Altius Link Innovates Print Operations Through Smart DX Driven Initiatives

Altius Link has been actively promoting various digital transformation (DX) initiatives as the momentum for workplace reforms accelerates across society. This blog highlights the efforts spearheaded by the "Office Support Unit," a division focused on employing individuals with disabilities, aimed at improving operational efficiency in the company’s print operations.

Background of the Initiative

The Office Support Unit has been dividing tasks related to administrative operations, printing, and internal mail services into specialized teams since its inception in 2016. The unit has been striving to not just employ individuals with disabilities but to empower them to thrive in their roles, implementing support systems for job retention and tutoring. However, this is their first challenge focused specifically on operational efficiency.

The motivation behind this initiative stemmed from a desire to enhance the convenience for orderers in the printing process. Previously, issues such as heavy workloads and frequent input errors plagued the system. Using conventional Excel order forms was cumbersome and often resulted in repeated communications for order confirmation and correction, leading to potential printing errors and inconveniences for customers.

Recognizing these challenges, members involved in printing operations proposed to leverage Power Automate to establish a smoother ordering process for customers. Thus, the journey toward operational efficiency within the printing team began.

Power Automate is a business automation tool included in Microsoft 365 that allows non-coders to automate routine tasks such as form submissions, file management, and notification processes.

Training and Implementation Journey Towards Efficiency

The skill sets and experiences regarding printing tasks varied among team members. To facilitate the initiative, it was crucial for all team members to understand its objectives and approach their work with a shared sense of purpose. The printing team set their sights on 2025, aiming to encourage team members to think about how they could engage with DX initiatives. Creating an encouraging atmosphere for this new undertaking was paramount.

The initiative placed significant emphasis on leveraging the unique experiences and knowledge of each team member. H, the principal initiator, took the lead while being supported by N, who possessed expertise in IT tools, to drive the project forward. Together, they worked on establishing operational methods and creating the new order forms, as well as preparing training materials for other members.

After approximately three months of preparation, the much-anticipated training day arrived. All members of the printing team participated, with the objective of experiencing and learning about Power Automate through practical exercises. H led the training, supported by N, who assisted participants in deepening their understanding as the session progressed.

The training kicked off with an overview of Power Automate, followed by a hands-on creation of workflows tailored to their specific operational context. Although there were initial errors, N promptly provided assistance, ensuring that all participants successfully navigated each step of the process. A moment of applause erupted when the workflow was finally executed seamlessly.

At the end of the training, Unit Leader Kojima expressed gratitude, encouraging participants to recognize opportunities for further automation in their tasks. The emphasis was placed not just on repeating daily tasks but on evolving with the advancements of DX. The team collectively showed appreciation to H and N for their efforts in leading the training, concluding the session on a high note.

New Operations Powered by Power Automate Launch

With August ushering in new challenges, the operational implementation utilizing Power Automate officially commenced. The rollout began with products that had higher order volumes, and positive results are already emerging. Users have noted, "Ordering has become easier and more streamlined, reducing the burden of input errors," "Delivery has accelerated," and evaluations suggest interest in applying these new methods across a wider range of products.

Plans are currently underway to expand the scope of products involved in this new operational model starting from October. Furthermore, discussions are in progress about extending efficiency improvements beyond printing operations. The journey for the Office Support Unit in their quest for enhancement is just beginning, and the future holds promising opportunities.

Key Takeaways from Management Approaches to Foster Proactivity

The management places a high value on fostering an environment where members feel comfortable sharing their opinions. Regular meetings and thoughtful interactions are prioritized to truly engage with each individual. Through these dialogues, the unique traits of team members can be understood better, propelling the advancement of tasks while harnessing everyone’s individuality. This initiative was born from a suggestion made by H during one of these sessions, underscoring the importance of channeling team members’ strengths effectively.

Additionally, by having the entire team participate in training, opportunities for awareness and exploration into new challenges are cultivated.

Altius Link will continue promoting diversity, equity, and inclusion (DE&I), sharing stories about employees’ empowerment and workplace initiatives moving forward.

All product names and company names mentioned in this release are trademarks or registered trademarks of their respective owners.

For more information on Altius Link, visit: Altius Link Website