The Value that Managed Print Services Offers to Non-Profit Organizations

Most non-profit organizations have a high demand for printing, but also a need to operate within a budget. The typical non-profit uses several different printing devices spread throughout its departments from various manufacturers and has very little control over printing costs as a result. In addition, many of these printers are out-of-date and highly inefficient, which leads to printer downtime, loss in productivity and expensive repairs.

Fortunately, non-profit organizations can overcome the challenges presented with printing by partnering with a Managed Print Services provider. Managed Print Services can help your non-profit organization to get the most from its print technology, streamline workflows, increase efficiency and reduce costs.

Here are some ways that Managed Print Services can benefit your non-profit organization:

Cost Savings

A Managed Print Services provider will conduct a print assessment to evaluate your current state and provide you with a fact-based report with your actual printing costs, volumes and behaviors. This report will identify opportunities to reduce printing costs and help you to optimize your printing environment to increase efficiency.

Predictable Printing Costs

Since Managed Print Services offers control over printing costs, non-profit organizations benefit from having a predictable budget. This predictability in printing costs is especially important for non-profit organizations that are already operating with tight budgets. Another way that Managed Print Services can help you control printing costs is by serving as one central contact for all print-related consumables.

Proactive Maintenance

By proactively maintaining your fleet of printers, a Managed Print Services provider will ensure print equipment runs smoothly and efficiently, meaning that funds typically allocated to maintenance and repairs can be utilized in other areas of need.

Digitalization of Documents

Many non-profit organizations still rely heavily on paper processes, which are highly inefficient and create the potential for loss. An MPS provider […]

By |June 26th, 2017|blog|0 Comments

3 Core Ways That Your Business Will Benefit From Document Management

Many businesses are still relying on paper-intensive processes despite living in the digital age. However, as companies grow, so does the pile of paperwork, which can hamper workflows and productivity. Heavy reliance on paper can lead to storage and retrieval issues, increased costs and inefficient collaboration between team members.

Transitioning to an electronic document management system will help free your business from these challenges and give you a competitive edge. By managing all of your documents from one central location, your business will realize immediate benefits.

Here are three core ways that your business will benefit from document management:

1. Boosts productivity.

When your team can focus more on the business and less on paperwork, you’ll have a more productive workplace. An electronic document management system can give business owners an overview of how processes are working (or not…) in each department, allowing them to pinpoint areas that need improvement. Being able to store documents electronically saves your employees the time and headache of having to track down paper files.

2. Contributes to business continuity.

We don’t know what tomorrow will bring, which means that your business needs to have an effective backup and recovery strategy. Transitioning to an electronic document management system will provide your business with the peace of mind that critical information is being automatically updated and securely stored.

3. Improves collaboration.

Electronic document management allows for easy document sharing and collaboration for your employees. A live audit trail allows businesses to track who has viewed the document or made modifications to it. Because document management allows documents to be accessed from mobile devices, employees benefit from stress-free retrieval and the ability to continue working while out of the office. The ease of being able to collaborate with customers, […]

By |May 3rd, 2017|blog|0 Comments

3 Things to Ask Before Hiring a MPS Provider

Did you know that almost 90% of businesses don’t know what they spend on printing? A Managed Print Services (MPS) provider can help you gain the insight you need to not only save money, they can help improve your productivity and free up your IT staff. Choosing the right provider is imperative to a long and beneficial partnership. Here are some questions to ask to help you choose the best MPS provider for your business.
What types of analytics are used? – By taking stock of your print environment, you can better understand where your time and money is going. Your provider should provide easy to understand reports that help you see how Managed Print Services is benefiting your business.

Can you integrate your solutions with my current infrastructure? – You’ve already invested so much into your current print environment. You want an MPS provider who can work with what you have, adding only the new equipment that you need and want. If you rely on certain software, mobile computing and applications, you want to make sure your provider can work with them and still provide beneficial services.

What services do you offer? – Managed Print Services can offer a wide range of services, from restructuring and managing your printers to helping digitize your documents and workflows. Be sure to ask about:

Security and maintenance
Environmentally sound practices
Mobile solutions
Digitized workflows

These services can help future-proof your business, and show the ability of the provider to grow alongside your changing needs.

How is your track record? – An MPS provider that provides good services to its customers will be readily willing and able to provide references. Look at businesses similar to your own to see how well the MPS provider has served […]

By |March 29th, 2017|blog|0 Comments

Thinking of a New Copier? How to Know if Leasing or Buying is the Right Choice.

