel yourself relax after each exhale. Your shoulders are dropping. Arms and legs becoming heavy
• Feel the cool air in your nostrils, the warm air leaving your mouth
• After ten mins, slowly rise from your mindful state – wiggle your toes and fingers and smile
• Ease into the rest of your day feeling focused and happy!

Adopt a people-first approach

By promoting positivity, offering proactive support and keeping in regular contact, you can help your remote workers thrive in their roles and lead happier healthier lives.

Working with a specialist partner to implement these types of transformation projects is key. And finding a partner who shares a people-first approach is essential.

Creating a Conscious Workplace

Whether you’re a small business or a large-scale enterprise, Ricoh believes in adopting a ‘people first’ approach to all aspects of the business. From how we communicate to the physical technologies, process and environments we provide, we need to always put the experience of our people first.

Adopting a people-first approach will not only help mitigate stress and support positive employee mental health but also enhance productivity and performance.

Further reading on how to support your remote workers:

Recognising the fatigue caused by remote working

How to build a better workplace for your people – with insights from IWFM

How innovation can empower HR leaders to better support their people

Discover more about Ricoh’s Intelligent Remote Working Solutions.

The post Supporting remote workers is key to business resilience – here’s why appeared first on Insights - Empowering Digital Workplaces.

Marco has led Ricoh’s adoption to the ‘Time To Change’ employer pledge during the past year and works with the teams to promote initiatives across the business. Giving support to open and honest conversations about employees wellbeing as well as access to resources and advice to support them.

This is a great time to remind ourselves of the unique pressures many of us are facing whilst we work remotely and the key role business leaders and senior managers can play in supporting their colleagues.

Constant video conferences. Intermissions of complete isolation. Difficulties in getting the support we need to do our jobs. These problems are challenging our productivity – and our mental health.

Meetings have always been a key aspect of our working lives – but now they’re our taxing time and energy more than ever.

We can no longer just pop over to IT to fix a problem. Or quickly ask a colleague for some clarification on a project. And we must also always be on the alert, just in case someone needs us.

But we’re not alone. In this article, we discuss the fatigue caused by remote working – and how business leaders can support their workers against exhaustion.

Why are video calls so fatiguing?

Well first off, they’re all basically the same. Imagine going to the same venue for every single event in your life. That’s our working life right now. It’s a bit repetitive – even if you dress it up as a virtual pub lunch.

They also fail to replicate what we’re accustomed to in real conversation. We have to concentrate extra hard to pick up on things like expression or tone. And silence is natural when we talk face to face, but it causes anxiety when we’re remote. And if the tech isn’t working as it should do, then it’s doubly stressful.

But mostly, meetings cause fatigue because they often require your full, sustained attention. Whether you’re speaking to clients or colleagues, most of us will find that we need to be fully alert and attentive. Ensuring we bring value to the meeting. And with more meetings than ever, that takes a lot of mental energy. Not surprising then that we’re feeling tired and fatigued.

How is remote working affecting our mental health?

Many of the challenges facing society as a whole are exacerbated by remote working. And it’s different for everyone because everyone’s home life is different. But there are some common factors affecting our mental health.

Changing attitudes to work

In 2019, a survey conducted by DigitalOcean concluded that 82% of US tech professionals who work remotely reported feeling fatigued. 52% claimed they worked longer hours. And 40% felt they had to contribute more than those who worked in the office.

Added stress

Remote working is piling on the pressure for individuals across the UK. Not only are we having to find the right balance between working from home and our other responsibilities, but we’re constantly hearing about job insecurity and economic downturn in the media.

And uncertainty around money has a very negative impact on mental health.

Adapting to new routines

Many of us have been going through the motions for a while. Our bodies and minds have acclimatised to a certain way of living. We’ve nailed down a routine that works for us and our jobs.

But those routines have been shattered. Our eating habits and sleeping patterns have suddenly changed. And trying to adjust to those changes on top of everything else can impact on our mental health.

How can business leaders support their employees against exhaustion?

Managing your employees while remote working is a major challenge. But it can be just as easy to do too much as do too little. Here are some quick tips for supporting colleague fatigue, relieving stress and anxiety, and enabling them to work effectively.

Don’t bombard people with communications

Keep your messaging quick, calm and concise. No information overloads. And keep the number of internal meetings to a minimum as most remote workers already have numerous customer meetings already scheduled in their diaries.

Trust your employees

Trust people to do their job. Don’t micromanage. Lack of trust can lead to bouts of anxiety, depression and loneliness.

Mix up your messaging

Don’t use the same methods of communication every time. Pick up the phone, use project collaboration tools, and keep emails succinct.

Think about individuals

Rules on career progression, personal welfare and your team members’ experience or ability still apply. New staff need extra support. Learning and development is still crucial. And your people still need to feel like they’re moving forward – not that they’re on pause.

Review your collaboration technology and tools

Trying to use collaboration tools which are tricky to use or perhaps just don’t work as well as they could, is a significant frustration for remote workers. Ensuring the technology you have is right is key. So ask them if they find them easy to use. If you find they are struggling, involve them early in the process of assessing the issues and finding new tech. Making sure the new solutions are truly fit for purpose and adaptable to meet changing requirements.

Adopt a people-first approach

At the end of the day, your most important asset is your people. All of your key business decisions have to be made with them at the forefront of your mind.

