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Tuesday Tips - Need to Know about Multifunction Printers

Multifunction Printers

You could fill your offices with multiple printers, copiers, scanners and fax devices, but why do that when one multifunction printer can do the job of all of these devices at once?

Choosing the right multifunction printer for your needs is important. You'll want your MFP to be able to easily keep up with print volumes, produce the quality you require, and do so without breaking the budget. Consider these features when making your choice:

Your Connectivity Needs

Do you have multiple workers in several departments and offices? A network printer is the obvious choice for connecting to your office network. With the explosive growth of employees taking advantage of the BYOD trend, a Wi-Fi capable multifunction printer has become a business imperative.

Your Printing Requirements

It's important that the device you choose meets your daily printing requirements.

  • Duty cycle— Choose a printer that can handle your monthly print volumes without putting undue stress on the device. Choose one that exceeds your demand so it's not running at maximum capacity on a regular basis.
  • Speed— A multifunction printer that can't keep pace with your projects will just cause frustration. Your MFP should have plenty of power to keep up with demand.
  • Quality— Are you printing mostly in-house documentation and reports, or do you need high quality customer facing materials that make a good impression? Choose your MFP based on the quality you require for your ongoing printing needs.
  • Color— Black and white will do the job for basic text documents, but if you're looking for photo quality color, choose a printer than delivers exceptional, consistent color.

Total Cost of Ownership

Ask plenty of questions to find out the cost of consumables and the paper requirements of the printer. A low sticker price often means a higher price tag for consumables, and inferior quality printers use ink and toner at a faster rate than their more efficient, higher-end counterparts. Don't sacrifice quality for a low sticker price and end up paying more in the long run.

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Tuesday Tip

Choosing a Multifunction Printer for College

Las Vegas Office Equipment

Are you a college student looking for a printer that meets a variety of needs? A multifunction printer may be your best option. Manufacturers have developed attractive new options well worth a second look.

Basic Considerations

It pays to make a list of your basic requirements before you speak to a sales representative. You'll save time and be directed immediately to multifunction printers that can fulfill your requirements.

  • Workload & speed— Knowing approximately how many pages you'll need to print in a week or month's time is the first step. If you'll be sharing the printer with other users or expect to print more than 400 or so pages in a month, a laser printer is your best option. It'll deliver sharp, clear text that's nearly waterproof.
  • Automatic duplexing— You'll save on paper and toner if you purchase a multifunction printer with automatic duplexing (2-sided printing) capabilities.
  • Media type— If you'll be using specialty or oversized paper types, check for a MFP that can handle a variety of media.
  • Resolution— Will you be printing specialized documents, like artwork or photographs? Make sure both the print and scan resolution meets your specifications.
  • Additional features— Find out about the secondary features available in the models you're considering, like scan or fax to email and professional finishing capabilities.
  • Connectivity— Built-in capabilities to connect to networks and wirelessly to computers and other devices are becoming an imperative, both for office and home computers. You'll likely want to print wirelessly from multiple mobile devices. Your MFP should be able to meet this need for you without difficulty.

Watch Out for Low Sticker Price Pitfalls

While a low sticker price may be tempting, these low-cost models often have a much higher cost of ownership than higher-valued models. Low-end printers use consumables at a higher rate as well.

When you're ready to choose a multifunction printer or other office equipment for your college years, it pays to seek out quality. Contact us at Premier Office Systems in Las Vegas. We can help you find the perfect match!

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Tuesday Tips - Digitize Your Documents with Ease

Las Vegas Document Management

The advantages of going paperless have many businesses flocking to join the no-paper movement. But others are hesitant: after all, paper has been an office staple for hundreds of years, and changing the entire structure of workflow isn't a challenge to take on lightly. Going paperless isn't as hard as it sounds, and once you've done the initial legwork, you'll reap benefits for years to come.

The basic steps you'll need to take to go paperless are:

  1. Get a scanner
  2. Get a shredder
  3. Digitize your documents
  4. Implement a new document organizational structure and workflow

Those first three steps are easy to do—but don't be intimidated by the last one. As complicated as #4 sounds, we can help make it simple. Let's review these steps in more detail.

