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Choosing a New Printer? Take These Steps

Have you ever spent hours or days on a project only to be derailed by printer problems? Choosing the right printer is key, whether you’re sharing an office printer, or working from home.

We understand that choosing the right printer is challenging. There is a tremendous selection available, every printer boasts different features, specifications, and price points. We can help you define your needs, understand your options, and figure out the best printer to meet your needs.

Here are three tips to help guide you!

What kind of functionality do you need? This is the number one question to answer. If you’re printing interoffice memos, emails, or the occasional letter, you’ll want an inkjet. They’re less expensive than a laser printer upfront, however, ink is expensive and can run out quickly. If you print a lot of documents regularly, consider a laser printer. The initial cost is higher, but toner cartridges last longer and you’ll spend less over the long-term. Consider your budget and available space. You may want to invest in an MFP which can also copy, scan, and fax.

Features you need (and some you don’t) Not every printer is created equally! Make sure you choose a machine that meets your company’s unique needs. Some obvious considerations; black and white or colour? Do you scan frequently? Do you need to share documents online? Determine your needs, check specifications, and compare devices.

Can you secure the device? An unsecured printer can leave your network vulnerable. If your printer is connected to your network, it needs the same level of protection as any other networked device.

Unfortunately, many of us still find printer shopping a challenge! If you need help or want to learn more about your choices, call us […]

By |November 11th, 2020|blog|0 Comments

Avoid These Common Mistakes When Handling Upset Customers

One way to make your business stand out from the competition is by providing exemplary customer service. In fact, this is one of the reasons most often cited for repeat business for many companies. Sometimes, no matter how hard you try, customers have issues that make them justifiably upset.

These are the teachable moments, where you can make your business shine, deepen your business relationships, and earn the loyalty and trust that builds repeat business! It all depends on how you handle the problem.

Upset customers deserve to be handled carefully because:

A dissatisfied customer will tell their friends, family, and business associates about their experience.
For every complaint, there are 26 other customers who are unhappy but won’t complain.
It takes 12 positive impressions to make up for a single negative experience.

To take your business and relationships to the next level, avoid making these three common customer service mistakes!

Don’t Diagnose Too Quickly – If you come up with a solution before you fully understand the problem, you’ll just frustrate your already unhappy customer. Ask questions and when you understand the problem completely, ask the customer what they’d like as a reasonable solution before you offer more than they expect! Get them to “bid” first!
Don’t Fix The Problem, But Leave the Customer Angry – Have you ever got the solution you wanted, but still vowed never to do business with that company again? You need to fix the problem AND preserve the customer relationship. Step one, be empathetic! Let them know their business is important and you genuinely want to help. Let your customer know you value their business, and their satisfaction is important to you! It’s not just about fixing the problem, it’s how you make […]

By |August 5th, 2020|blog|0 Comments

Disinfecting Your MFP

Whether you’re worried about COVID-19, the flu, or other contagious illness, cleaning your office’s high-touch surfaces is imperative to maintaining employee health. The most used devices in the office also need special care when cleaning: the office printer, copier, and MFP are sensitive machines touched all day by many people, but using the wrong cleaning techniques can damage your devices.

Here’s how to disinfect them safely.
Use the Right Cleaner
Harsh cleaning chemicals can damage your devices. A combination of Isopropyl Alcohol and water in a spray bottle is commonly recommended (70% isopropyl alcohol (rubbing alcohol) and 30% water) to clean electronic devices, though many commercial anti-bacterial wipes are also safe. Never use bleach, ammonia, or harsh solvents anywhere on your device, especially on the touch screen. The plate glass surface should be cleaned only with glass cleaner and a lint-free cloth.
Use the Right Tools
Electronic devices, printers, and MFPs should be cleaned with a soft, lint-free cloth or rag, or a soft disinfectant wipe. Never use rough paper towels, cloths, or anything with a “scrubby” surface on your device, as this could cause scratches, especially on the touch screen. Throw away or wash your cloth after each use.
Keep it As Dry as Possible
Spraying a cleaning liquid directly on the device or allowing liquid to pool, could cause liquid to get into your device and damage it. Instead, spray your cleaning solution onto a rag first. If you’re using a disinfectant wipe, be sure it is not too wet. You may have to squeeze out extra liquid before using it to clean your device.

Also, you should shut down and unplug your device prior to cleaning, and wait until all surfaces are dry before plugging it back in.

Keeping your […]

By |May 14th, 2020|blog|0 Comments

Watch Out for Toner Pirates!

