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Tuesday Tip - Save Money With Managed Print

More and more, corporations are facing pressure from the public to demonstrate their commitment to sustainability by demonstrating a commitment to practices that help reduce their carbon footprints. One of the easiest ways for companies to accomplish this is by reducing their paper consumption. Here are a few benefits and positive effects from using managed print services.

Benefits

Having an outside partner who helps to manage your printing and keep consumption regulated means that you will be able to take advantage of the following benefits.

  • A reduction in support personnel.

  • A single bill to pay that covers maintenance, supplies, etc.

  • Full accounting of page consumption and tracking by department.

  • Less equipment expenditures.

  • Reductions in printed pages.

Effects

While it is obvious that the reduction in printed pages will help your company to move toward sustainability, that is not the only way that managed printing can help your local business. Since your equipment will be monitored and maintained by your provider, costly downtimes will be minimized. Similarly, you will save on the cost of the equipment itself, which means that your company will no longer need to worry about waste in the form of obsolete or broken electronics, both of which are ecological concerns. With less electronic waste and paper waste, your office's sustainable future becomes that much more attainable.

Document Management—The Green Solution

Document Management

The promised paperless revolution the computer age was supposed to usher in never really happened. Easy access to printers has made it second nature for office workers to select print without thinking twice. As a result, we're consuming more paper than ever, at an astonishing 20% per year rate of growth. Clearly, it's time for a change. A document management system from Premier Office Systems can help your company become a part of the solution to greener office practices.

How Going Paperless Helps the Environment

  • Save paper. Document scanning can help your organization take steps toward a paperless environment by digitizing documents, from invoices and receipts to proposals and reports. Digitized files are searchable, with streamlined file sharing and instant access to information.

  • Save energy. As more and more of your office procedures become digitized, you'll cut down on the energy usage caused by printers going at full speed all day long.

  • Save even more energy. For many companies, 45% of documents stored in filing cabinets are duplicates, and 80% of files stored are never accessed again. As your organization commits to a green, paperless environment with document management, the need for rooms full of bulky filing cabinets will cease to exist, along with the energy costs required to keep those filing cabinets comfy all year long.

Set a Green Example

As your company begins its green journey with document management, bypassing the printer in favor of electronic transactions and communications, your business partners and customers will respond in kind.

Reduce, Reuse, Recycle

You'll need a new use for some of those defunct filing cabinets when you commit to a paperless office. One forward-thinking company had a little fun and turned theirs into recycling bins for employees to stash water bottles, cans, paper waste, and ink and toner cartridges. Going green can be fun—and contagious!

To find out how your company can tread a little more lightly on the planet with a document management system, contact Premier Office Systems today!

Tuesday Tip - Making Your Office More Environmentally-Friendly

In recent years, it has become increasingly important to take steps toward making office environments more "green". With new information and technology on how to recycle and reduce, it's easier than ever to make a difference. Additionally, green initiatives have become increasingly important to consumers who want to see that the companies they work with and buy from are being considerate global citizens.

However, when you're busy running a company, it can seem like a drain on time to set up the infrastructure to start a recycling program. The good news is, there are many managed services companies that can take on that task and eliminate the pressure from your workload. These companies can help contribute to environmental consciousness in multiple ways.

Paper Conservation

There are many ways that companies can cut down on paper usage including investing in equipment that prints on both sides, setting up a document scanning and document management system, and working with a managed IT company to establish a print services plan. In addition to these, recycling discarded paper is another way to help the environment and decrease waste coming out of your office.

Material Recycling

Some companies don't know this, but recycling efforts can extend beyond paper consumption. Recycling old office equipment and office materials can make a big difference! A lot of electronic equipment have substantial amounts of glass and metal which are both valuable resources that can be recycled.

Energy-Efficient Equipment

Investing in new office equipment can be exciting and can also drastically cut down on power usage. Most new office electronics come equipped with power saving modes and are much more energy efficient. Upgrading to these modern-day machines can make a big difference in power consumption, saving your company money and reducing the output into the environment.

We have plenty of ideas on how to incorporate green technologies into your office, keep in touch to learn more. 

Premier Office Systems Helps Roseman University Become More Efficient

Xerox, Managed Print Services

A local University of Health Sciences was looking for ways to be more efficient, allowing their school to expand and their offerings to students to improve. They were growing quickly, but so was the overhead.

The Chaos

Because there was no clear policy regarding the procurement and management of printers, the printer fleet had grown over the years into a gigantic and costly mess. Multiples of a given make and model were deployed unevenly, leaving holes in coverage and a heavier burden on support. The total expense of supplies went unnoticed and uncontrolled because users were buying supplies from multiple suppliers for multiple machine types, and expenses were charged under the general office budget. When printers could not be fixed by the IT staff, they were discarded, and a new printer was purchased.

The Solution

Premier Office Systems was asked to offer recommendations that could improve efficiencies and at least get a handle on expenses. It was determined that the school had more than enough printers to handle the job, but only if they were deployed more evenly. Change was imperative. The total cost to manage and supply the fleet was uncovered and confirmed by the administrator, and Xerox Managed Print Services were deployed. They began monitoring, supplying and servicing the fleet, which today is proactively managed by a dedicated fleet manager.