How to Go Paperless

Now, it's important to note that "paperless" is still a relatively loose term in today's business world. It's not easy to go entirely paperless when some clients want paper bills and invoices, and while you'll receive plenty of paper in everyday transactions. However, you can reap the security, flexibility, and convenience of digital documents without banishing paper entirely from your office. Here's how.

1. Get a Scanner

This is an indispensable first step if you're digitizing a lot of files. If you already have a printer with a document scanner, you'll need to evaluate how up-to-the-task it is. For instance, a flatbed scanner will make your process incredibly long. You need a scanner that you don't have to "babysit," and that can handle the entirety of your archives.

2. Get a Shredder

Some businesses forget that you'll need to dispose of your paper documents once they're digitized—and you'll need to find a shredded that cross-shreds to ensure security.

3. Digitize Your Documents

This is the part that can be time-consuming, but the office intern will no doubt find it thrilling.

4. Implement a New Document Organizational Structure and Workflow

Once your documents are digitized, they'll be easy to search and share. However, without an organizational structure and digitized workflows, your office won't be more productive; you'll just swap the problems of paper for digital problems. Invest in a document management system and get professional help digitizing your processes.

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Tuesday Tip

Take Control with Managed Print Services

Las Vegas Managed Print Services

Is your current system for managing your print infrastructure causing difficulties and cost overruns? Managed print services can help you take back control. With increased efficiency and decreased costs, it's a win for your Las Vegas business.

How You'll Benefit

For most companies, print costs are largely unknown and uncontrolled, with a large amount of expenses flying completely under the radar. Managed print services can not only pinpoint those expenses, it can reduce them by as much as 30%.

  • Assessment— As analysis of your current print environment will pinpoint areas of inefficiency. You'll know exactly what's being printed on each device and how much it's costing you.
  • Right sizing— You'll find out which devices you really need and which are just a drain on resources. Each device will be strategically placed to optimize workflows and meet departmental requirements.
  • Electronic alerts— Your devices will be remotely monitored 24/7 and your services provider alerted if any service issues pop up. They'll be taken care of before they have a chance to interrupt workflows.
  • Automated supply reordering— You'll no longer need those back-up supplies of ink and toner. Electronic alerts will notify your services provider when defined levels are reached, resulting in an automatic reorder to keep workflows running smoothly. You'll also benefit from bulk price points and eliminate the costs associated with managing consumables.
  • Data reports— Ongoing monthly data reports will show breakdowns of all printing, including costs. You'll know immediately where improvements have been made and what you can do to make further adjustments.

A Green Solution

Despite efforts to reduce, reuse and recycle, we're still using paper at record levels. Managed print services can help you make a difference in the environment by cutting back on wasteful printing practices.

If you're ready to take back control of your print infrastructure, contact us today at Premier Office Systems in Las Vegas! We can help!

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Tuesday Tips - Avoid Office Anarchy

Las Vegas Office Equipment

Is this a scene you could imagine in your office? It might be time to look for new office equipment... Going into your search with some key information will help you find the right device to prevent a mob of angry employees from taking a bat to your printer. There are several questions that you can answer to help you pin down your equipment needs.

Whether you want a copier, printer, or an all in one multifunction unit, these questions can help you determine your specific needs:

How Many Users?

Can your printer handle tons of jobs without wreaking havoc? Office equipment specs include things like time, volume, and monthly output. Over or underestimating your needs is easy to do, so begin by determining how many users will be on a single unit. For example, a desktop printer might work just fine for low-volume printing by one or two users, but may not be sufficient for five or more users.

Which Functions are Needed?

Nobody wants to jury rig your office equipment to get their job done. This question can help you differentiate your need for a standalone versus a multifunction printer. If you only need to print, a printer is probably fine. If, however, you would like to be able to scan and make copies as well, a multifunction would be more productive than standalones. In addition, many units offer finishing options or other options that might make a big difference in your day to day workload.

What are Your Tech Needs?

