Your office equipment is a tool to help your business thrive. In the best of worlds, it should help your employees complete their tasks efficiently, moving from one process to another without interruptions due to equipment malfunctions or maintenance issues. One of the ways to turn this dream into a reality is to consider replacing isolated technologies (printers, copiers, scanners, and fax machines) with one device—a state-of-the-art multifunction printer. Here are just a few of the benefits:
When employees are asked to train and stay updated on four devices, they may automatically (and even unknowingly) revert to preferred methods and devices, missing out on opportunities to streamline their daily routines. One user-friendly multifunction printer simplifies training and increases employee job satisfaction. When employees learn how easy it is to turn cumbersome and time-consuming paper processes into streamlined digital workflows, they'll be eager to implement new methods, saving your company time and money in the process.
Look for multifunction printers that include built-in management features and effective software, so end users feel comfortable with all processes:
Multiple devices across your organization—from desktop printers and scanners to faxes and copiers—all demand time from your IT staff that is better spent on value-added projects and innovation. Reducing the number of devices your IT staff manages is a simple but effective way to cut back on time and money spent managing your office equipment.
To learn more ways your organization can benefit from a multifunction printer, contact us at Premier Office Systems today!
It's no secret that documents are essential to any office. However, many businesses are not aware of just how much is allocated to printing. You may be spending a significant chunk of revenue on costs associated with generating documents. Business owners may not even realize just how much money is dedicated to printing and print costs. Managed print services are designed to help businesses control costs associated with printing.
Managed Print works to create a customized plan to help your business control costs.
An assessment gives an initial overview of your print environment and helps to create a managed print strategy for your office,. This assessment is created through a series of evaluations that address three key concerns: who is printing, how often, and from which devices. Then, your calculated cost per document is totaled.
The assessment helps to identify issues, establish benchmarks, and make recommendations for an ideal print environment.
Implementing your managed print strategy will result in predictable spending that is cost effective. Optimization will come through seeing the assessment's printing statistics, benchmark metrics, and recommendations that include employing your current print fleet.
You can save up to 30% of your total printing costs with a managed print strategy. You'll have predictable spending and ongoing support, and have automatic, continued tracking of all of your devices.
Controlling costs is just one of the many benefits of managed print services. In addition, you'll enjoy an increase in printer performance and overall productivity, efficiency in workflow, and less burden on your IT department.
When it's time to upgrade your office equipment, your choice can make a lot of difference in your day-to-day workflows. For some businesses, a photocopier is the right choice. Others may have networking requirements, making a multifunction printer a better option. With many overlapping properties, the biggest difference may be in size and features, which vary by manufacturer and device. Analyzing your requirements can help narrow down the available choices for a perfect fit. For example:
Copiers do exactly what the name implies--copy documents. Users can make single or multiple copies of a single page. Some larger copiers can accommodate multiple paper sizes at once using a series of paper trays, and may feature advanced finishing options like stapling, binding and 3-hole punching. For businesses wishing to copy single documents, a copier is a good option. For high volumes, a digital printing press may be the best choice.
Multifunction printers feature four functions in one deviceÑcopy, print, scan and fax--and are the best option for multiple users. MFPs can enhance office workflows by turning paper processes into digital formats, like scan and send directly to network users, operating systems, or cloud repositories.
The multifunction printer's strongest advantage comes in the form of multiple capabilities in a small amount of space. Some models feature advanced finishing capabilities for professional results in-house, built-in green technologies to save paper and consumables, enhanced security both on the device and during sharing, and plenty of power for high page-per-minute results.
Whatever your office equipment needs, Premier Office Systems can help you find the perfect fit. Contact us today for more information.
Leasing a copier or multifunction printer is a good way for small to medium businesses to leverage the power of state-of-the-art technologies. As with any lease, it's important to understand the details of your office equipment lease agreement before you sign on the dotted line.
A reputable vendor will make sure you understand all costs associated with your lease. Here are a few questions you'll want to ask.
1. How will my costs-per-copy be calculated? Several factors come into play when calculating cost-per-copy, and it's good to be well informed when going into a lease. For example, are 11x17 copies a higher rate than standard letter or legal-size copies? Also, hundreds of copies can be made by technicians during service calls, so find out what the procedure is for these copies.
2. Who pays for supply delivery charges? You may get a great deal on your lease, but find out too late that high shipping and handling fees for toner, drums, or other supplies are an added expense. Check into these details before you sign.
3. What about scans? If you plan to use your multifunction printer for paperless processes, it pays to find out if there are additional charges for scans.
4. What are the insurance requirements? How much insurance is required on the equipment? Is it permissible under the terms of your lease to use your company's insurance plan?
No lease lasts forever. It's important to understand your obligations and requirements, so you're prepared well in advance.
Contract renewal. It's best to be aware of your end-of-lease date so you're prepared to contact the vendor, letting them know your intentions. But, you should understand the vendor's procedure if your end-of-lease date passes before you've let them know your plans. Should you expect a month-to-month lease or will you be responsible for another full year?
