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So far Peter Paul has created 262 blog entries.

4 Ways Managed Print Benefits Educational Facilities

Educational facilities are usually running on a tight budget and are always looking to make sure they are aware of every detail when it comes to cost. It may surprise many schools then when they find out their printing is taking a large piece out of their budget. Managed print is a service that analyzes your printing and deliveries strategies for reducing costs. Here are four ways managed print can benefit educational facilities.

1. Reduce Printing Costs

The first thing a managed print service provider is going to do is assess your current printing environment. Schools use a lot of paper in the processes that they use to facilitate education, but that doesn’t mean it’s impossible to reduce the amount of paper used. There are always ways to cut back on printing and readjust tasks so that people use less paper.

2. Minimize User Frustration

Printer downtime not only affects office systems but educational facilities as a whole. Managed print will cover maintenance and use proactive strategies to prevent downtime to minimize user frustration. Teachers will no longer worry that tests might be delayed or projects stalled.

3. Use New Technology

Often schools are working with a limited budget and feel they are restricted from upgrading their technology. Managed print will determine how best to consolidate your printing fleet and figure out a budget that can handle new investments.

4. Eliminate Inefficiencies

Managed print will consolidate all your service needs to come from one vendor. This is beneficial for the educational field because they are dealing with privacy and efficiency concerns. For example, a managed print service provider will order new ink before you run out leaving you with one less thing to worry about.

It’s easy to see how managed print can cut printing costs for educational facilities. Call us today to learn how you can get started with managed […]

2024-04-03T08:55:58+00:00
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Buying Vs. Leasing Office Equipment

The office equipment universe is an expansive one, with a plethora of brands, features, and devices to choose from. Making the right decisions for office equipment is an ordeal in itself, but there is another question to consider after you’ve determined what your business needs:

Should my business buy or lease office equipment?

While there might not be a right or wrong answer, one option might be a better fit for your company than the other. Let’s consider some pros and cons of each.

Buying Office Equipment

One of the most significant benefits of buying is owning the equipment that your business uses. The equipment is yours; therefore you get to do what you think is best with it. If you want to make changes, upgrades, or customizations, you have the freedom to do that.

You also will have the opportunity to sell the equipment whenever you’d like, which can be put towards upgrading towards new office equipment. Another benefit is having the ability to claim many office equipment purchases on your taxes.

There are some reasons that buying equipment might not be the right decision for your business, however.

Buying office equipment presents a much higher upfront cost. Leasing equipment will give you the opportunity to spread out costs through payments, so it doesn’t get in the way of cash flow. This benefit is helpful to companies with cash flow limitations or with low spending budgets.

Equipment maintenance is another important consideration for this decision. Even if you have a warranty on specific equipment, manufacturers might have you jump through hoops to get equipment repaired and back in your business. You will be responsible for scheduling on-time service appointments for your equipment.

Leasing Office Equipment

The first benefit of leasing equipment is the lack of upfront cost. If controlling cash flow is a concern for your business or if you are on a […]

2024-04-08T12:00:15+00:00Tags: |
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Comparing Office Equipment Dealers

Deciding who to buy office equipment from can be a tough decision. Like any other choice for your company, you want to make the decision that best suits your business. When you are choosing an equipment provider, you are making a long-term relationship decision with another company, so knowing who you’re working with is essential. While cost is an obvious consideration in the decision-making process, there are several other aspects to consider when choosing who you’ll buy your office equipment from.

Comparing Copier Dealers

So how can you compare providers to know who is best for your business?

The internet is a great place to start. You can find dealers, reviews, and feedback online from others’ experience with office equipment dealers.

Another consideration is the website that a provider uses to sell their equipment and market their company. While a sleek, modern site might not guarantee incredible quality, it does show if a company cares about their public image. Do they market their business openly or do they seem to be holding something back so that you’ll reach out to them?

Contacting the companies that you are considering working with is the next important step in this process. You’ll want to consider their response time and willingness to work with you. Make sure that they make your business a priority and don’t merely add you to their list of clients.

How is their Service?

Knowing the quality of the brands that a dealer works with is an important part of this process. You’ll also want to know what kind of service and support a company will offer you if you buy from them. Discussing the ordering process is essential to find out, so you can find a provider who makes the ordering process as painless as possible.

You or Them?

When choosing an office equipment provider, you want to find a dealer […]

2024-04-08T14:29:01+00:00Tags: |
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9 Considerations for a Multifunction Printer

All-in-one printers are an excellent choice for businesses looking to conserve space and technology. These multifunction machines offer impressive features to help a business increase efficiency and productivity. Evaluating your options for a multifunction printer can be daunting, with there being seemingly endless customizations and options for your company. Here are nine things for you to consider when making your decision:

1. Performance

Multifunction printers have a variety of capabilities; besides printing, they often can function as a scanner, copier, and as a fax machine. Consider what functions might help your company and make sure the manufacturer has not compromised on print quality to offer competitive pricing.