Employees are enabled to do their job when you've given them the right technology. This question encompasses a couple of key components. First, determining whether or not you will be connecting it to a network creates a set of requirements. Second, if you use or intend to use mobile printing, you'll want to ensure your new equipment supports it. Narrowing down all of your technology-based requirements is important: you want your new device to work with your infrastructure.

Any Other Must-Haves?

Think ahead! What will your office look like in a year, and will your equipment be up to the challenge? This may include security features, the ability to track usage, or anything that you might need for future office growth.

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Tuesday Tip

Automate Accounts Payable With Document Management

Las Vegas Document Management

Would your Las Vegas organization benefit from a faster, better and less expensive way to manage accounts payable? As one of the most labor-intensive processes for most businesses, finance, and accounting departments can see significant benefits through an electronic document management solution. Here are just a few of those benefits:

Improved Productivity

Errors. Duplications. Discrepancies. They all cost money, both in lost time and lost revenues. Automating your AP department through document management can help.

  • Catch discrepancies immediately and reroute to the appropriate department for correction.
  • Process payments faster by eliminating time wasted through paper invoicing.
  • Automated invoicing processes means every vendor is handled in exactly the same way, reducing errors and improving workflows.
  • Proper indexing means invoices are easily filed, shared and retrieved through vendor name, invoice number, date or other necessary data.

Improved Vendor Relationships

Have you ever missed an opportunity to save because you failed to notice an early payment discount? Was a vendor paid late due to a misfiled or overlooked invoice? An electronic document management system improves vendor relationships through timely payment.

Another bonus of good vendor relationships can come in the form of leverage for better prices in the future. Use indexed data to chart the overall performance of vendors to streamline approval and selection processes in the future.

Improved Auditing

While document management does not replace existing accounting software, it does enhance it. Organizing all documents related to Accounts Payable speeds up auditing processes. From invoices and purchase orders to images of payment checks, every document in the entire process is tied together through electronic document management. Retrieve information with just a few clicks or a few keystrokes to verify transactions from start to finish.

If you're ready to stop missing payment discounts and to save thousands on time and money spent managing paper invoices for your Las Vegas company, contact us today at Premier Office Systems to learn how electronic document management can streamline your AP department.

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Tuesday Tips - Solid Ink = Solid Results

Las Vegas Office Equipment

We are happy to provide the best in innovations for our customers by partnering with Xerox. Xerox offers cutting-edge technology in all their products, giving businesses the opportunity to save time, money, and hassle. One of these great technologies is Solid Ink. It produces the most stunning colors and high-quality printing. In addition? It produces 90% less waste than comparisons!

What is Solid Ink?

Solid Ink technology is used in Xerox products because, frankly, it's better. Solid Ink:

  • Is non-toxic
  • Is inspected to ensure high quality
  • Is easy to use
  • Produces beautiful color, every time
  • Offers innovative technology
  • Produces less waste

Solid ink dramatically cuts costs. These savings are especially significant to offices that frequently print in color. However, even offices that only print the occasional color page will see savings, with hybrid color plans available on selected products.

A Little History

Xerox Solid Ink technology was invented in 1986 in the Tek Labs, having been first brought to the market in 1991. Since then, it has been wowing customers with its quality and radiant colors.

Solid ink is a greener solution, a more cost-effective solution, and an advanced solution. It's easy to use and always produces top-quality prints, no matter what kind of paper you use.

Printer Toner Las Vegas  Printer Toner Henderson NV

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Tuesday Tip

The Multifunction Printer—Your New Workflow Solution

Las Vegas Office Equipment

Does some or all of your Las Vegas company's existing office equipment need an upgrade? Are maintenance costs mounting? Or perhaps the technology is not keeping up with your growing needs. Before you invest money replacing numerous devices, you may want to take a serious look at the benefits found in a multifunction printer.

Multifunction printers provide flexibility and cost savings by combining the functions of four stand-alone devices—copier, printer, scanner, and fax—into one efficient device. You gain the combined multi-functionality of four devices in one, and the benefits are substantial.

Save Space

You don't need us to tell you that office space is a major expense. Streamlining your devices from one to four can make a measurable difference in how much room you have available for mission critical tasks. Multiply that by several departments, and the savings are even more significant. Reclaiming desk space could allow for additional employees, more room for workflow solutions, or new common areas for brainstorming and meetings.

