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Fixes for 3 Printing Problems

Office Equipment

You don't have to be an expert to solve printing problems—which is good, considering that they happen on the regular. Even a high-quality machine is bound to have its occasional paper jam or confusing error message. Here are the fixes for a few common printing problems—we promise, you'll be printing again in no time.

1. Mobile Printing

Isn't amazing that even in our fast-paced world of smartphones and tablets, printing from a mobile device is so complicated? It doesn't have to be. With Xerox Mobile Print, you can treat a tablet or smartphone the same way you do your office computers, and get a lot more done because of it. Learn more at our website.

2. Paper Jams

Although this may be the most common printer problem, not everyone knows how to fix and prevent it. Paper jams are generally caused by using the wrong weight of paper in a printer, or by failing to clean the printer properly. Follow the manufacturer's instructions for proper paper weight and clean your printer regularly. Better yet, enlist a trained professional to keep your printer running smoothly at all times.

3. High Printing Costs

The most common complaint we hear about printing? It's too darn expensive. That's why we offer our managed print services, a comprehensive way to lower your printing costs and up your productivity. Contact us today to learn more about how you can make your print environment into a well-oiled machine.

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End of Year Tuesday Tips #4: How to Boost Productivity in the New Year

Tuesday Tips

Lots of people make New Year’s resolutions. They tell themselves that they’ll do things like exercise more, eat better, stop smoking or learn some new skill. The same basic desire lies at the heart of all these resolutions: People want to make themselves better.

In a way, this month’s blogs have all shown you how to make some New Year’s resolutions for your business. We’ve given you steps for assessing the current state of your business and planning out how to make improvements. Last week, we looked at ways to lower your expenses. In this final blog of the year, we’ll give you some tips for increasing your productivity.

Streamline Workflows with Multifunction Devices

Advances in office technology have made it easy to multitask and tighten up your workflows. Multifunction printers (or MFPs), for instance, enable you to not just print flawless documents quickly and but also scan them. Once you’ve captured a document, many models allow you to fax it, email it or store it on your network directly from the device.

Go Digital with Document Management Solutions

Implementing a document management solution can help optimize your company’s productivity as well. You can integrate them with MFPs on your network to analyze scanned documents and route them automatically to appropriate locations and personnel.

In addition to these features, document management software allows you to rely less on paper files. You can store information electronically and retrieve it easily whenever you have a need for it. You’ll be able to reduce storage costs and get work done much faster.

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Tuesday Tip

End of Year Business Tips #3: Ways to Cut Equipment Costs for the New Year

Tuesday Tips, Cut Costs

In last week’s blog, we gave you some tips on assessing the current state of your business now that the New Year is almost here. Specifically, we recommended that you ask two questions:

1) “How can I save more?”

2) “How can I work better?”

In our next two blogs, we’ll give you some good ways to answer these two questions. We’ll begin with the first question and look at how your business can cut costs going forward.

Buy Cost-Effective Devices

If you’ve owned cars, you’ve probably reached a point where you start thinking that they cost you more than they’re worth. Between paying for replacement parts, lower gas mileage and your own evolving transportation needs, a time can come where buying a new vehicle becomes the most sensible option.

Your office equipment is the same way. For example, if your end-of-year assessment showed that you’re spending a lot on toner and service calls for your printers, you might consider upgrading your devices.

A new multifunction printer could give you better prints with less energy and resource usage. Also, investing in document management software could reduce your need to print at all. Naturally, this would cut your expenses for producing and storing paper documents as well.

Consolidate Your Existing Equipment

Why have four machines in your office when one will do? Buying new devices that makes other equipment redundant can help you reduce your future expenses. A multifunction printer is a perfect example: It eliminates the need to own a printer, copier, scanner and fax machine by performing the functions of them all.

Of course, you don’t always need to purchase new equipment. In some cases, you can cut your costs simply by getting rid of under-utilized devices. Our Managed Print Services can help you figure out exactly how many printers your workplace needs to stay productive. We can also help fine-tune your workflows, which will raise your bottom line.

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Tuesday Tip

The Internet of Things and Lessons Learned from Managed Print Services

Managed Print Services

The Internet of Things. In the most basic of terms, it means it won't be long until any device with an on/off switch will be connected to the internet. Think beyond cell phones and computers, which are already connected, to the many devices you use each day. Starting with the coffee pot and toaster in the morning and ending with the car you drive home, an inventory of the devices that serve our needs each day is extremely long. And the IoT includes not only the devices, but the millions of components that make them work. Gartner analysts estimate over 26 billion devices and their components will be connected by 2020.

The concept may seem startling now, but eventually we'll become accustomed to the advantages the Internet of Things has for each of us. A car-calendar-traffic report connection can suggest a different route to a meeting, with no effort on our part to make it happen. A component on a jet can warn mechanics that it's due for maintenance or replacement, making air travel safer for everyone.