The End Results

By implementing Managed Print Services, Premier Office Systems was able to completely turn around the printer fleet at Roseman University. The following are just a few ways the university benefited:

  • Reduced the total cost of the fleet by 40%
  • Freed up an entire day of IT time, allowing better IT support for students and faculty
  • Removed the burden of printer management from the staff
  • Printer downtime was reduced, improving the productivity of the staff

When Roseman University chose to ask Premier for advice, they saw improvement across the board, from costs and efficiency to better IT support. If your business is still in the chaos stage, it may be time to ask for advice, too!

Tuesday Tip - Increase Efficiency and Security With Document Management

Document Management System

The paper-cluttered desk is a workplace norm. Even a meticulous records-keeping office runs into significant roadblocks when filing cabinets are full and documents are missing. Document management provides a way out of the stacks of paper. A document management system helps an organization stay relevant, secure, and regulation compliant.

Here are just a few of the ways document management helps an organization:

  1. Easy search functions at your fingertips - You’ve probably experienced something like a frantic search for a piece of paper in a file marked only with a sticky note. With document management, searches like this are a thing of the past. Information is easy to access and share both internally and externally, and lost files are a thing of the past.

  2. Fast access to relevant information - The average consumer is used to living in the information age—but is your information easily accessible to them? A document management system allows you to quickly find and share accurate information with your customers, allowing you to respond efficiently and professionally.

  3. Enhanced regulatory compliance - Your records will be easy to access when needed to demonstrate regulatory compliance. A document management system ensures that you have a valid digital trail of record-keeping, showing when documents are created, accessed, changed, or viewed.

  4. Improved security - Sensitive documents shouldn’t be moving unattended from desk to desk. With document management, information is secured through controlling who can access folders or documents. In addition, your documents will be protected against the weaknesses of paper, including fire, flood, theft, vandalism, or simply getting lost in a pile.

  5. Cash flow advantages - Decision-making should be driven by accurate data, and that data should be available to you at all times. A document management system makes it easier for you to track cash flow documents, allowing you to make effective decisions.

Document management helps you access, share, and secure your organization’s information.

Mobile Printing - Simple and Effective for Today's Workforce

Mobile Printing

Mobile Printing technology from Premiere Office Systems uses wireless networking or Bluetooth to print documents on demand, from anywhere to nearly any printer. Mobile printing is simple and secure from any smartphone, tablet, or laptop.

Ease of Use for Remote Workers

The increase in mobile technology is allowing for more of us to work remotely while still connecting to our place of work at any time. An estimated 1.2 billion people (35% of the workforce) work away from their offices and desks. Many of those workers now rely on smartphones and tablets to produce and share documents, which is where mobile printing becomes important.

Mobile printing allows users to send data wirelessly to a printer from a smartphone or tablet via Bluetooth or wireless networking. Once paired, the two technologies are isolated and can communicate only with each other during the transaction, eliminating concerns about security breeches.

The actual print process is very simple:

  1. Find the printers near you.
  2. Select the printer you'd like to use.
  3. Preview your document.
  4. Choose your print settings.
  5. Print.
  6. Retrieve your prints.

Other Benefits to Your Business

  • Increased visibility. When remote workers use smartphones or tablets for printing, businesses gain increased control and visibility of that worker's print expenditures.

  • Convenience. Mobile printing allows remote workers to print documents on demand without assistance from IT staff.

  • Reduced cable clutter. Wireless technology replaces cables and the concerns that are associated with them, like lack of mobility, cable and pin connector damage, tripping, and electrical hazards.

To find out more ways mobile printing can increase productivity for your business, contact Premier Office Systems today!

Life in Color - Xerox ColorQube

Las Vegas, Office Equipment

When your business is getting ready for a promotion, an event, or needs to print posters, you look to color printing. Have you ever designed a beautiful brochure on your computer, only to print it and see lines, discoloration and blur? This is a common problem for business with old, low-quality printers.

Coming into Focus

Xerox is built around quality. Quality manufacturing, trusted technology, and efficient design. When it comes to color printing, Xerox offers a variety of award-winning products. Everything from wide format printing to color laser multifunction printers are offered through Xerox, each made with the highest quality. The ColorCube 8570 has been called the "Best Home/Office Printer out there," by customers, providing beautiful color, quick printing and a long lasting system. Some of this products highlighted features are:

  • Rich, vibrant color on any paper including recycled
  • Xerox color correction technology
  • Xerox Color by Words technology (for tweaking color)
  • Up to 90% less waste and 30% smaller carbon footprint
  • Low-power mode when not in use

Start with a Blank Canvas

With all of these features and reviews in mind, you have to ask yourself, is the quality worth the purchase? Well, here are some things to consider. Quality printing of media gives your business a reputation of quality. Maybe you've been printing brochures, newsletters and posters for years, but have never worried about the quality. The time for improvement is now. Whether or not you specialize in print related products, your customers will associate the professionalism of your business based on the quality of the media and communication you produce.