Combine Functions

Even if you don't typically use a fax or scanner, you may discover new ways to improve workflows when these functions are suddenly available to you. Scan or fax to email is just one example of a new way to save time as well as printing costs.

Go Green

Today's multifunction printers are energy efficient and have green technologies built in.

  • Save paper with automatic duplexing and settings to eliminate unnecessary pages
  • Cut back on consumables like ink and toner cartridges required for multiple devices
  • Fewer consumables means less packaging waste
  • Save energy by eliminating older, less energy efficient devices

Cut Costs

Multifunction printers have cost savings built in. From paper-saving features like automatic duplexing, which can cut paper usage in half, to high capacity toner cartridges, multifunction printers can significantly reduce your current print spend.

To learn more ways a multifunction printer can take your office equipment to the next level, contact us at Premier Office Systems today!

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Tuesday Tips - Managed Print Boosts Workflow Speed

Las Vegas Managed Print Services

Your printer probably makes an appearance in many office workflows during the day. Whether the marketing department produces some mailing content, the finance department prints quarterly budgets for approval, or the legal department prints out contracts for signatures, your printer gets a front-and-center seat in a variety of workflows.

But do you ever feel like your printer is a bottleneck in the workflow? Or perhaps paper-based workflows, in general, aren't working well for you. Managed print services can analyze and assess these workflows, giving you the opportunity to identify inefficiencies. Stop relying on processes that gum up the gears. Start a managed print services program.

How to Implement an Effective Managed Print Services Program

The first step to an effective managed print program is to find a good vendor to work with. A managed services provider (MSP) is your trusted team and partner when you start your optimization.

Here are the typical steps a MSP takes to implement managed print services:

  1. Assess. In this stage, your managed services provider will look over current workflow and office equipment and identify inefficiencies and gaps.
  2. Plan. Your MSP will then present a plan for improving your current print environment.
  3. Implement. Once you've approved the plan, your MSP will implement a complete overhaul of your print environment and replace any needed equipment.
  4. Optimize. This final step is an on-going one: your MSP will optimize your print environment by monitoring and tracking your print environment.

Your managed services provider is an expert on workflow and how to include effective technology in your business. Bring them on to your team with a managed print services program.

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Tuesday Tip

Paper Saving Tips You Can Really Use

Las Vegas Office Equipment

Despite ongoing campaigns to reduce, reuse, and recycle, paper consumption is higher than ever, with the average office worker using up to 10,000 sheets per year. With a little forethought and extra effort, it's possible for each of us to drastically reduce that number. Here are a few tips to help you get started:

Paperless Basics

1. Adopt a duplex printing strategy. Make it your policy to print on both sides of the page. Today's new office equipment offers technology to make this your default setting. You can also try printing two pages per side, also known as N-Up Printing.

2. Conduct business via email. Skip the printer by using PDF formats and then emailing. Or try a fax-to-email gateway to avoid fax machine print-outs.

3. Think twice before printing. Just taking a moment to think before printing can make a big difference. Cut and paste information from long documents to print only the sections you really need.

4. Don't print for proofing purposes. Many of us print out documents for easier proofreading. Try enlarging the image or taking a break from the screen and proofing later. Better yet, gain a fresh perspective by asking a coworker to proof your work. It can be difficult to notice your own errors.

5. Try Managed Print Services. You'll gain real help cutting back on unnecessary printing with managed print services, saving up to 30% on printing expenses in the process.

6. Communicate electronically. Use virtual calendars, email groups or other systems to send office communications electronically.

7. Install whiteboards. Whiteboards can be used in place of bulletin boards to convey fast and temporary messages without using paper and other consumables.

Be a Trendsetter

When your Las Vegas office sets a green example by initiating sustainable, paperless document scanning practices, your clients and customers will respond in kind. Offer customers paperless billing, send vendor invoices via email rather than through the postal system, and post company newsletters on websites and social media.

Whatever your Las Vegas organization needs, from new office equipment to a managed services provider, Premier Office Systems has you covered. Contact us today!

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