Whenever you need to obtain new office equipment, big decisions need to be made. Choosing the brand and model is just the beginning. How are you going to pay for this new device? Is leasing a better option than purchasing? Here are a few things to consider when making your choice:
Cost
Typically, leasing costs more than buying outright, and when you lease there is no return on the investment.  However, leasing allows companies who might not have the funds to purchase the opportunity to acquire more sophisticated technology than they otherwise would able to afford. Buying a copier is often less expensive, and when it is time to replace it you can often resell it and recoup some of your invested money.
Technology
Buying a copier means that when your needs change, you can sell it and replace it with a new one. However, in practice, many offices do not make upgrades frequently and continue to use their devices even though the technology has become outdated. Leasing allows you to stay up to date with the rapidly advancing technology with a minimum of hassle. This means getting the most efficient machines with lower energy costs to boost productivity and reduce overall expenses.
Financial
Purchasing may require financing, which as a result could  tie up your cash flow in the short term, making it a challenge to finance other expenses. You also may find that when you want to resell the device, it may not hold the same value that it once did. With predetermined lease payments, you’ll have a predictable expense which can help with budgeting. However, if you decide that you no longer need the equipment, you may find (depending upon the terms of your lease), that you may still have to continue to make payments for the lease period even if you […]

By |January 20th, 2017|blog|0 Comments

6 Signs That You Should Upgrade Your Copier

The copier is an iconic piece of every office landscape, blending seamlessly in to the background, and producing copies as needed. But when was the last time you took a really good look at your office equipment? Office technology advances at a rapid pace, and when you consider how much your rely on this workhorse in your day to day operations, it pays to keep up. Here are some signs that suggest an upgrade may be in your near future, or perhaps long overdue.
Frequent Repairs
If you have your service technician on speed dial, it may be time for a copier upgrade. While routine maintenance and periodic repairs are normal, repeated downtime due to service is not only disruptive, it slows down productivity, and can negatively impact your bottom line.
Old Age
Once your office copier reaches, or surpasses, the five year mark, you may be paying more than you need to in maintenance fees, and cost of operation, and will likely be missing a number of key features and upgrades available in a newer model.
Reduced Efficiency
Longer lines at the copier, frequent downtime due to overheating or repairs, and slow processing due to failing or aging parts, translate to a loss of efficiency, and ultimately, a loss of productivity.
Increased Costs
Older, inefficient copiers typically use more energy than their newer, power-saving counterparts. Further cost savings can be realized with fewer repairs and downtime, and by printing marketing or other high-end materials in-house rather than outsourcing.
Inadequate Security
Your copier contains an internal hard drive, and without advanced security measures in place, your confidential data may be vulnerable to identity theft, data breach, or malware. Up to date copiers contain a number of features to prevent your information from falling in to […]

By |November 25th, 2016|blog|0 Comments

Why It’s Important to Plan Printer Placement

The placement of printers within an office is often given little thought, but can have a large impact on your day-to-day operations. When consideration is given to convenient access for all employees, print jobs become more efficient, increasing your overall office productivity.
How Many Printers?
Determining how many printers you need depends on a number of factors:

What types of printing are being done, and by whom?
What materials are being printed on?
Are there functions our printers have that no one is using?
Are there frequent delays due to a lack of printers?

Once you have assessed your current printer use, you can determine the type of printers you need, and how many. Give thought to which departments can easily share a device, with similar print jobs and low volumes. A marketing department may need a dedicated high quality colour printer, while other departments can share a basic printer with fewer functions.
Where Should They Go?
When determining the placement of your printers, it can be helpful to draw a map of your office, noting the location of the highest volume users. Ideally, a printer will be placed near the person or department using it most, but you should avoid placing it in a single person’s office due to distractions. There should also be space nearby for storage of paper and other print materials, toner, and any other supplies.
You will also need to think about a proper printer environment to prolong the life of your device. You should always adhere to manufacturer recommendations to get the best performance out of your printer. You need to avoid areas with temperature extremes, as getting too hot or cold can lower print quality and decrease the life span of your printer. […]

By |October 15th, 2016|blog|0 Comments

Got Questions About Trading-In Your Old Office Equipment? We’ve Got Answers!

It’s a popular trend in business today to trade in older, ineffective and inefficient printers and copiers for new. If any devices in your print network are on their last legs you may be wasting valuable resources and time trying to make them work the way you need them to; and it’s nice to know you don’t have to.
Here are some helpful answers to some of the more common questions surrounding the ins and outs of equipment trade-ins:

How does an office equipment trade in work? After assessing the value and condition of your existing equipment, the next step in the process is to determine the unique needs and requirements of your particular business infrastructure; from there, an informed decision can be made in regards to your upgrades.
How will a trade affect my existing lease? The terms and conditions of each lease agreement may vary, so you’ll need to give it the once over to determine if there will be a penalty for early termination. In most cases the contract will have some flexibility with regards to a trade.
What exactly can I trade in and how do I know what it’s worth? Most printers, copiers, multifunction devices and fax machines are eligible, and their worth will be determined by their current condition, quality of output and the volume of impressions.
What becomes of my older equipment if no one wants it? Your equipment will either be donated to a non-profit entity or recycled accordingly.
Is this process common? Yes! Over 80 percent of used office equipment is traded for newer more efficient models, allowing businesses to increase productivity, efficiency and their bottom line, with a cost effective, sustainable solution to a common problem.

