10.28.2024

For most enterprises, corporate services like reception, print management, and records management are viewed as necessary expenses—functions that support day-to-day operations but don’t directly drive revenue. Traditionally, they’re labelled as “cost centres,” suggesting they only draw from the budget rather than add to it. But what if these services could do more than just support? What if they could actively contribute to productivity, profitability, and even competitive advantage? When managed effectively, corporate services don’t just keep things running—they create a streamlined, efficient, and well-supported environment that could benefit your entire organisation. By uncovering and addressing hidden costs, companies can turn corporate services from a financial drain into a strategic asset. Below, we dive into the strategic potential of corporate services and how you, too, can turn these “cost centres” into real competitive advantages. We’ll explore: What are corporate services?The strategic potential of corporate servicesWhy many businesses outsource corporate servicesHow the outsourced corporate services model works What are Corporate Services? Corporate services encompass the essential functions that support the core operations of your business, ensuring that day-to-day activities run smoothly and efficiently. These services provide the infrastructure, resources, and support that employees need to stay productive and focused on their roles, while also ensuring that the organisation operates compliantly, securely, and sustainably. Often managed by in-house teams or outsourced providers, corporate services are vital to your company’s operational success. Here’s a list of common corporate services that many organisations rely on: Reception and Front Desk ManagementFacilities ManagementPrint and Copy ServicesDocument and Records ManagementMailroom and Courier ServicesProcurement and Vendor ManagementEmployee and Benefits Administration Corporate Travel ManagementEvent and Meeting CoordinationHealth and Safety ServicesCompliance and Regulatory SupportEnvironmental and Sustainability ProgramsWarehousing and Distribution Security ServicesFleet and Transportation Management These corporate services help establish a well-supported, productive workplace by providing the tools and systems necessary for your team to operate efficiently and grow sustainably. The Strategic Potential of Corporate Services The name of the corporate services game is operational efficiency. Managed well, corporate services can have a transformative impact on both your productivity and profitability, offering not only cost savings but also enhancing overall employee experience and client perceptions. Businesses that make the most of these services are better positioned to stay agile, competitive, and prepared for growth. On the other hand, companies that leave staff to manage corporate services off the side of their desk lack the structure and efficiency needed to streamline operations, often resulting in hidden costs, reduced productivity, and missed opportunities for improvement. This reactive approach can lead to burnout, inconsistency, and an inability to scale effectively—all of which can hinder your growth in a competitive market. Why Businesses Outsource Corporate Services Outsourcing corporate services can be a game-changer for companies looking to increase efficiency without overburdening their internal teams. When asked how they perceive the benefits of outsourcing, a Deloitte survey found that 65% of business leaders believe it enables them to focus on core functions and increase productivity. Beyond that, here are just a few of the benefits you’ll realize when outsourcing corporate services: Work Smarter: Outsourcing allows you to prioritise core functions, freeing internal teams to focus on high-impact, strategic activities rather than routine operational tasks. No more time wasted figuring out how to free the paper jam at the printer! Special Skills & Tools: External providers like WCD bring specialised knowledge and the latest tools, which can elevate operational standards and efficiencies. For example, we have entire teams dedicated and educated in document management, print management, corporate graphic design, and more—and they come equipped with the tools and technologies needed for success. Scalable Support: Outsourcing offers flexibility, allowing you to scale services up or down based on changing needs without the complexity of hiring or reallocating internal resources. This works particularly well if your business is prone to market fluctuations or seasonal shifts.Cost Savings: Outsourcing can be more cost-effective than managing these services in-house, helping reduce overhead and avoid expenses related to hiring, training, and retaining support staff.Operational Excellence: Partnering with experienced providers ensures that your corporate services are managed with a high degree of efficiency and reliability—enhancing the overall productivity and experience for your internal teams. How the Outsourced Corporate Services Model Works Now that we understand the benefits of outsourcing shared services, you may be curious how it all works. Here’s a breakdown of how corporate services providers like WCD often operate with enterprise clients: Step 1) Assessment and Customization The process often begins with a thorough assessment of your business’s current operations to identify inefficiencies and areas where external expertise can add the most value. Your corporate services provider will look at your current shared services model, and determine where there may be pain points or bottlenecks. Based on this, they will tailor their services to align with your specific needs—whether it’s handling reception, document management, or mailroom support. Step 2) Assigning Dedicated Teams Once the services and processes are defined, dedicated teams are assigned to handle these functions. These teams bring specialised skills and experience, ensuring high-quality service and relieving your internal employees from managing these tasks. Many providers also offer dedicated account managers who serve as a single point of contact for ongoing coordination and feedback. Step 3) Tools and Technology Integration Outsourced providers typically bring advanced tools and technology, from automated accounts payable management systems to document scanning and storage solutions. At WCD, we also have a team of in-house developers that specialise in fine-tuning technology and leveraging automation to craft unique solutions that best align with your company’s needs. We’ve seen this tech advantage dramatically transform processes that have long hindered businesses from achieving operational efficiency. Step 4) Continuous Monitoring and Optimization The right outsourcing partner will frequently monitor your service performance and seek feedback to improve and optimise their support continually. They may also provide regular reports on service metrics and productivity, allowing you to track results and make data-driven decisions about future adjustments. This gives you the flexibility and insight needed to scale up or down when needed. Interested in Learning More? From reception management and print services to document handling and automation, each area of your organisation’s corporate services presents opportunities for streamlining operations, reducing overhead, and enhancing efficiency. Ready to see how transforming your corporate services can drive real impact? Our managed corporate services offer the expertise and solutions to help your business operate more efficiently and productively.

