5 Ways Managed Print Will Cut Printing Costs

Managed print is a service that aims to eliminate printing behaviors that cost your company money. By assessing your printing environment, a provider can make recommendations that will decrease costs. Here are five ways managed print will cut expenses.

1. Consumables

One less talked about aspect of managed print is their consumable ordering schedule service. Managed print will assess how much paper and ink you go through and when it needs to be ordered. This will prevent extra consumables stacking up in the supply closet and save you money.

2. Hardware

Assessing your printing fleet is the first step of managed print. They will figure out if any of your printers are costing you too much money. If running the printer expends more energy than it’s worth, they will advise you on replacing it or consolidating the rest of your fleet.

3. Production

As a managed print service reviews your printing fleet, they will minimize downtime. When you eliminate machines that are always in need of assistance you increase productivity thus increasing profits.

4. Print Policies

A significant feature of managed print is creating print policies. Print policies act as guidelines to inform employees how to print. This includes requiring duplex printing, restricting color printing, and banning the personal use of the printer. Printing policies make sure everyone is on the same page.

5. A Healthy Printing Fleet

Managed print can help educate your employees on printer maintenance. Chances are your IT department is called in to fix service issues on printers instead of focusing on their business-critical tasks. Allowing managed print to step in will help alleviate this problem.

There are a lot of printing aspects that can sneakily add costs to your budget. Managed print is a tool that will help eliminate these costs. Call us today to learn how we can help!

2024-04-03T09:54:07+00:00

Multifunction and Single Function Printers: Which Do You Need?

Replacing or purchasing a new printer gives you the chance to invest in equipment that suits the needs of your company. If you haven’t worked with a multifunction printer, you may be wondering how it might serve you better than a standard printer. Here are some pointers on deciding what’s best for you.

Analyze Your Needs

The first question to ask yourself when deciding between multi or single function printers is, what are the needs of your office? There’s no sense in bringing in a fax or scanner if they are rarely going to be used. On the other hand, if you’re continually outsourcing copy jobs because all you have is a single function printer you will benefit from a multifunction printer. Another feature to consider is speed and quality. If you are printing graphics that need high-quality ink, you may not find a multifunction printer that can fulfill that. In this case, investing in a single function device will better suit your needs.

Ease of Use

A benefit of multifunction printers that many offices claim is ease of use. Instead of having to learn multiple brand functions and equipment types, a multifunction printer only has one manual. Another benefit of a multifunction printer is being able to complete a project with one device. You can switch between functions and scan information that is printed and then copied multiple times.

Which Do You Need?

When it comes down to deciding between a multi or single function printer you’ll have to figure out which you will get the most benefit from. If your office doesn’t regularly scan or copy it’s easy to say you only need a single function printer. Investing in a multifunction printer will be worth it if you are continually producing documents. If you want to learn more about choosing the best office equipment for your company, 

2024-04-08T12:06:40+00:00Tags: |

4 Key Benefits of New Office Equipment

 

Everyone loves new equipment; there’s an excitement about using something for the first time. While new laser printers and Ricoh copiers are fun, sometimes they’re also necessary. Here are four reasons you should consider new office equipment.

1. Increased Productivity

Are you avoiding the printer? If so, it’s easy to imagine that there are a lot of people in your office who try to avoid interacting with your office equipment. If this is the case, then people probably aren’t being as productive as they could be. New equipment that works is bound to help people get more done.

2. Energy Efficient

We can’t physically see how printers consume energy so we might forget that an older printer is not sustainable. If you’re looking to increase energy savings and create a more green office environment, replacing old devices is a great place to start. New printers and copiers are made to use as little energy as possible.

3. Quality Documents

If you are putting up with smudged, low-quality prints, you’re not alone. Many companies deal with low-quality printing regularly. If you’ve called in a service person for maintenance and followed cleaning instructions, it might be time to throw in the towel. A new printer will produce documents that your business is proud to pass on to clients or vendors.

4. Ease of Use

If your office equipment is outdated, it can be frustrating to work with. People are beginning to work in a mobile setting and should be able to print wirelessly or through your network. Invest in the future of your business by updating your software.

Sometimes all we need is a little push to make a change. If your office equipment is slowing down your productivity and not producing quality documents, it’s time […]

Renting and Leasing: Key Differences

Your office is looking for a new multifunction copier, and you’re not sure you want to purchase a new device. Renting and leasing are both feasible options depending on what you’re looking for. Take a look at the fundamental differences.

Renting

A small percentage of companies choose to rent multifunction copiers, but for specific reasons. A reason for renting office equipment might be that you are just starting your business and are not sure how a multifunction copier will fit into your budget or needs. By renting you can gauge how often the copier is used and what type of device you will need going forward.

