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

How to Reduce Your Paper Use

Close to 50 percent of all printed material winds up in the trash or recycle bin by the day’s end. Globally, this amounts to more than one trillion wasted sheets of paper each year, furthering the argument for a paperless office environment. While offices continue to rely on paper for everything from invoicing to record keeping, a number of these processes can be performed more securely, efficiently, and less expensively in a digital format.

If you’ve been considering reducing or eliminating paper usage in your organization, now is a great time. With innovative cloud and software solutions, going paperless is easier than ever before, but it does take time. Here is a list of steps to consider when planning out your strategy.

Move to the cloud. Store and share data between coworkers, clients, and vendors using cloud based applications.
Get back on track. Calculate your potential savings by tracking your current print volumes. A Managed Print Services provider can help with print audit software that can provide accurate, detailed reporting on print jobs by user or department; or you can manually record volumes using the meters on your print equipment.
Bank online. All major banks allow you to view your statements, pay bills, and perform a number of other common transactions online, eliminating the need for paper statements.
Live in the present. Do away with outdated technology, such as fax machines, but if you must use them implement software which lets you send and receive faxes electronically, lowering costs and paper usage.
Sign of the times. Electronically signed documents are a legally binding alternative to inked agreements in the majority of countries.
Start today. Once you decide to go paperless, scan all incoming, relevant correspondence, routing them to the required destination.

By |January 20th, 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

Xerox ConnectKey for the Small Business

Small businesses often fall behind their larger counterparts when it comes to technology. However, when it comes to Xerox ConnectKey-enabled printers and the Xerox App Gallery that no longer has to be the case. With this innovative technology, you’ll have access to a powerful suite of apps designed to solve everyday problems for businesses of all sizes.

Scanning Solutions
With ConnectKey technology, going digital may be easier than you think.

The Xerox Scan to Cloud Email app allows you to scan and email documents directly from your multifunction printer. It is compatible with most file types you already use, including PDF, JPEG and TIFF. It requires no email set up, making emailing a document as simple as touching a button.

You can also visit the Xerox App Gallery for other scanning apps. Here you will find the tools to scan directly to the cloud, including DropBox and Google Drive, make searchable PDFs and editable Microsoft Word files. Whatever you need to do with your scanned document, ConnectKey has an app to help.
Professional Services
Often, small businesses have trouble keeping up with the global scale of larger businesses. With ConnectKey and the Xerox Easy Translator Service, you can translate documents into more than 40 languages, automatically. You also have access to professional translator services at the touch of a button.
Mobile Printing
When it comes to printing on the go, Xerox has you covered with the Mobile Link app. This app connects your smartphone or tablet to your printer wherever you are. You can scan, fax, and print from your mobile device, whether you’re in the office, at home or on the road.

By bringing the power of apps to the multifunction printer, Xerox ConnectKey has made it easier than ever to get […]

By |May 21st, 2019|blog|0 Comments

Enjoy the Benefits of Managed Print Services

Printing is an integral part of the day to day operations of nearly every organization, yet close to 90 percent of businesses don’t track their print costs. When you consider that average print costs range between five and fifteen percent of annual revenues, the need for a more strategic approach to printing becomes clear—but if you are like most business managers you may lack the time and resources to see it through. Managed Print Services (MPS) is a comprehensive program offered by print providers that is designed to manage and optimize every aspect of your print environment, and it can be customized to suit your unique needs. Read on to learn the benefits of MPS and how it can help your business to succeed.
Cost Savings
In an unmanaged print environment waste can easily occur through the use of old, inefficient equipment and in the absence of print rules and regulations. Managed Print Services helps to reign in these costs by replacing or eliminating outdated printers with energy-efficient models that can help save you time and money, and by implementing a series of print rules based on the needs of each individual user or department.
Strategic Solutions
By addressing your entire print environment, MPS can help deliver advanced print solutions which include:

Enhanced security
Mobile print strategies
Automated document workflows

As your network evolves, an MPS provider will ensure your print environment evolves along with it to avoid issues with downtime, connectivity concerns, or breaches in security.
Relieve IT Burden
IT resources are often at a premium, and may be misdirected to troubleshooting printer issues or arranging for maintenance or repairs. MPS relieves IT personnel of these print related tasks so they can focus on more critical concerns.
Supply Management
Running out of […]

By |March 26th, 2019|blog|0 Comments

What Should You Expect From a Managed Print Program?

In a typical office environment, the purchasing, maintenance, and repair of print equipment are often shared between IT personnel, office managers, and support staff, which can result in inefficiencies and unnecessarily high costs. Managed Print Services can help to reign in print expenses while increasing productivity and streamlining document workflows, but the key to maximizing your satisfaction and investment is to find the right Managed Print Services provider for your unique business. Here are some great tips to get you started.
What is Managed Print?
The goal of any successful Managed Print program is to make the most out of your existing print fleet, and while the program should be customized to suit your needs there are a number of key components that are common to each one:

Budget Predictability – In an unmanaged print environment, it can be difficult to determine your true cost of printing and to make accurate budgetary projections. A Managed Print program turns variable monthly costs into predictable monthly payments.

Printer Placement – Eliminate bottlenecks, extraneous wear and tear on equipment, and employee frustration by placing the right printers in the right locations.

Supply Management – With Managed Print, you can rest easy knowing that you will always have print supplies on hand when you need them, without wasting valuable space on the storage of consumables.

Comprehensive Analysis – A print analysis will determine your printing needs on a daily, weekly, monthly, and annual basis to ensure your needs are met, and your cost per page is relevant.

Increased Efficiency – By determining which printers may be underperforming, outdated, or inefficient, your provider can make recommendations for replacement with more suitable print equipment.

Elimination of Excess Inventory – Small desktop devices and single-use machines may have a low purchase price, but they can have a much higher lifetime […]

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