Help your employees thrive by encouraging a sense of community and pull everyone together with a clear and transparent goal.

Ricoh’s Work Together, Anywhere campaign

“We help organisations of all sizes to deliver business-as-usual by enabling intelligent remote working – even at times of disruption. Our end-to-end remote solutions are user-friendly, secure and scale to meet your needs.”

Whether you’re a small business or a large-scale enterprise, Ricoh has efficient solutions to introduce effective remote working practices.

Not only will they ease the transition and alleviate stress for your people, but they’ll also enhance productivity and performance.

Visit our dedicated page and learn how Ricoh can quickly and securely empower your people, automate mission-critical business processes and aid digital transformation efforts.

Learn more about Work Together, Anywhere

Click to read Work Together, Anywhere

And if you have any questions, feel free to get in touch with me on LinkedIn.

The post Recognising the fatigue caused by remote working appeared first on Insights - Empowering Digital Workplaces.

You may be surprised to learn that there is no industry standard for calculating a printer duty cycle. So, as a procurement process, is it right to compare different manufacturers’ devices based on this figure when making an important office purchase? And is this really an accurate representation of what your device can output, day in and day out, over long periods of time, or indeed its operational life?

In the following article, I will provide answers to these questions and more. But if you want some immediate advice and guidance on how to upgrade your print solution, request a call back from one of our experts.

Why is a printer Duty Cycle figure provided by manufacturers?

As with any new piece of equipment, you want to know if it’s going to be suitable for the type of work you need it to undertake before purchase. Part of the manufacturing process is stress testing. This is where the item is deliberately pushed to its limits – often to breaking point. In order to determine its maximum capacity to perform whatever task it is designed to do.

This testing typically excludes non-replaceable items and doesn’t take into account elements such as different paper types or the environmental conditions in which the printer is located, for example.

Whilst a maximum duty cycle figure may be great for determining the robustness of different devices from just one manufacturer. There are too many variables in testing criteria to make this an accurate method of comparison when looking to purchase your office print.

How is the printer Duty Cycle calculated?

If a printer indicates that the duty cycle is 100,000 pages per month. The manufacturer is essentially saying that this is the very maximum volume the printer is capable of in a month. This does not mean that you can produce this volume month in, month out during its life. Unless of course, you are happy to see your engineer on a very regular basis.

Feature – How to accelerate your digital workspace transformation

Click to read our latest advice, and discover more information and guidance.

Click to read REU_How to accelerate your digital workspace transformation

So, how can you identify if you’re being sold the right printer for your needs?

Rather than the duty cycle, there is a more realistic number that can help you to determine whether a particular printer is suited for you and for the volume of printing in your office. When speaking to vendors, I would definitely suggest that you ask them to provide the maximum monthly recommended print volume for each machine that you are considering.

Recommended monthly print volume is the number of printed pages per month within the stated range for optimum device performance based on factors including:

• The paper and toner supplies used
• Maintenance intervals
• Device engine life

This is the real monthly usage value that guarantees a smooth and uninterrupted performance of your device.

How can you calculate what monthly print volume you need

Look at your monthly paper usage over a fixed period of time or take regular meter readings from existing devices to gauge the average monthly use by the device. Working in this way will provide you with a good starting point. You can establish what your real volume requirements are likely to be rather than relying on the duty cycle. This information will also help you and the vendor determine what your overall printing needs are. Ensuring the right blend of devices are considered.

I would also suggest speaking to a specialist digital services and print vendor like Ricoh in order to understand your organisation’s print requirements and to assess how these may change in the months and years ahead.

How can you future proof your printing needs?

With transitions to more digital workflows and a move to remote working your existing print usage may begin to decline. In situations such as this, you still need devices but perhaps fewer of them. Also, the introduction of related digital technologies and process software. Modern cloud-based digital document management software can be integrated with your print devices. Supporting the intake of physical documents into automated workflows which accelerates an organisation’s ability to be more agile and flexible.

Take a look at our in-depth guide on managed print and automated services and get in touch if you’d like to learn more about how we could help your school. Click here to visit our website to rethink what your print infrastructure can help you achieve.

Similarly, the ability to print remotely to a central device in order to provide a hybrid mail solution. Enabling employees to print and send documents to customers or suppliers is becoming commonplace. Just focusing on the printer duty cycle isn’t going to address these issues.

Seek specialist printer advice from a knowledgeable partner

If you are reviewing your printing needs and want useful advice on how to proceed, read our guide – ‘Finding Your Perfect Print Solution’.

With our 85 years in print and office automation. Ricoh is a professional digital services organisation that can provide insight and helpful advice. Making your purchasing process more efficient, cost-effective, and accurate. 

Leverage flexible financing

We understand the changing workplace and what you value in a partner today. Our guide is your first step to understanding your future printing needs. Download Your Copy Now.

To leverage opportunities, you need the capability to decide quickly. This is easier when you can spread the cost over the lifetime of your investment, with no upfront payment. Technology financing with Ricoh Capital gives you control with a single, predictable monthly or quarterly invoice. We can help you spread your hardware and software cost in a more manageable way so you can implement the technology your business needs, today.

The post Why you should understand the duty cycle of a printer when purchasing appeared first on Insights - Empowering Digital Workplaces.