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

Managed Print Services: An Eco-Friendly Solution

Chances are you’ve implemented a number of green initiatives at your workplace, but are you really doing all you can? Making an effort to conserve energy, recycle and raise awareness about environmental responsibility are all important steps which can yield long lasting results – but don’t stop there! Your print environment holds the key to further savings, both financially and environmentally, and Managed Print Services (MPS) can help you uncover them!
5 Steps to a Greener Business

Partnering with a Managed Print Services provider is the best way to ensure you’re getting the most from your print environment while minimizing your impact on the environment. Take the following steps with MPS and improve your bottom line while making your business a whole lot greener:

Comprehensive print assessment: Establishing your print metrics allows your MPS provider to determine what is, and what isn’t working in your current print environment. Everything from energy usage, to the number and types of printers are accounted for making it easier to identify areas of waste, while highlighting those with the greatest efficiency.
Optimize your print fleet: Consolidating devices, retiring obsolete print equipment, getting rid of underutilized machines and upgrading where necessary to newer and more energy efficient technology can help you to maximize your print fleet, while reducing your carbon footprint.
Decrease output: Installing affordable, secure, reliable print equipment helps to eliminate unnecessary output, saving both your budget and the environment.
Consume less: Create and enforce a series of print rules according to end user or department, and educate employees on the financial and environmental impacts of printing. Measures such as double sided only printing, black and white only, and routing emails to PDF format can significantly reduce the consumption of materials like toner and paper and cut down on energy usage.
Go paperless: Considering the fact […]

By |April 26th, 2016|blog|0 Comments

How to Know When Your Print Driver Needs an Update

Technology is evolving at break-neck speed these days. As a result, devices like smartphones and tablets need to be updated from time to time as new features and security patches become available. The same holds true for your print driver; as your other software products and operating systems are updated, print drivers can become either corrupted or outdated. To keep your printer running efficiently, your print driver will need to be updated on occasion.
The print driver plays an important role. It’s job is to translate data between your applications and your hardware device. Whenever you send a document to your printer it’s the driver’s responsibility to convert that data into printable information that can then be output by your device.
If you are running into these issues, it may be time to update your printer’s driver:

Missing Print Jobs – The documents may not be properly translated by the driver to send to the printer.
Poor Print Quality – Letters and images may become blurred or printing is out of alignment.
Unreliable Connection – The network connection to the printer may turn off intermittently without warning.
Unresponsive Printer – If your printer doesn’t respond to your print requests, it could be time to update your driver.

You can find the latest driver updates on the manufacturer’s website with installation instructions. Carefully check the list of updates available for your specific make and model. Once you’ve installed the update, be sure to test-print documents from different printers and applications to ensure it has solved any existing issues.
Keep your printed documents looking their best by keeping your print drivers current.

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

Don’t Let Money Walk Out the Door: Protect Your Print Supplies from Theft

More than ever, companies contract with outside firms to manage non-core tasks so they can focus on the work that grows their business. Expert providers really can do “it” more productively and efficiently, and that lets you put your attention on what you do best.
Lawn service is an easy (and crazy) example. Companies that employ a service could have alternately chosen to buy a lawnmower and assign someone on their team to cut the grass. But since lawn maintenance isn’t a core business, it just makes sense to hire a professional than to send Bob from Accounting outside once a week.
Toner cartridges are hot targets for office theft. Are you protecting them?Click To TweetWhen you pick a professional, the service provider probably needs to store some supplies onsite. Another example is your breakroom coffee service: the provider probably stores a good stock of coffee, sugar, creamers and cups onsite, so they don’t have to visit to restock all the time. The same is true for print: print service providers need to have all of the supplies needed to keep the printers running onsite or nearby, to ensure things run smoothly.
Many don’t realize that the service providers typically own the onsite supplies, as stipulated in the contract with the hiring firm. The coffee and creamers are owned by the coffee service until used, and the toner cartridges in your cabinets are owned by the print service supplier. The hiring firm is typically accountable for providing reasonable controls for the security of the supplies.
Of course, some things do require more controls than others.
Disposable coffee cups aren’t the hottest item on the black market, but toner cartridges are a different story. You know that supplies are always […]

By |February 11th, 2016|Uncategorized|0 Comments

Productivity up and Paper down in 2016

This post originally appeared on the Limpio blog, January 11, 2016.
The push to paperless in the office is unrelenting. Not purely because companies wish to become more sustainable, but many organizations understand that the increase in productivity by removing paper can have a significant impact on profitability. I believe in 2016 we will take another significant step towards eliminating paper with a vast increase in the use of document authorization via e-signatures.Find out how e-signatures can help you build a smarter document strategyClick To Tweet
Currently in many organizations documents are created, distributed and digested electronically, yet when it comes to authorization of a document many organizations still insist on physical paper. This process causes a massive impact on productivity.
Let me give you an example of a typical sales process and the number of stages organizations go through to obtain a physical signature:
Salesman agrees new contract with client following negotiations
Salesman creates contract for signature and prints out in (probably in color) ready for customer signature
Salesman travels to Client location and reviews document before obtaining signature from client
A copy of the document is taken and given to client who passes to support staff for filing
The file copy is then scanned by support staff and located in relevant electronic document storage. The physical copy is probably then destroyed.
The salesman returns from client and copies document for his own records before passing to sales order processing
Sales order processing review the document then scan and file electronically
Finally, sales order processing then take the paper document and store it in the relevant physical file location.
Compare this process with one whereby the salesman emails the client the relevant document which is then securely authorized via e-signature and returned. No travelling to […]

By |February 2nd, 2016|Uncategorized|0 Comments

Can a Better MFP Really Help You Grow Your Business? Count On It.