Return procedures. At the end of your lease, you'll need to return the copier to the vendor. Make sure you understand the details, so you are prepared to meet all requirements of the procedure. Also find out if you are responsible for return shipping fees, insurance costs, etc.
Hard-drive destruction or removal. Ask about procedures for removal or destruction of the device's hard drive at the end of your lease. Are there additional fees? Who pays for them?
If the copier will not work as designed, will another copier of equal valuable and capabilities be offered in its place? It is wise to establish the guarantees you receive from your vendor.
Hopefully, this helps you on the way to leasing your first copier! Good luck!
The retail industry has unique and diverse printing requirements. From signage and marketing materials to back-office procedures, your retail organization is dependent upon a reliable printing infrastructure. Keeping costs under control is a monumental task, and multiple locations can make it even harder. Managed print services can help bring costs under control while improving productivity. Here's how:
Continuous monitoring of your devices and their output will help your organization gain visibility and control over your current print spend. One monthly amount that covers everything from consumables to maintenance will help bring spending under control and gain budget predictability.
Printer downtimes bring productivity to a halt. Managed print services provides 24/7 monitoring of your devices. Alerts are sent when a problem is detected, with service technicians dispatched to your location ASAP. The benefit of a team of experts on call, who are also already familiar with your devices, can't be overstated.
Usage analysis and data reports will pinpoint problem areas and high or wasteful printing practices. Paper and ink/toner saving procedures can be implemented to help everyone in your organization print more responsibly.
Managed print services can help your printers work for you by recommending new placement and the right devices to meet unique departmental needs. Back-office procedures such as those in your Human Resources Department have completely different printing requirements than Marketing, where signage and consumer-facing materials are the main focus. Managed print services can help improve office processes as well as in-store execution of documents and point-of-sale materials.
Your customers expect fast, reliable service. Managed print services can help by freeing up personnel so they can focus on your most valuable asset--your customers.
Managed print services can help retailers stay competitive and efficient, improving bottom lines and customer service. Contact us today at Premier Office Systems! We're here to help!
Investing in a multifunction printer is a good way to gain greater flexibility and increase office productivity. These office workhorses not only save space by performing the functions of four office machines—copier, printer, scanner, and fax—they save time as well. Finding the best MFP for your office requirements is a simple matter of deciding which capabilities best meet your unique requirements.
Considering the available functions and how important they are to your office processes is an important first step.
Got fax? Not all MFPs feature fax capabilities. Your office may not use fax on a regular basis, but new scan-to-fax and fax-to-email features are an added level of convenience you may find very useful. It's also helpful to have fax capabilities when communicating with businesses who often use fax for everyday business processes.
Print capabilities. Do you have unique paper handling requirements, including thick media like envelopes, cardstock or labels? Other considerations are high volume requirements, double-sided printing (duplexing), superior color printing capabilities and finishing techniques like stapling and hole-punching.
Scanning capabilities. If you plan to use your MFP for scanning, look for one that has the type of scanner you need. Flatbed scanning is good if you'll be scanning from books or other media that won't fit through a feeder. An automatic document feeder is a good choice for fast scanning of flat paper documents. Look for OCR capabilities (Optical Character Recognition) if you want to convert scanned documents to editable formats.
Copy quality. Ask to see actual copies produced from the MFP you're considering. Look for sharp text and rich color with no blurred edges or lines.
Make sure the multifunction printer you choose works both for your office configuration and your usage requirements. Do you need a desktop MFP or a larger unit that can serve the needs of multiple users, including networking capabilities? Advances in technology have brought new options to a level almost every office can afford.
Go beyond the sticker price and ask about the unit's TCO, or total cost of ownership. Less expensive units may end up costing more in consumables and energy usage.
Stories of lost documents and insecure secrets are nothing new, and while the real thing isn’t anything to take lightly, these scenarios have been fuel for the imagination of some of the 20th century’s most brilliant screenwriters. We couldn’t be more grateful.
Microfilm containing government secrets causes all kinds of problems and is ultimately hidden in a sculpture in the Hitchcock classic North by Northwest. Our hero, played by the debonair Cary Grant, nearly loses his life to the likes of crop dusters, automatic weapons, and tanker trucks in this tale of mistaken identity and the pursuit of government secrets gone astray.
And how about the Disney film National Treasure, in which our hero, Benjamin Franklin Gates (played by Nicholas Cage) foils a plan to steal the Declaration of Independence by stealing it himself? From strolling into the Library of Congress for the floor plan to the National Archives (please tell me you can’t really do this) to cracking a code found within Benjamin Franklin’s Silence Dogood letters (the latter easily accessed by a schoolboy on a class field trip), this adventure film features secrets and historical documents falling into the wrong hands from beginning to end.
And then there’s the evil Empire of Star War’s fame. Apparently Darth Vadar and his compatriots were so busy taking over the world; they couldn’t come up with a good way to keep those Death Star plans out of rebel hands. Grateful Star Wars fans wouldn’t have it any other way.