2. Inkjet Vs. Laser

Inkjet printers typically cost less than laser printers. The cartridges cost less to replace, and they offer a wide variety of print options. Laser printers will provide a better consistent, quality print, however. A laser printer’s cartridge will last significantly longer, making it more cost-effective over the long run.

3. Scanning Abilities

Scanning features that might help your company include an automatic document feeder, high-resolution scanning, and a flatbed scanner.

4. Resolution

One of your highest priorities for a printer is that it prints high-quality images and documents. Be sure to examine the DPI of the printers you are considering so you get a machine that will meet your business’ printing needs.

5. Print Speed and Performance

When choosing a printer, be sure to find a printer that boasts high print speeds but doesn’t sacrifice quality. You don’t want employees lined up at the printer, but you also don’t want poor prints.

6. Network and WIFI Connectivity

Connecting computers throughout the office to your multifunction printer is a critical piece of your business’ printing. If your company uses desktop computers, an Ethernet network will help connect computers to your printer. If your employees use laptops, you should consider a printer […]

2024-04-08T11:55:10+00:00Tags: , , |
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Is Your Printer Protecting Your Documents?

Businesses of small and large sizes are starting to realize the importance of document security. There is a significant risk of losing sensitive files and information, so taking the right steps to protect your documents is critical. The wrong printer can result in costly security breaches, but there are some steps your business can take to secure your documents. Let’s check them out:

Don’t Leave Documents Out

We’ve all sent a document to the printer and then have taken our sweet time in getting it out of the tray. This is dangerous! When prints are left in the tray, they are easily carried away with other employees’ prints or intentionally taken from the tray. Leaving documents that contain someone’s pay information or sensitive business plans or statistics can be disastrous.

Password Protect Documents

When sharing documents throughout the office, protecting them with a password is an effective way to keep them from unwanted viewers. Choosing a printer that will help you password-protect documents is a critical decision in document security.

Automatic File Backups

Many printers can automatically save a scanned document straight to your cloud service. This is a great feature that protects your documents from the chance of being deleted on a local computer or drive. Be sure to find a copier that protects your files and automatically backs them up.

Mobile Printing

A dangerous feat in printing is passing a document along to someone else to print it for you. Sharing files might be a common practice for remote employees, who do not have local access to your business’ printer. Equip your office with a printer that can allow remote employees to print directly to you, rather than needing to pass around sensitive information to someone who can print it.

Protect Your Printer’s Hard Drive

New multifunction printers are equipped with hard drives that assist the passing along of files throughout […]

2024-04-03T08:45:57+00:00
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Increasing the Life Expectancy of Your Print Equipment

Investing in print equipment is no small matter. When you pick a device for your office, you are buying a machine you hope to last a long time. You may think you’re doing enough by scheduling regular maintenance appointments, but there is, even more, you can do to ensure your equipment has a long, efficient life.

Here are four tips for lengthening your printer’s lifespan:

1. Train Your Staff

A common error in offices is the lack of training for employees that use your print equipment. When left to learning a device by themselves, they might perform basic functions incorrectly that could lead to damage and wear on your printer.

Employees should even be trained on how to use your device’s most basic functions. This includes powering on and off the machine, reloading paper products, and replacing toner or ink. This training should also include covering the features associated with your device, like if it is a multifunction machine.

2. Designate a go-to Operator

One staff member should be trained for troubleshooting or training advanced functions. They should be knowledgeable of all aspects of the printer, giving your office an in-house professional who can assist printer use.

3. Use Quality Supplies

Quality is probably a top priority for your business’ prints. To see quality prints, you need to use quality supplies. Be sure to use the manufacturer’s recommended paper, ink, and toner to see your printer operate as long as possible. Low-quality supplies might have a more appealing price tag, but they will hurt your printer in the long run.

4. Keep Operations Clean

Keeping your printer in a clean environment will help ensure its longevity. Making sure that employees don’t use the device with dirty or sticky fingers will ensure that your device is kept clean from dirt and gunk. Regularly cleaning and dusting your printer’s surfaces and trays will keep […]

2024-04-08T11:49:21+00:00Tags: , , , , |
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Office Equipment: Buying Vs. Leasing

If you are a small business owner, considering the price tags associated with office equipment is scary. Many new businesses don’t have a high budget for investing in equipment, so leasing necessary devices is a common practice.

Of course, there are reasons why paying the extra initial costs for purchasing office equipment might be worth the heftier price. So how do you know if buying or leasing office equipment is best for your business?

We’ve put together some tips for choosing between buying or leasing office equipment:

Buying

Purchasing office equipment has many benefits that leasing can’t offer. First, buying the devices for your office means that you own them with no strings attached. You can also make alterations or replacements without violating any contract. You are free to choose the brands and models you desire since you aren’t bound to any seller’s restrictions.

If office equipment fits your budget, is inexpensive, and good ratings, purchasing is the best choice. Buying also comes with special tax incentives unique for purchasing equipment.