Managed Print Services & The IoT

Managed print services is a tried-and-true snapshot of the advantages of the Internet of Things. Already in place and hard proof that communication between devices can provide some real benefits, the managed print services experience can contribute some valuable insight to the movers and shakers who'll make the IoT a reality.

  1. Leverage intelligence to improve productivity and reduce waste. Managed print services already does this. Documents are directed to the most efficient device in terms of economy of time and supply usage.
  2. Security must be a top priority. Managed print services addresses the issue of security by recognizing and implementing protocols to protect sensitive information as it flows between devices.
  3. Use data to improve procedures. Managed print services uses collected data to improve workflows and increase productivity.

To learn how managed print services can connect your devices to your workflows, contact us at Premier Office Systems today!

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End-of-Year Business Tuesday Tips #2: Investing in Products and Services for the New Year

Tuesday Tips

In last week’s blog, we gave you some tips for making an end-of-year assessment of your company’s equipment and processes. The three big points were:

  • Make sure your current hardware is operating as well as it can.
  • Review your annual budget and see where you’re spending your time and money.
  • Go over any problems you had or complaints you received over the past year.

Once you’ve figured out your current state of affairs, you can start thinking about the future. You can begin to look for ways to make your workflows more productive and trim away your expenses.

Here are a couple of questions to ask as you’re preparing to invest in products and services for the future:

How Can You Save More?

Take another look at your budget and start asking if you can possibly cut down certain items. For example, see how much you’re spending on printing supplies and paper:

  • Did you really need to purchase or use so much?
  • How many documents printed did you actually use?
  • Do you have supplies gathering dust in your closets and cabinets?

The answers you find to questions like these could help you rein in your printing expenses next year. Our Managed Print Services could help you gather this information if you’re having trouble doing it yourself.

How Can You Work Better?

After you’ve thought about your budget, give some thought to your daily operations as a whole:

  • Which issues take up the most of your IT staff’s time?
  • Which tasks take the longest time to accomplish?
  • Do you or your employees have trouble keeping track of information?

The answers to these questions could point towards some adjustments you may need to make to your workflows. For instance, you might consider switching from storing physical documents to digital files to make it easier to find your important records. We’ll look at some ways to manage your budget and improve your efficiency in upcoming blogs.

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Tuesday Tip

Meet Compliance Challenges with Document Management

Document Management

It's no secret that healthcare compliance mandates have become stricter and more complex in recent years. Healthcare and insurance providers have little choice but to do everything they can to stay compliant without sacrificing their first priority—their patients and customers.

Regulation Headaches

The fallout from new regulations has had a drastic effect upon all those involved in the healthcare industry. Employees are asked to work longer hours, learn new rules and increase response times. Providers are absorbing greater expenses and are doing all they can to avoid the fines and penalties that follow when deadlines and processes aren't met exactly to specifications.

Why Paper Processes Don't Work

Traditional paper processes simply cannot stand up to the rigorous requirements of the new compliance regulations. For example, new 48-hour mandates for approvals and addressing grievances are virtually impossible to meet with paper-based systems.

Paper requires hands-on, step-by-step procedures before any action can be taken. From receiving mail to opening, sorting, reading, categorizing and then delivering to the responsible department, the process can take days or even weeks. Matters are further complicated when documents become lost in the shuffle.

Obviously, new document scanning solutions are required if there's any hope at all of staying compliant.

Automation is Imperative

If providers are to avoid penalties and fines, it's critical that paper processes are abandoned in favor of automation. Fortunately, a document management solution can give companies a successful way forward.

  • Receive, process, and address requests and grievances faster and more efficiently with a streamlined digital process that bypasses inefficient paper-based systems completely.
  • Track and stay updated on progress with real-time versioning, audit trails and easy online collaboration.
  • Eliminate the mistakes that follow whenever data must be re-entered by eliminating the need all together. Scanned and editable PDF documents make manual data entry a thing of the past.

To learn more ways to meet healthcare industry compliance regulations with a document management strategy, contact us at Premier Office Systems today!

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End-of-Year Tuesday Tips #1: Do an End-of-Year Assessment

Tuesday Tip, Tuesday Tips

As the end of this year draws closer, you’ve hopefully brought in a fair amount of profit. With some smart planning, you can use that money to set your business up for success both in the coming year and beyond.

In the blogs for this month, we’ll take a look at how you can invest in products and services that will help cut costs and increase your productivity in the future. The first step in that process is to assess your current expenses and practices.

Schedule Maintenance for Your Current Devices

If your office isn’t in order now, it’ll be harder to prepare for the future. Have your printers and other equipment serviced to ensure that they’re working at their peak capacity. You should also check your supplies and restock if you’re running low.