Remember that old cliché – Expect the Unexpected? From computer crashes to sick days office life is all about the unpredictable. But every once in a while you’ll find something you can count on – something besides the unexpected.
The WorkCentre 4265 and WorkCentre 3615 from Xerox have both received the distinction of being highly recommended by BLI as “highly reliable”. There’s no greater praise than that.
Click here to view the embedded video.

So what makes these multifunction printers such work horses? In addition to their reputation for reliability, they’re incredibly versatile. The 4265 allows you to scan from anywhere, at any time, at a rate of a whopping 70 impressions per minute. That’s not just reliable; that’s reliable and fast. And speaking of fast, the 3615 is built for speed, printing at a rate of 47 pages per minute. It also offers extra high capacity toner and supplies, which means you’ll spend a lot less time preparing to print, and a lot more time actually printing.
Click here to view the embedded video.

But when it comes to productivity, it isn’t about what these machines can do, but rather, about what they allow you to do. The reliability and versatility of the WorkCentre multifunction printers make it easier for you to focus on growing your business by giving you back time for the things that really matter. A fast, reliable multifunction printer means increased efficiency and far fewer headaches (not to mention a much happier workplace), while the ability to scan from anywhere allows you to simplify and streamline your processes, improving the way you do business. Less time fooling with toner and supplies means more time completing tasks and less time worrying about […]

By |January 26th, 2016|Uncategorized|0 Comments

6 Business Technology Trends of 2016

With the start of a new year, companies are looking at what tech trends they need in order to stay a step ahead of the competition. From big data and smarter design to futuristic 3D printing, there are many impressive technology trends that are hitting the market and forcing businesses to pay attention or get lost in the shuffle. Here are several ways companies need to adjust their practices, policies and software due to top tech trends in 2016.6 tech trends to watch in 2016 to keep your business moving forward via @JTRiptonClick To Tweet
Offering the Experience
With the prevalence of online shopping and browsing, companies are finding it increasingly important to offer a unique experience in-store. Consider, for example, how many bookstores are pairing with coffee shops and offering impressive product displays and reading areas to stay relevant in a digital age. Companies should apply this experience-oriented mentality to their websites and apps, and then allow the online experience to intersect with the store experience. The digital tools of a company must feature a very intuitive design, paired with brand ambiance to give the user a better browsing experience than ever before. Just like the stores must compete to stay relevant, the web design can’t fall below par.
Improving Security
Of course, it wouldn’t even make sense to talk about important tech trends of 2016 without mentioning security. With even major brands like Chase Bank and Target experiencing cybersecurity breaches that affected many, companies are going to be more on edge about security than ever. Hackers are getting smarter, and top-level security is getting harder to offer cohesively on every level. Identity Theft Center reported 783 security fails in U.S. companies in 2014.
Experian noted that employees […]

By |January 21st, 2016|Uncategorized|0 Comments

4 Strategies to Beat SMB Growth Roadblocks

If there’s one thing almost all small to medium businesses have in common, it’s their potential for growth. A logical implication when considering the size of a company is that the smaller it is, the faster it could develop and grow. Periods of growth can be tremendously exciting for a business, but managing that growth can bring challenges. In order to overcome the obstacles before them, entrepreneurs must pay attention to the day-to-day aspects of running a business, while at the same time thinking big to create new and meaningful ways of rising above the competition. Managed the right way, small business can quickly turn into flourishing enterprises. There are thousands of success stories out there, and in this article I’ve listed some ways to get past the challenges and onto the growth with your company.4 tips to knock down growth roadblocks for your SMBClick To Tweet
Plan for Real
Many entrepreneurs make a mistake in creating a business plan only for the purpose of fund collection, and their plans are often too ambitious to be implemented in the real world. One of the main purposes of business planning is to present the project to potential investors, but the plan itself should be realistic. Being too aggressive or blindly-optimistic can lead to number of serious financial problems down the road.
Find the right business plan for your organization. A business plan needs to be:
Realistic – each goal defined in the plan should be achievable;
Specific – it should include all strategies and methods that should be used for achieving business goals;
Easy to read – business plan should be read by both investors and company management and therefore it shouldn’t require any additional sources or long elaborations that […]

By |January 19th, 2016|Uncategorized|0 Comments

The Simple Truth About The Cloud

The cloud is somewhat of an enigma, though ironically, most people in both the private and business sector use it on an almost daily basis. The terminology itself suggests that the cloud is an entity where data such as photos, or documents go at the end of the day, though most people aren’t really sure how they get there. Read on to learn the truth about cloud computing, including what it can do for your business.
The Simple Truth About The Cloud
The buzzword itself might be new, but cloud technology has been around for quite some time. Each and every application that retains your information and is accessible over the Internet uses the cloud. Common business applications and services include:

Dropbox
Office 365
Salesforce
Cisco WebEx
QuickBooks

Benefits of Cloud Computing
Small to medium-sized businesses in particular, have embraced cloud technology, thanks to its many benefits, including:

Cost savings – Rather than paying for expensive hardware or software, the cloud allows users the freedom to pay only for what they will use at any given time. Web-based applications are typically quick and easy to use, and customizable to suit individual needs.
Flexibility – The size and needs of your business can grow and change over time; in the cloud, applications are scalable, and priced accordingly.
Increased accessibility – Today’s workforce is more mobile than ever, and with easy access to documents or applications from anywhere with an Internet connection workers are free to move, while remaining in touch.
Low maintenance – Web-based applications require little to no maintenance, and updates are completed behind the scenes. Experienced on-site professionals are on hand to help with any issues, reducing pressure on in-house IT personnel.

How The Cloud Can Help Your Business
Cloud computing affords small businesses the opportunity to be on a level playing field with big […]

By |August 13th, 2015|blog|0 Comments