Many industries only require robust office technology periodically, making buying a poor option for those businesses because when the equipment becomes outdated, you’re stuck with it. For many expensive devices, purchasing might not even be an option for companies with a small budget.

This is where leasing comes in to play.

Leasing

Leasing office equipment has become an effective way to assist business in filling their equipment needs. If you need to upgrade equipment every few years to keep the latest and greatest devices in your office, leasing is a wise option for your business. Leasing also presents a smaller upfront cost, saving the cash your business needs to operate with.

Another benefit to leasing equipment is the maintenance programs offered […]

2024-04-08T14:27:40+00:00Tags: |
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Why Your Copier Needs Color

When businesses are considering their purchase of a new copier, a common question is if their copier needs to copy and print in color. Typically, this question doesn’t have as much to do with the function of printing or copying in color, as much as it concerns the costs associated with it.

Many are concerned that choosing a color copier would cost them more. Many businesses also find themselves concerned that employees might utilize a color copier for personal use than if it were black and white only. Cutting costs wherever possible is essential for every company, so these stresses make sense.

While these concerns are valid, there are some reasons to believe purchasing or leasing a color copier may help you save money:

1. Desk Top Printers Cost More to Print

Replacing the cartridges for a desktop printer is extremely expensive. Leasing or purchasing a color copier will help you eliminate the high costs of operating a color laser printer. It is believed that it costs nearly 300% to 400% more to print on a desktop printer than it would be to print on a new color copier.

2. Print Monitoring

New color copiers can set up accounts for each employee’s printing so that it can be monitored and controlled. This helps discourage employees from excess or personal printing on a company device.

3. No More Outsourcing

Local print specialists are a blessing for personal printing, but they are expensive for businesses to use for all their printing needs. Outsourcing colored prints can cost between 500% and 2,000% of the cost it would be to print in-house. These costs are preposterous for the business trying to save money; investing in your own devices is a much more cost-effective decision.

4. Reduce Waste

Many businesses order extra prints when they use a copy center to avoid having to make additional trips to […]

2024-04-03T08:40:12+00:00
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5 Benefits of Print Management Software

 

Managing your company’s print process can be a stressful, time-consuming practice. One way your business’ printing can be streamlined is by integrating it with print management software.

This software can help identify your business’ print spending and offer solutions to help control costs. Here’s how print management software can help:

1. Insight

To start cutting costs and identifying workflow issues, you need to know what the current process costs and looks like. Print management software can assess print volume, audit devices, and offer plans for optimal workflows.

2. Daily Oversight

When enlisting print management software, you are installing a day-to-day manager to keep a close eye on your devices and print environment. The software can help monitor devices for maintenance, repairs, and software updates, and can automate the replenishment of supplies.

3. Improved Processes

Print management software helps speed up employees’ work by automating their work. By turning daily prints and forms into digital workflows, your employees can work quickly and efficiently.

4. Increased Security

Data breaches are a threat to any business using modern printers, which are commonly connected to devices and networks in your office. A lot of sensitive information flows through your company’s printer, and print management software can help protect that information.

5. Track Usage

Print management software can give you peace of mind through its monitoring process. This will encourage employees to print only when necessary and will keep personal prints minimal. Tracing your business’ printing can help you recover costs and limit and control usage on your device.

Print management software can transform your business’ printing costs, from administrative spending to wasteful habits. To find out more how print management software can help your business, contact Peter Paul Office Systems today!

2024-04-03T08:35:29+00:00
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Simple Recycling Practices for Printer Cartridges

Businesses all around the country are flying through printer cartridges. Millions of ink and toner cartridges end up in landfills every year and sit there for years based on their lengthy decomposing process. Recycling these old cartridges has never been as important as it is today.

Luckily, there are some incredible solutions available for the modern business who wants to reduce their contribution to the carbon footprint that is left from old cartridges.

Return to Local Office Stores

Many office retailers have also realized the impact that cartridges have on the environment, so they have taken steps to solve the problem. Check the websites of local retailers, and you’ll be sure to find a supply store who would gladly take your old cartridges.

Return to a Recycling Facility

You might not realize it, but there are local recycling facilities available for your business to return cartridges to. To find a facility near you, check out Earth911’s Website where you can filter recycling centers for different materials. This is a great option if a local office store doesn’t recycle cartridges.

Return for Cash or as a Fundraiser

eCycle Group has made it possible for businesses to earn extra cash by recycling at least 20 items or 20 pounds of products. They also help businesses and organizations organize fundraisers and offer tools to help gather recyclable products for returned cash. Just collect the cartridges, package them up together and then ship them off. Checks for recycled materials are issued monthly.

Refill Original Cartridges

The last option to consider is refilling original cartridges with brand-matching ink. Most big name brands sell refill kits for their products, reducing the number of cartridges a business goes through. A cartridge can only be refilled a couple of times, but this is an excellent option for reducing the number […]

2024-04-08T11:58:01+00:00Tags: |
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