Review Your Costs

Go over your current budget. Try to spot areas that take up the most money and resources. This information will make the next step much easier.

Identify Areas for Improvement

  • Did any issues arise or recur in the past year?
  • Did your employees have any complaints?
  • Did certain pieces of equipment break down or cost more to operate?
  • Did certain processes take more time than others?

You should ask questions like these about your business as the New Year approaches. If you answer “Yes” to any of them, these could be areas to work on going forward.

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Tuesday Tip

Try These 2 Cool Tips With Your Office Printer

Office Equipment

While you already know about the great things your printer can do for your business, there are always new ideas and even a few tricks you may not have tried. The capabilities found within today's office equipment are often untapped. Here are a few cool tricks you can try.

Fridge Magnets

Yep. You read that correctly. It may sound like yesterday's cheesy marketing gimmick, but a cool fridge magnet with your company's logo, website and QR code can gain your business some serious mileage. If you want your company to be the first one that comes to your customers' minds, proudly holding Johnny's soccer schedule to the fridge may do the job very nicely. Talk about multi-tasking!

So, how does one go about making the useful and attractive company fridge magnet? It's easy. New magnetic sheets that feed right through your printers are available at office supply and craft stores. Just design your magnet, print, cut to size, and you're ready to go.

A Cool Ink-Saving Trick

You probably already print in draft mode for your office communications, but there's another way to cut down on ink and toner usage. Ecofont can help your company save as much as 50% on printer ink and toner usage. This innovative software leaves tiny holes in letters as they're printed on paper. Completely invisible to the naked eye, these little holes nonetheless deliver big savings. You'll save money and do your part to keep ink and toner cartridges out of the environment. Ecofont software also offers paper-saving features like skipping unnecessary pages when printing and carving out unneeded sections of long emails.

Your office equipment is an important part of your company's plan for success. Contact us at Premier Office Systems today for the best the industry has to offer!

Laser Printers Las Vegas

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Tuesday Tip: What’s So Great About Xerox Managed Print Services?

Tuesday Tips

“Why do I need Managed Print Services? There’s nothing wrong with how people print in my office. It’s not like it’s some complicated procedure.”

These thoughts may run through your head when you hear about Xerox Managed Print Services. This line of thinking is certainly understandable. However, a lot more may go into your printing processes than you realize. And it could cost your business a lot of money and resources.

The Hidden Costs of Printing

For many companies, printing costs constitute one of the most neglected parts of their overhead. When you’re busy dealing with day-to-day tasks, you may not have time to think about:

  • Whether some printers are being used more than others
  • How much you spend on printing supplies
  • How downtime caused by equipment issues affects your productivity
  • How much wasteful printing impacts your budget and your carbon footprint

If you decide to use in-house staff to track these issues, it can divert energy and attention away from more profit-driving activities. This could keep your business from growing as much as it could.

How Managed Print Services Helps

With Xerox Managed Print Services, you can fine-tune your printing solution with minimal effort:

  • You can reduce your printing costs by 25% or more
  • You can set restrictions on your devices to prevent waste
  • You can avoid costly device problems or resolve them quickly
  • You can free up your staff to focus on more important duties
  • You can make your workplace more environmentally conscientious

Managed Print Services help you take the complications out of your printing practices. You can go about your day and trust that everything is running smoothly.

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Improve Employee and Customer Satisfaction with Document Management

Document Management Las Vegas

When it comes to electronic document management, you may already be aware of the benefits to your Las Vegas business. From increased efficiency to improved access to documents, the benefits to your company can't be missed. However, document management also provides some real benefits to both employees and customers.

Making the Transition Easier for Employees

Selling a new technology to your staff can be difficult. They're familiar and comfortable with established procedures, and new systems can make life difficult, at least for a while.

Taking the time to provide adequate training and allowing employees to get used to your new document management system is critical. It won't be long until the system speaks for itself and the benefits become obvious.

  • Faster and easier completion of projects due to improved collaboration and the option to work remotely.
  • Streamlined daily processes through integration with existing programs and applications.
  • Easier archiving and retrieval of documents and the elimination of cumbersome and time-wasting paper processes.
  • Faster response to client inquiries, improving customer service and employee job satisfaction at the same time.

Customer Benefits

Your customers may at first be reluctant to sign on for paperless processes, but as more and more companies offer features like electronic billing and automatic payments, the idea is catching on fast.

Customers begin to appreciate less paper to deal with each month, and knowing their bill is taken care of electronically and automatically soon becomes the new norm. After experiencing electronic billing, very few customers want to return to paper. From increased security to a reduced need for paper document storage systems, your paperless processes are a real benefit to your customers.

To discover more ways document management software can help your Las Vegas business improve both employee and customer satisfaction, contact us at Premier Office Systems today! We can help make the transition a smooth one for everyone involved.

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