10.03.2024

For years, your company has stored valuable financial and legal records in filing cabinets at head office. Not only are they taking up space that could be better used to accommodate your growing team, but they’re also just sitting there… leaving them prone to risks like theft or fire. You want to go paperless, and you’ve even done your research to find a local records management company that can help you digitize your records and upload them into a dynamic information management system. But that’s not the hard part—first, you need budget approval. In this blog post, we’ll walk you through how to present a business case for digital records management—giving you insight into the challenges of storing physical records, the benefits of going paperless, and what a potential implementation plan could look like. You’ll walk away equipped with the knowledge you need to pitch this worthy initiative to leadership with confidence. We’ll talk about: The challenges of paper-based records managementThe benefits of digital document managementHow it happens: the implementation plan The Challenges of Paper-Based Records Management Traditional, paper-based records management systems are becoming increasingly unsustainable for businesses in the digital age. On average, companies lose 7.5% of the paper records they produce. These records are not only prone to physical damage, theft, or misplacement, but they also lead to operational inefficiencies that can hinder business growth. In fact, a McKinsey report reveals that employees spend up to 1.8 hours per day—about 20% of their workday—searching for information. As the volume of records and information continues to grow, so do the challenges of storing and retrieving them. Maintaining paper files not only increases storage costs but also complicates compliance with legal and regulatory requirements. Audits become time-consuming, and data retrieval becomes an obstacle rather than a seamless process. The truth is that businesses relying on paper-based systems are falling behind in terms of agility and productivity. Transitioning to a digital records management solution is no longer a nice-to-have option—it's foundationally strategic if your business wants to streamline operations, reduce costs, and improve data security. Benefits of Digital Document Management Now that we’ve established that relying on physical, paper-based records is becoming more of a hassle than a help, let’s talk about what digital document management can do for you. We aren’t suggesting you go paperless for the sake of going paperless—it's about making your workday easier, your processes more efficient, and your information more secure. Here’s how digital document management can do that for you: 1) Accessibility and Efficiency at Your Fingertips Imagine being able to find any document you need in seconds, no matter where you are. With digital records, you can. Instead of digging through piles of paper or storage boxes, your files are just a quick search away, securely stored in an intelligent information management system. Plus, if your team works remotely or collaborates across locations, everyone can access the same information instantly—no delays or messy handoffs. 2) Better Security and Staying Compliant Digital records give you more control over who can see or edit your important files. With encryption and secure access controls, your data stays protected. And when it comes to audits or meeting industry regulations (like GDPR, HIPAA, or PIPEDA), having a digital trail of who accessed or changed what makes staying compliant much simpler. 3) Cutting Costs and Scaling Up Switching to digital document management can save your business money by eliminating the need for physical storage space. No more paying for extra rooms or off-site storage. Plus, managing digital records means less time spent on administrative tasks and file retrieval. As your business grows, you can easily scale your digital storage without the headaches that come with finding more physical space. 4) Promoting Sustainability Going digital is also a great way to reduce your environmental footprint. By cutting back on paper usage, you're not just making life easier for your team—you’re also doing your part for the planet. It’s a win-win that customers and employees alike appreciate. 5) Freeing Up Space and Boosting Collaboration With fewer boxes and filing cabinets, you can free up valuable office space for more productive uses. And because digital records are easier to share, teams can work together more effectively—whether they’re sitting next to each other or on opposite sides of the world. By making the switch to digital document management, you’re simplifying your workday, keeping your data safer, and setting your business up for long-term success—all while cutting costs and helping the environment. It’s a smart move that benefits your whole team. How It Happens: The Implementation Plan WCD has a team of well-trained and highly-skilled records management and digital document management professionals that can guide you through every step of a major digitization project. Here’s a high-level look at a standard implementation plan to give you an idea of how we go about transforming those filing cabinets into easy-to-search digital repositories. 1) Assessment and Planning We start by evaluating your current records and identifying the highest-priority documents for digitization. From there, we create a detailed project plan, including timelines, resources, and budget, all outlined in a clear Statement of Work (SOW). You’ll know exactly what to expect at every step. 2) Technology Selection WCD handles everything you need for digitization, from our state-of-the-art scanning hardware to our skilled team and secure processes. We’re proud to be the only vendor in Alberta with two dedicated digitization facilities, which means faster, more efficient service. We also ensure seamless integration with your existing systems like SharePoint, OpenText, Box, and more, delivering digital files directly to your preferred platform. 3) Execution Once the plan is set, we kick off the digitization process. We start with a user acceptance test scan, followed by digitizing your high-priority records. Our robust quality control and assurance measures ensure that every document is accurately captured and fully reliable, so you can trust your new digital repository from day one. 4) Training and Change Management To make the transition seamless, we provide training for your team on the new systems and processes. We’ll also communicate the benefits of digitization to all stakeholders, helping everyone understand the value and get on board with the change. 5) Monitoring and Evaluation We don’t stop once the scanning is done. We continuously monitor the project’s progress, making adjustments as needed. Afterward, we evaluate the impact on your business—improving efficiency, enhancing security, and driving cost savings. Ready To Go Paperless? Let’s Talk! Digitizing your corporate records isn’t just a smart investment—it could be a competitive advantage for your organization. By boosting accessibility, strengthening security, cutting costs, and supporting your sustainability goals, you’ll streamline your operations and build a more resilient, future-ready business. Let’s connect and explore how we can make your transition to digital seamless and successful!

