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The Managed Print Services Solution

Las Vegas Managed Print Services

Smart Las Vegas businesses are discovering managed print services as their number one solution for overall savings, increased productivity and green office procedures. With managed print services, businesses can offload their print infrastructure to experts in the field, making it easier to focus on core business objectives.

The Problem

An unmanaged print infrastructure can cause numerous difficulties across an organization.

  • Ad hoc spending. Without careful planning, print spending can easily fly under the radar. Supply shortages, unexpected printer breakdowns, and band-aid fixes just to complete a project can all lead to uncontrolled spending. Some businesses discover their print spend is as high as 6% to 15% of annual revenues.
  • Equipment downtimes. Equipment that runs at peak capacity without regular maintenance and updates can spell disaster. From employee frustration to lost opportunities for meeting customer requests, an unmanaged print fleet can negatively impact your business at every level.
  • Production bottlenecks. Underutilized or badly placed devices are often the cause of severely inefficient workflows.

The Solution

Managed print services can pinpoint areas within your print infrastructure that are causing problems. A detailed initial analysis will help you gain clear insight into your current print environment, from spending to device utilization. The benefits across your organization are varied:

  1. Decreased spending, with savings as high as 30% on your current print costs.
  2. An in-house IT staff freed up from printer maintenance to focus on core projects.
  3. Automatic supply reordering, eliminating bulky supply closets and the associated costs to manage consumable inventories.
  4. 24/7 monitoring of devices, with many problems addressed before they have a chance to negatively impact production.
  5. Improved workflows with device right-sizing and suggestions for taking full advantage of multifunction printers.
  6. A greener office environment through elimination of unnecessary printing, decreased power usage and suggestions for improved paperless workflows.

To learn more ways your Las Vegas business can benefit from managed print services, contact us at Premier Office Systems today!

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Tuesday Tips - What Key Benefits Come with Managed Print?

Managed Print Services

Many businesses rely on managed print services (MPS) to keep things running smoothly. But what exactly are the primary benefits of having your printers managed? Let's take a look:

The Basics of MPS

MPS essentially take all the guess work out of your print and copy needs. Outsourcing your print services frees up your in-house personnel to focus on other areas, such as IT and operations. Your contracted print manager handles all of your equipment needs, from service and repairs to supply management.

Proper print management can save your business money and time. MPS are an excellent way to assess how your current document print plan and technology align with your business goals. An experienced MPS will monitor your print demands, pinpointing areas to improve or upgrade. Once assessed a proper management plan--that maximizes output and minimizes costs--can be put in place. This lets you focus on running your business not worrying about printers.

Advantages and Benefits

Once a print management plan is in place, your MPS provider will maintain, support, and manage all equipment in that program. One of the biggest benefits of having your printers managed is when it comes to maintenance and repairs. Through network software your print manager can monitor your print equipment and usage, often able to detect and mend issues before they disrupt the flow of business. If the concern cannot be managed remotely, a repair professional will be dispatched to your office to fix the issue. Furthermore, if the cost of repair outweighs the value of the printer, your print manager can replace it with a comparable model. Having these services properly administered can alleviate the stress of multiple service contacts and warranties.

Overall, having your printers managed provides significant benefits and costs savings to your business.

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Tuesday Tip

Tuesday Tips - 4 Invaluable Printer Fixes

Fixing Your Printer

Printing documents is part of everyday business. While most of the time it is quick and easy, when there are snags, it wastes time and causes headaches. Keep things running smoothly with these four simple tips for fixing your printer.

1. Check Printer Settings

Printing documents with a lot of graphics and/or color will slow things down. As will printing on a high-res setting. If speed is the key print in draft or economy setting most of the time, switch to higher setting for presentations or client documents. Print in gray scale to save time and money and only use color ink when necessary. Set these as default settings in your print menu.

2. Deal with Jams Properly

Jams happen! Resist the urge to just grab the paper and pull it out. Ripped, torn piece are more difficult to remove. Open the printer and find the best way to remove the paper, being sure to check for any foreign objects. Take your time and be patient. Once the jam is resolved, check the paper--is it the proper type for the machine? is it aligned? Fix as needed.

3. Why Isn't it Printing?!

Sometimes you hit print, and nothing happens. Why not? Make sure the printer is turned on (if it is in stand-by mode it will take a few minutes to warm up) and that there is paper in the tray. If you have several networked printers, ensure that one is set as the default make check that you sent the print job to this one. Canceling and re-sending the print job usually fixes minor snags. When in doubt, reboot!

4. Are Problems Too Common

All printers need a little help from time to time. Check your service contract and keep up with proper maintenance. However, if proper maintenance and care don't fix problems, it might be time for a new printer.

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Tuesday Tip

Stay Competitive with Document Management

Las Vegas Document Management

For your company to stay relevant in an increasingly competitive Las Vegas business environment, it's more important than ever keep pace with recent advances in technology. One of the best ways to make sure your company doesn't get left behind is to implement an effective document management system.

Document Management, Defined

Simply put, document management is a digital computer storage system that helps you manage, store and retrieve all of your company's documents and proprietary information through a centralized computer database.

How Will My Company Benefit?

Paper storage systems are limited in scope, largely inefficient and lacking in basic security. Hard copies are vulnerable to loss, theft and damage, putting sensitive information at risk.