Toner pirates are scam artists who mislead unsuspecting office staff into accepting replacement toner or who send replacement toner unsolicited, and then send the company an inflated bill and low-quality product (if it arrives at all).
How to Avoid Toner Scams
Avoiding scams means knowing what to look out for. Some of the best ways to avoid becoming a victim of toner pirates include:

Never give out print device information over the phone. Scammers can use this information to make their invoices look legitimate.
Never purchase supplies from an unsolicited phone call.
Appoint one person to handle all supply orders, so supplies are well-tracked.
Consider working with a Managed Print provider. They will look after your toner needs with automatic replenishment.
Never accept delivery of supplies you did not order.
Don’t pay for supplies you did not order. Contact your local authorities who can help you navigate the process of dealing with these illegal solicitations.
Educate your employees.

With these precautions in place, you can protect your business against toner pirates and other scams.

Toner pirates often strike small and medium-sized businesses that may not have a good handle on their print environment. Keeping careful track of your print supplies, training employees, and working with a Managed Print Services provider are all ways to help avoid becoming a victim of toner pirates and other supply scammers.

By |March 10th, 2020|blog|0 Comments

Managed Print Can Lower Costs for Your Business

When you look at your profit margins, do you wonder how you can lower costs while keeping up with the newest technology? This is a problem for many businesses in today’s rapidly changing digital world. However, there is a solution that can help: Managed Print Services.
Lower Costs
Print is a major expense, ranking among the top for many companies. Taking a few steps to reduce your costs can make a significant impact on your budget and your bottom line. Managed Print helps reduce your costs in a number of ways including:

Identifying under-utilized and under-performing print devices.
Pinpointing ways to reduce printing resulting in reduced toner, paper, and energy use.
Reducing the load on your IT team, thus reducing your IT expenses.
Automating supply deliveries to eliminate downtime due to a lack of supplies and eliminating supply waste and storage issues.
Reconfiguring your print environment to improve productivity.

An MPS provider also makes your print costs predictable with a fixed monthly invoice that takes into account all your supply and repair needs, as well as upgrades as planned.
Better Equipment and Maintenance
As part of your initial print assessment, An MPS provider will analyze your current print environment to determine how your print devices are being used. This way you can identify and eliminate redundant devices, make smart upgrades to newer technology, and plan out future upgrades in a way that fits your budget. An MPS provider will help you to take advantage of the devices you already own, while offering solutions to  upgrade older equipment that will enhance your business.

Working with a Managed Print Services provider also means you won’t have to worry about the maintenance of your equipment. This ensures that critical security upgrades take place as […]

By |February 4th, 2020|blog|0 Comments

Use These Strategies To Increase Team Productivity in 2020

When a business is operating smoothly, we tend to take productivity for granted. However, when a problem arises, like a printing bottleneck and productivity grinds to a halt, we all sit up and take notice!

Here are five ideas for building productivity into your company’s mission to keep your team operating at peak efficiency!
Engagement is the Key
Here are five ideas to keep your team engaged and productive in the coming year.

Provide the Proper Tools – The right hardware, software, network support, and devices can keep your team productive. The right tools can make work easier and streamline workflows. For example, Xerox ConnectKey technology makes collaboration, printing, and storage more efficient. Scan data to the cloud, collaborate and print documents from anywhere, anytime.
Provide Ongoing Training – A study by the International Journal of Science and Research found that proper and ongoing training benefits both employers and employees. It can increase engagement, foster improvements in efficiency, and increase individual and team productivity.
Encourage Autonomy – A team of self-starters can really help your business thrive. One of the most effective techniques for fostering productivity is having managers spend less time micromanaging their teams. While it may seem counterintuitive, giving your team the space to make their own decisions on how and where to work can send productivity soaring!
Foster an Environment of Open Communication – Focus on the future rather than dwelling on past mistakes. Open communication shows your employees that you’re committed to their personal growth and moving the business forward. Open communication fosters innovation.
Provide Great “Perks” – Flex time, remote work options, and other perks can increase employee engagement and job satisfaction. Happy, respected employees are more productive.

Creating a culture of open […]

By |December 19th, 2019|blog|0 Comments

5 Ways to Secure Your Printer

Is your printer secure?  Many companies take the time to secure their networks, but forget about the networked printer. Hackers know this, and take advantage of this open door to your data and your network. Here are several ways to increase your printer security.

Use built-in security features. Many printers today come with a variety of built-in security features. However, they only work if you use them. Enable these features, and make sure you keep the printer’s firmware up to date, as patches often resolve holes in the security. Also, update your printer’s password to something more secure than the default.
Use user authentication. It may sound simple, but verifying who is using your printer can stop unauthorized and malicious use of your printer. Require users to enter a password or pin code before their print job will initiate. Pull-printing, which requires they also enter a password at the printer itself before the document is printed, prevents documents from sitting unsecured on the print tray, which further increases your security.
Clear the hard drive. Modern multifunction printers have hard drives that store every bit of data that is transmitted to and from the printer. This makes it a treasure trove for hackers. Regularly erasing the hard drive is an essential security practice for print security. Also, be sure the hard drive is cleared or destroyed before you dispose of your printer.
Encrypt your data. No matter how secure you think your printer is, it’s possible your data will be intercepted. Encryption encodes your data before it is transmitted to or from the printer, as well as before it is stored on the printer’s hard drive. This renders the data useless to hackers.
Think […]

By |October 28th, 2019|blog|0 Comments

Going Digital: Is it Right for Your Business?