You don’t need to suffer […]

By |September 20th, 2016|blog|0 Comments

The Tremendous Value that MPS Can Provide Your Business

While many people are aware that a Managed Print Services (MPS) provider oversees the printers in a workplace, the value that an MPS partnership can offer to an organization actually goes much further.

By enlisting the help of an MPS provider, your organization will gain visibility and control of your printing costs, which will ultimately save you money and boost productivity in the workplace. In addition, an MPS provider can help you to implement an environmental sustainability strategy and improve document security.
Here are several ways that MPS can bring real value to your business:
Conduct a print assessment. The best MPS providers will begin by conducting a thorough print assessment on the front-end. A print assessment will take into account your existing printing infrastructure and user activities. This is a highly effective way to identity huge opportunities for savings and solutions to optimize current workflow processes.
Provide a game plan for reducing the number of printing devices while still meeting the needs of your business. In many cases, companies are using more printers than they actually need. An MPS provider will create a plan to reduce the number of print devices required while still meeting your organization’s printing needs.
Proactively identify printing issues before they interrupt workflows. An MPS provider uses software that will call attention to potential printing issues before they become a problem. This will significantly reduce the need for service calls and minimize the downtime of your printers.
Help with your initiative to go green. An MPS provider can help your organization to reduce its energy consumption by recommending the use of efficient printing equipment. In addition, an MPS provider can offer solutions to take your workplace digital by converting paper-intensive processes to digital ones and integrating them into your workflow.
Train employees on new printing processes. This will help to ensure a […]

By |August 9th, 2016|blog|0 Comments

Be On the Lookout for Costs Hiding in Your Print Environment

Despite the fact that technology has existed for some time to create a more paperless office, many organizations continue to rely heavily on paper for a number of business processes. Printers are a staple item in most offices, as much a part of the landscape as a desk or a chair; and that may explain why they’re so often overlooked when it comes to reducing spending. Considered by many to be just the price of doing business, printing may go unmanaged, effectively costing your company thousands of dollars each year. Take back control of your print environment by learning where to look for hidden costs and how to manage them.

Low-cost printers may seem like a great deal, but they often cost more in maintenance and toner than their more expensive counterparts. Rather than focusing on the initial price tag, choose a printer that will work hard, is versatile, and offers a high level of security.
Reduced efficiency. Inappropriate printer placement or downtime due to repairs can lead to a loss of productivity.
Unnecessary printing of documents and lack of a print policy can lead to waste. Set printer defaults to double-sided black and white only to reduce paper use.
Energy usage. Newer devices are more energy efficient and include features that powers them down when not in use. Maximize savings by replacing older printers with Energy Star-rated machines.
Quantity vs. quality. Consider switching out single use printers, faxes and copiers for multifunction devices to save energy and space.
Maintenance and repairs. Relying on IT personnel to diagnose and repair print equipment is a waste of valuable resources, as they most likely will lack the expertise, or the time, to fix the equipment.

A Managed Print Services (MPS) provider can help alleviate the burden of these hidden print […]

By |July 15th, 2016|blog|0 Comments

Trim Your Print Expenses with These Tips

The costs associated with printing, if left unmanaged, can be a real drain on the profits for any size of business. Developing a print policy is an easy way to gain control over your office’s cost of printing with the added benefits of increased productivity and efficiency, streamlined work processes, and increased sustainability. Here are some questions to ask that will help you identify areas you may want to address in your office print policy:

Are your printers defaulted to black and white? By setting all printers to black and white, and double-sided print you’ll immediately begin to save. Defaults can be temporarily overridden if need be.
What happens when a printer needs service? Developing a clear plan for troubleshooting some of the more common printer issues, such as a paper jam, can help reduce unnecessary service calls and costs, and keep up productivity.
Who uses colour printing?  Colour printing is expensive. Without some guidelines in place, costs can increase significantly. Implement restrictions by department, allowing colour print for those who really need it, such as your marketing or design team.
Who purchases your print equipment? Uncoordinated purchasing can make your print environment hard to manage. A procurement policy can help streamline the purchase of printers and consumables to help alleviate costs.

Developing a simple, concise print policy is an easy way to reduce unnecessary print costs and waste. For more tips on how to reduce your print budget, give us a call, today!

Are you struggling with getting your print costs under control?  You’re not alone!  Find out how other SMBs manage by taking our SMB Office Challenge today!  

 

By |June 9th, 2016|blog|0 Comments