If you are struggling to print in quality you aren't embarrassed to display, or simply need to upgrade your old printer, take a look at our products, and contact Premier Office Systems when you're ready!

Printer Toner Las Vegas  Printer Toner Henderson NV

Tuesday Tip - Increase Productivity in the Office Using Multifunctional Printers

When looking to create an office space conducive to producing results, management should look at the benefits of consolidating to one helpful piece of office equipment. Rather than dealing with a roomful of oversized copiers, scanners, and fax machines, imagine how multifunction printers can be used in helping you reach your productivity goals.

Improve Functionality

Perhaps your office never had a fax machine before, so you didn't realize what a benefit it might be for increasing productivity. With multifunctional printers, built in features like fax can give you a new way to contact clients and send information that may not have been available to you in the past.

Consolidate Machinery

Do you feel like you spend a lot of your time getting up and down to accomplish common work tasks? Rather than hopping from one machine to the next, consider the benefits of using one piece of office equipment that offers multiple functions. Multifunctional printers come with printing capabilities for both color and black ink printing. Built in features often include scanning, copying, and faxing capabilities as well. With less equipment in the office you may be able to:

  • Create open space

  • Reduce cord and cable clutter

  • Make space for new employees

Whatever your plans for creating a productive office space, a printer that offers many different operations can help you to significantly reduce office equipment clutter and increase your odds of success.

Copiers North Las Vegas  Copiers Henderson NV

Upgrading to a Multifunction Printer Benefits Your Business

Multifunctional Printers, Las Vegas

If you're considering a replacement for aging fax machines, copiers, and printers, taking a serious look at a multifunction printer is well worth your time.

Enjoy improved efficiency on every level.

The multifunction printer is today's office workhorse, handling the duties of several office machines in one efficient device.

  • Save time. An all-in-one machine for copy, print, fax, and scan functions means your workstation is consolidated into one machine in one location. Expect out-of-the-box, user-friendly setup and implementation, followed by the benefits of increased speed and ease of use.

  • Save energy. Replacing a fleet of older devices with one new energy efficient multifunction printer delivers big on reduced energy consumption. That's good for the environment and good for your budget.

  • Save space. It may go without saying that one device takes up less room, but in today's economy, it's an important consideration. An upgrade to a multifunction printer will result in the added bonus of more room for primary business functions.

  • Save money. High-capacity long-lasting print cartridges means a lower cost per printed page. Options like cost control capabilities allow for tracking, limiting, and assigning print expenditures. And with additional features like two-sided print capabilities (duplexing), stapling, and collating, specialized reports and booklets can be produced without resorting to expensive outsourcing.

Enjoy improved technology.

State-of-the-art technologies on the device and on the network mean your vital business knowledge is protected from security threats. Cloud-based scanning capabilities and mobile printing allow remote employees to share, edit, and print documents conveniently and securely. No matter the size of your organization, the time is right for a Xerox Multifunction Printer.

If you're ready to learn more, contact Premier Office Systems today!

An introduction to Managed Print Services

Las Vegas, Managed Print Services

What is "managed print services" (MPS)? The managed print services meaning is broad, but the conclusion is easy: growing visibility and command of your printing, which benefits you by saving money and boosting productivity. Managed print services also help you promote green initiatives and security of your documents.

By "printing," we are talking about the total price of maintaining and managing your machines, their product, and the people and processes that support these printers. 

This includes:

  • Pages created by office workers, mobile employees, and production print jobs
  • Office desktop printers, multifunction printers (MFP), copiers, scanners, fax machines and high-volume printers
  • Materials sent out for quick distribution, offset printing, direct mailing and material distribution
  • IT support, technical service, maintenance, and insert, change and move requests
  • Paper, toner, ink and additional supplies

Totaling the expenses of "printing" and it will account for a large part — as much as 15% of companies yearly spending. With managed print services, you can contract out print management and save costs by 30% or more. The greatest managed print service business do more than manage your printers. 

They also:

  • Complete a thorough and up-front assessment to examine your current printing foundation.
  • Manage, optimize and monitor your total print output situation, despite the printer brand or model.
  • Construct a roadmap to decrease the amount and kinds of printing equipment and supplies while satisfying the needs of your company.
  • Identify and resolve potential printing obstacles and replace supplies before operators are affected.
  • Decrease your environmental effect by printing less, consuming less energy, producing fewer greenhouse gasses and saving waste from going into landfills.
  • Give mobile workers and telecommuters an easy and secure printing path.
  • Constantly monitor your printing conditions and use process updates to save you time and money in the long term.
  • Implement information technology (IT) integration and network management, from cloud-based solutions to platform support.
  • Prepare your representatives for a smooth transition to change management so they are more productive and satisfied.
  • Possess a great history in installing managed print services.
  • Direct slow, paper-based processes (like approvals and routing) into digital, automated ones.

What is the actual model of a great managed print services provider? A business who can seamlessly maintain your print foundation while you focus on your real business tasks. Check out managed print services offerings from Premier Office to see how we can help. 

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