Many businesses today are exploring the idea of moving their documents and workflows into an electronic process. With the ability to save time and money, switching to digital can be an important choice for your company. However, many businesses are unsure of the value of making this switch. Is going digital right for you?
The Benefits of Digital
As much as 80% of business is still conducted using paper. Paper is an expensive medium – hard to store, time-consuming to search, and not secure. Digital solves these problems. When you switch to digital, you can take advantage of these and other benefits.

Digital storage is inexpensive and doesn’t take up significant physical space in your office.
Digital documents can be indexed for easy searching.
Collaboration becomes easier when files are stored and transmitted electronically.
Digital documents can be password protected and encrypted for security. This also makes regulatory compliance easier.
When workflows are conducted electronically, they can be easily audited.

Making the Switch
To get the most out of switching to digital, keep two things in mind: get your data to a digital format as soon as possible after its creation, and make that data useful.

The point of origin – i.e. when a paper form, order sheet, or other document comes into your possession – is the most valuable time to convert it to digital. From here, you can easily push the document through its workflow, index it for searching, and securely store it. The more processes it goes through before becoming digital, the less value you get from going digital with your data.

In the past, scanning a document only created a static digital image. With today’s technology, however, you can capture the data within the document, creating […]

By |September 27th, 2019|blog|0 Comments

The Digital Invoicing Process

How you handle process has a direct impact on the overall efficiency of your business. For example, when it comes to invoicing, your customers expect to be billed accurately and in a timely manner. Today, technology enables you to automate much of this process ensuring that your customers are billed promptly, and your cash flow is predictable.

The Benefits of Digital Workflows
With properly implemented digital workflows, you can streamline processes like invoicing by automating many tasks. As a result, you’ll enjoy:

Improved Productivity – Routing documents through the process with a single mouse click can drastically reduce the time spent on invoice processing. This will free your team’s time to work on other critical tasks like growing your business!

Improved Accuracy – By eliminating manual data entry or repetitive processes you’ll ensure a higher level of accuracy.

Increased Customer Satisfaction – When you expedite the approval process, invoices can be delivered to customers faster.  You’ll also enjoy immediate payment confirmation and account status. This might seem insignificant, but this will result in higher customer satisfaction.

Enhanced Security – In these days of increased cybercrime, rock-solid security is a must. Digitized documents can be encrypted throughout the process from creation to delivery to safeguard customer and company information that you want to keep from prying eyes.

More Accurate Record Keeping – Digital records are searchable, sharable and easily accessed when needed, anywhere at any time if they’re securely stored in the cloud. Digitizing your invoicing process is much less time consuming than searching through piles of paper. Digital documents are also easily archived and can be recalled immediately when needed.

When you think about all of the steps an invoice goes through from creation, to payment confirmation, to archiving, you can see the time benefits […]

By |August 18th, 2019|blog|0 Comments

Key Benefits of Document Management

The average document is handled 10 times or more over the course of its lifespan and costs an average of $20 in labour to file, $120 to locate if misfiled, and $220 to reproduce if lost. If anyone in your organization has ever spent time searching for a document or has needed to access material while outside the office you may benefit from an effective document strategy. Read on to learn everything you need to know about document management including what it is, and how it can help your business to succeed.
What is Document Management?
A document management system provides employees with the tools and resources to efficiently store, manage and track documents. By converting hardcopy documents to digital you can reduce your reliance on paper while increasing productivity and streamlining document workflow.
Benefits of Document Management
Xerox ConnectKey-enabled MFPs and apps help to simplify the process of document management with benefits that include:

Increased Productivity – Spend less time searching for documents and more time growing your business by scanning paper documents into digital files using Xerox ConnectKey technology. Xerox apps allow you to scan to the cloud and store your files using popular cloud-based services including Dropbox, Office 365, Google Drive, OneDrive and more.
Business Continuity – Disruption due to catastrophic events such as a flood or fire can have a detrimental effect on your business, and valuable or sensitive information may be impossible to recover. Using document management tools and software your data can be stored securely in the cloud, with daily backups to ensure your documents are there when you need them.
Document Security – A document environment that is mismanaged or unmanaged is at risk of physical or cyber theft. With Xerox ConnectKey-enabled MFPs, user authentication is required at […]

By |June 13th, 2019|blog|0 Comments