Monthly Costs

With flexibility comes a higher price tag. Renting is a little more expensive because you are using it for a short term. There also won’t be an ownership option at the end of your contract as equity hasn’t been built up.

Leasing

Leasing a multifunction copier is beneficial for many reasons. You can use equipment without making an upfront investment. Your ability to change devices is also flexible. If you’re ready to upgrade to the new software you’re not tied to the copier you initially chose. Many companies lease for this reason so that they can keep up with technological trends.

Monthly Costs

With a lease, your cost of the equipment is spread out month to month making acquiring new devices much more manageable. You’re also building up equity and have a few choices at the end of your contract. You can return the equipment and be done, renew the lease, or buy the copier.

Whether you rent or lease a multifunction copier depends on the length of your need and budget. Renting is an excellent option if you don’t want to commit to a monthly agreement and leasing allows you to lock in an affordable rate with a few end of […]

2024-04-03T09:39:55+00:00

The True Cost of Printing

Managed print is a service that reduces the cost of your printing. It’s easy to think you have a handle on how much your spending on printing, but there are hidden costs. Let’s take a look at how managed print can help get your printing costs down.

1. Leasing and Ownership

Purchasing a printer comes with additional costs that a business should be aware of. Consumables like paper and ink need to be stocked to keep the office running. Leasing a printer usually comes with a materials stocking service. Managed print can assess your current service agreements and help you decide if leasing or buying is more cost efficient.

2. Types of Documents

If you are creating quality graphics advertisements, it’s going to cost more than double sided text records. Either way, you’ll want to make sure employees are using the correct printer per project. Managed print will take not of which printers are being misused and redirect jobs to the proper device.

3. Paper

The cost of paper isn’t hidden, you can see it on an invoice. What you might not see is how much paper is being wasted. Whether team members are printing frivolously or making mistakes, the cost of wasted paper can add up. Print policies created by managed print can get these habits in check.

4. Security Risks

A lot of focus has been put on protecting digital data, but paper-based security breaches exist as well. Anyone can walk by a printer and look at a document or grab it off the tray. Prevent this with user authorization codes that release print jobs.

Managed print can help find all the hidden ways your print environment is costing you more than you think. For more information on assistance with reducing wasteful printing practices, call us today!

2024-04-03T09:35:59+00:00

3 Benefits of Mobile Printing

Only being able to use a printer from one specific desktop is inefficient and unproductive. Fortunately, in today’s wireless world there are mobile solutions for making the office more accessible wherever you are. Mobile printing allows you to use a printer without being connected to a cord. Here are three benefits of mobile printing.

1. Increase Collaboration Opportunities

Mobile printing removes the need to be in office to print. This opens the door to diverse employee situations as well as expansion plans. If someone is sick or taking leave to stay at home with a partner or child they can still contribute to needed projects. The other situation that mobile printing enhances is offices that are spread out geographically. For company’s who are expanding rapidly, many people will work remote as they set the basis for a new office.

2. Ability to Work on Your Own Device

Office technology comes in all forms and from many different brands. That being said people tend to have a favorite computer or smartphone interface. Mobile printing allows people to use their equipment of choice as they are not tied to a network and connected PCs. If someone wants to bring their laptop to work every day, they will still be able to use mobile printing. Same goes for people who are on the move and want to use their smartphone. Mobile printing increases the accessibility of a printer.

3. App Compatibility

Working with mobile printing means you can take advantage of apps either on your printer or printing device. This gives you the flexibility to edit documents with text or apply changes to images. Some modern printers even have specific apps that allow you to go in-depth with creating an impressive project.

If being able to use printers more freely is something you want in your office, call us today! […]

2024-04-08T12:06:05+00:00Tags: |

All About Copier Maintenance Contracts

Entering a contract can be intimidating but having more knowledge about how it will benefit you can calm your nerves. Copiers and printers are staples of office function and cause a productivity stop when they are broken. If you are entering an equipment lease, these are things to know about copier maintenance contracts.

Why You Need a Maintenance Contract

Equipment, no matter how new or expensive, can fall prey to a malfunction. A maintenance contract and service-level agreement (SLA) are essential for protecting your business. If a device happens to have an issue, any downtime you experience because of it affects your business. Whether it lasts for hours or days, you want to get in touch with a service technician as soon as possible. Then you can return to providing service to your clients who don’t want to experience a delay.

What’s in a Contract?

In a copier maintenance contract and SLA, there should be regular performance check-ups on your equipment. If a service technician is viewing your printer or copier before it malfunctions, then you’re more likely to avoid unnecessary downtime. A technician can assess the status of your equipment and make recommendations to keep it up to date. Plan these strategically such as before when you know you’re going to have a busy month or a big project due.