09.18.2024

WCD divests its print and signage division to Cober Solutions, a respected leader in commercial and digital print. For over 70 years, WCD (West Canadian Digital Imaging Inc.) has continuously evolved to meet the changing needs of our customers and the markets we serve. We have always been at the forefront of converting traditional analogue services into automated, digital solutions. We are very proud of our outstanding reputation in the industry and for the work we’ve all done to build a market leading on-demand digital and information print company. We are thrilled to announce an exciting new chapter in our journey. Effective September 18, 2024, WCD will be divesting our print and signage division to Cober Solutions, a respected Canadian leader in commercial and on-demand print and ecommerce fulfillment company. Read about this in the Calgary Herald >> This is a strategic shift for WCD that will enable our company to focus on the expansion and future of managed services, including managed print and creative services, as well as the growth of our information management solutions. This is a critical step toward realizing our vision to become a truly technology-driven Managed Services company with increased investment in cutting-edge technologies and innovative solutions. Our goal is to remain at the forefront of our industry and deliver exceptional service and value to our customers. For all WCD customers, this change was thoughtfully considered with your future needs in mind and with no disruption to your services. For our managed services, creative services and information management customers, you will continue to work with WCD as you always have. This divesture means we will be focused on investing in solutions that support the success of your business and enable the adoption of automation and advanced technologies. Your day-to-day experience with us will not change, and you can look forward to more robust and forward-thinking solutions in the future. WCD and Cober Solutions have secured a print fulfillment partnership so that our customers will have access to their national footprint, enhanced capabilities and capacity. For our valued print and signage customers, you will gain access to a world-class, national print and fulfillment network through Cober Solutions. The familiar faces you've worked with for so many years will still be here, now part of the Cober family. We are working closely with Cober to ensure a successful transition and seamless continuation of the service you trust. What will not change is WCD’s unwavering commitment to our customers. The values that have guided our family business over many decades including integrity, innovation, exceptional service and commitment to community, will remain at the heart of everything we do. We are excited about this new chapter and the enhanced value it will bring to all our customers. To all of our customers, thank you for your continued trust in WCD. We're grateful for your support and look forward to growing together in this next exciting phase of our journey.