While a secure document management system would have caused the plots of each of these classics to fall flat, in real life, lost information is not so entertaining. Catastrophic document loss, whether intentional or accidental, can bring your company to its knees in a hurry.
You can keep your company’s proprietary information and sensitive data out of the wrong hands with a secure electronic document management system. And as we’ve all learned by now, insecure documents, whether on paper or galactic operating systems, are hardly safe. Just ask Darth Vadar.
To learn how to keep your company’s data safe from malcontents and near-do-wells, contact us at Premier Office Systems today!
Today, business leaders are finding innovative new ways to make old technology more environmentally friendly. But we have to acknowledge a sad fact: some technologies are hard on the environment, producing waste and impacting the world around us. That's why Xerox has taken the lead in environmentally safe printing products, creating a vibrant new alternative to traditional ink: solid ink.
Solid ink does away with the old thinking of traditional printing. When your printer runs out of toner, you're left with a bulky, wasteful cartridge that you still have to throw away. Solid ink printers eliminate this by using compact solid ink sticks that aren't cased in cartridges. Solid ink can significantly reduce your environmental impact while maintaining an unmatched level of quality.
If you're considering investing in a solid ink printer, you want to know the facts. Does solid ink produce the same quality as traditional printing? Is the environmental benefit truly significant? Solid ink printers deliver in every category, especially in waste reduction and quality.
Solid ink technology gives you an exceptional product, even without expensive, super-white paper. You can use recycled paper and still get the results you've come to expect from Xerox printers.
A traditional cartridge-based toner printer produces 450 pounds of waste in only four years. A solid ink printer creates only 23 pounds of waste in the same amount of time! In addition, the resin-based ink sticks are completely safe with no solvents.
The ink sticks are small, compact, and easy to use. They're easy to transport: they won't spill or leak on your clothes. They also use far less packaging than traditional cartridges due to their compact size. All of these details add up to a big reduction in environmental impact.
If you're looking for innovative new ways to go green, look no further than Xerox's new solid ink printers. It's time to change the way we print.
The newest generation of multifunction printers go beyond combining copy, print, fax, and scan into one efficient multifunctional device. Advances in technology offer capabilities to streamline office processes, save time and money, and increase security.
Embedded technologies help organizations achieve increased productivity. Documents scanned into a multifunction printer can be automatically routed to the correct department, speeding up processes like approvals and invoicing. Printing can be eliminated completely, avoiding time consuming paper processes and the errors and delays that follow when information has to be rekeyed into back-end systems.
Intelligent information-capturing software can help companies route information from multiple sources. Paper documents can be digitized, and information from unstructured sources like email and the internet can be captured and made an integral part of established business processes.
Programmable touch screen displays allow for customized processes with the touch of a finger. Automatically route documents to their designated departments for fast approvals, electronic signatures, and intelligent information sharing.
Don't leave security to chance.
Smart multifunction printers can help companies meet regulatory requirements for privacy, protect company and client information, and keep unauthorized users from accessing printed documents.
Passwords and access cards prevent unauthorized access to multifunction printers and the information they collect.
Hold print jobs until they are released by the owner. This prevents sensitive information from sitting unguarded in print trays.
Advanced encryption capabilities prevent hackers from accessing information as it's moving to or from the multifunction printer. Data is safely held in internal hard drives until it's released by the user, then erased when it's no longer needed.
Smart multifunction printers offer sharp text and superior color printing. Some models include advanced color matching capabilities to ensure consistency for marketing literature, branding, and company product specifications. Advanced finishing techniques like folding, collating, hole punching, stapling, and stitching allow companies to achieve professional results without expensive outsourcing.
If your company is ready to leverage the power of the new generation of smart multifunction printers, contact us at Premier Office Systems today!
Not surprisingly, the newest trend in mobile device usage is BYOD (bring your own device) to the workplace. This new growth is not expected to stall, and experts predict that 50% of workers will be using their personally owned devices in the workplace by 2017. Familiarity and ease of use are cited as top reasons, as employees embrace mobile functionality at work and home.
Businesses have had to prepare for the increasing rise in BYOD users, facing new IT challenges, including the need for secure mobile printing. Employees expect to not only have access to business information at any time and location, they expect to be able to print needed documents without hindrance. In fact, TechNavio cites printing as the feature most requested in mobile devices.
Finding the right mobile printing solution requires a little forethought and discussion.
Printing should be user-friendly, with simple printing solutions that work across the enterprise, including guest printing.
Your mobile printing solution should be flexible enough to work with any printer at any location.
Easy integration with existing infrastructures and software is a top priority.
Your mobile printing solution should include tracking and management features for easy accounting of print jobs from mobile devices, both on-site and off.
Security during mobile printing is critical, and your software should protect sensitive information during all phases of printing, including holding jobs in a queue until the owner releases them.
Print securely and efficiently from anywhere to nearly any printer without burdening staff or causing IT headaches. These simple steps show just how easy it is to use Xerox Mobile Print.
We hope you learned just how simple it is to gain secure and efficient mobile printing with Xerox, have a great Tuesday!