Copier dealers also suggest maintenance contracts because it will be easier to receive service quickly if you do have a problem occur. It should only take a few hours for someone to come to your office and help you out. Some companies even provide 24/7 remote service.

Working with a Copier Dealer

When you lease or buy from a copier dealer you are entering into a relationship that should be beneficial to you. Choose a copier dealer that is well regarded and employees highly skilled technicians. These choices will […]

2024-04-08T14:36:10+00:00Tags: |

Using Your Multifunction Copier to Improve Office Efficiency

Work processes within office spaces can affect production and ease of workflow. If you’re looking to improve your office work systems, you might look to a multifunction copier. A multifunction device can improve efficiency in a few ways.

Assessing Running Costs

Multifunction copiers that have a lower running cost and don’t use up cheaper printer toner are usually more expensive up front. This leaves some businesses in a bind as they don’t have the capital to make the upfront investment. If this is the case for your company, there are other ways to reduce printer overhead.

Start by adjusting printing settings to draft and black and white. This will use less energy and toner. High capacity ink cartridges can also help save on running costs. While you’re making your setting more efficient, check on your warranty. If it’s still active, you can have any other problems fixed.

Printing Double Sided

There are some situations when printing double-sided is not possible, but for the most part, documents can have text on both sides. You can even choose how you want the text to flip over. Long edge binding will read like a book while short edge binding will involve flipping the paper vertically. Double-sided printing saves on printer supplies, which is more sustainable as well as cost-effective. It can also make putting together packets less time consuming as you’ve reduced the number of pages involved.

Benefits of a Multifunction Device

A multifunction copier wraps a printer, copier, scanner, and sometimes fax into one. The duality of the equipment makes it easier to get everything done at once. You can scan a document, edit it, and then make copies for redistribution. Multifunction copiers also improve the energy efficiency of an office. If you’re ready to make a change in your office with a multifunction copier, call us today!

4 Key Things to Know About Managed Print

An office print environment can vary from business to business and differs based on size. Even in different settings, there is always room to improve and make it more efficient. Managed print is a third party service that incorporates modern technology to give you insight into your printing costs.

1. Automate and Simplify

The term managed print is slightly misleading because it’s about more than your use of paper documents. The service is an opportunity to heighten your office’s view of document management and restructuring printing policies. Managed print is also meant to function as a step towards automating processes to become digitized. Workflow automation can go beyond just scanning paper. You can evolve from handing out paper forms to emailing pdfs that receive digital signatures. The more your office moves away from paper-based processes, the more simple it becomes.

2. Document Security Improves

A managed print service provider will work closely with your IT team to establish a secure network that utilizes authentication, encryption, and virus protection. A closely tied IT network and print policies will make it possible for employees to print what and when they want without worrying about data security.

3. Increase Sustainability

The first step of managed print implementation is an assessment of your print infrastructure. The data your provider collects will give you insight into where there is overuse of energy and resources. With this information, you can improve print efficiencies either by switching out outdated equipment or redirecting print jobs to suitable devices.

4. Gain Clarity

Possibly the most beneficial part of managed print is the knowledge you gain about your companies printing habits. Your provider will create strategies based on their data collection that will help you reach your end goal whether that’s increasing productivity or cutting printing costs.

Managed print will give you the tools to simplify your print environment while maximizing […]

2024-04-03T09:27:34+00:00

4 Essential Tips for a HIPAA Compliant Print Environment

Patient records are confidential which means whenever a medical facility is printing they have to take extra care to protect their data. HIPAA compliance can be kept up with by following these four tips.

1. Locked Paper Trays

The accessibility of printers in hospitals and medical institutions is necessary to receive required paperwork. The downside of this convenience is that it compromises patient confidentiality. To combat this problem healthcare environments can implement locked paper trays. This straightforward term means that the paper tray will release when an authorized user is present. This simple step will keep you compliant with HIPAA.

2. Secure Print Software

When printing prescriptions who is there to intercept it? If you don’t know the answer, then you need to secure your print software. Printing should only happen after verification. Verification can be swiping a badge or entering a passcode. An authorization step should be required for any printing that involves patient information.

3. Hard Drive Security

Printers are like computers and have hard drives. These hard drives receive and store information, including confidential client data. To protect your printer hard drive, there are three things you can do: Encrypt the hard drive Scrub and erase when replacing a printer Destroy or safeguard old hard drives

4. Tracking and Managing Devices

Medical facilities have a lot of printers on site, so it is essential to keep a record of them. If someone performs maintenance or replaces a part, there should be a note. This holds all staff and service people accountable for what information does and does not end up in the wrong hands.

These four tips will ascertain that you are following HIPAA guidelines. If you have more questions, we are happy to help answer them. Please contact us today!

2024-04-08T12:05:15+00:00Tags: |
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