  • Reduce operating costs. Cut down on day-to-day costs by bypassing the printer and sending documents directly to existing workflows. Make room for new employees and value-added projects by eliminating bulky filing cabinets, binders and storage boxes.
  • Save time. Office workers spend an average of 12 to 40 percent of their time searching for paper documents and files. Accessing digital files takes a matter of seconds with simple keyword searches.
  • Improve customer service. Studies show that when customers are asked to wait more than 5 minutes for information, they give up and take their business elsewhere. With an electronic document management system, customer inquiries are handled more efficiently, resulting in greater customer satisfaction and repeat business.
  • Enhance data security. Your proprietary information is your company's most valuable asset. Document management protects your information from unauthorized access.
  • Recover faster. Disasters happen, and small to medium businesses, in particular, may not recover when files are lost. Paper filing systems are no match for fire, flood or theft. Document management provides disaster recovery so you can get back to business faster.

To learn more about the many advantages to your Las Vegas business with document management, contact Premier Office Systems today!

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Preserve Family Photos with a Scanner

Las Vegas Scanners

We all have them—boxes and albums full of photos that need to be restored, categorized, and shared. Thankfully, advances in technology make this a task anyone can handle with great results. With a little practice, you'll become proficient at creating and editing digital photos so you can preserve your own family's history.

Some Tips for Great Results

  1. Start with a clean slate. A scanner will pick up smudges, fingerprints, dust and lint, transferring it to the digital image. Gently wipe photographs with a soft cloth. Wipe down scanner glass with a camera lens cloth. You can use glass cleaner, but spray on your cloth, not the scanner bed. After everything is clean, it can help to wear clean white gloves to keep fingerprints at bay.

  2. Make your color choice. Even when scanning black and white photos, you'll want to scan in color. There are variations to black and white photos that color scanning will pick up.

  3. Choose a scan resolution. 600dpi is a good choice if you're planning to try some restoration or enhancement, and if you're planning on storing and sharing your digital images.

  4. Position, scan and crop the photo. Use your scanner's preview option to check for alignment and a clean, dust-free image. Crop the image to include just the photo itself. Avoid further corrections, saving those for the editing step after the file is saved.

  5. Adjust the file size. If the file size is too large for available memory, adjust before saving.

  6. Complete your final scan. If everything is to your liking, complete your scan.

History Preserved!

Getting the hang of using a scanner to preserve your family's history won't take too long. A good editing program will help you restore those that have faded or torn. You'll be able to save your photos in digital scrapbooks, share on social media, or print for framing and sharing.

If you need a quality scanner to help preserve your memories, contact us at Premier Office Systems in Las Vegas today! We can help you get started!

Document Scanning Las Vegas

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Tuesday Tips - Can You Improve Print Efficiency?

Efficient Printing

The best way to print efficiently is to start with the printer itself. Finding the best model for your business needs ensures energy efficiency, reduces waste, and saves money. Start by assessing what you will be printing, how much you will be printing, and how many employees will be using the printer.

Ink jet printers are still the most popular, affordable, and versatile options on the market, although color laser printers have become much more cost effective. Look for high-efficiency and/or high-capacity models for mass printing.

Attention to Detail

When selecting a printer pay attention to details. Do you need a full color printer or is a basic black and white model enough for your company? Be aware of ink refill options and costs--saving money on a printer is null if supply costs are unwieldy.

Double-sided printing saves paper and can be set as the default option on most printer models. Be sure to check additional printer settings for low-power or standby settings for energy savings. And, look for draft or economy print options for everyday documents; switch to high quality for presentations or client documents. Small steps can make big differences when it comes to saving money and reducing waste.

Is Printing a Must?

Before you hit the print button on your computer, think about whether or not you really need a hard copy of the document, particularly with email attachments. Digital documents and file sharing are commonplace today. And it is easier than ever to convert a word or text document to a PDF and track edits in a shared document without printing it. Getting in the habit of reviewing documents on-screen saves a lot of ink and paper, especially since most drafts are destined for the recycling bin.

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Tuesday Tip

Tuesday Tips - Resources to Make You Better at Buying a Copier

Copier Purchase

Buying a new copier for your office is a business necessity. Unfortunately, it can also be confusing and overwhelming. But, it doesn't have to be. By following a few top tips, you can find the best solution for your company.

Assess Your Needs

Today, copiers are more than just copiers. They are multi-purpose machines that address myriad business needs. Taking time to assess your specific copy needs can significantly narrow the wide field of copiers and printers.

Do you need color as well as black and white?... High-speed?... High-capacity?... Wireless?... Scanning or faxing capabilities? Your business is unique and so are your copier needs, so be sure to pinpoint the essentials and ignore the extraneous bells and whistles.

Protect the Budget

Outsourcing copy and print needs can be expensive. Investing in a high-quality, business-appropriate copier can save your budget in the long-run. The efficiency of modern in-house copiers and printers saves time and money. Plus, when you purchase a copier from a reputable document management company or retailer, you'll get built-in customer support, saving money up-front and through service contracts.

Service and Support

Copier maintenance and service affects your workflow and bottom line. While you may find a great copier deal online, there can be much to be desired once it arrives. Knowing who you purchase from and having a relationship with your copy/print manager allows you to focus on business instead of allotting time and resources to your copier. The need for competent service, maintenance, and repair cannot be underestimated -- be sure to have a contract in place to meet your distinct needs.

Remember, with a few business self-assessments, you can significantly simplify the experience of buying a copier. Following these top tips -- focus on needs, budget, and service -- will enable you to find the right machine at the right price.

Copiers North Las Vegas  Copiers Henderson NV

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Tuesday Tip

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
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