Why Your Printer Paper Matters!

When you think about a printer’s performance, it’s natural to think about the mechanics of the machine and the toner you use to print. But paper – the type, condition and use of it – makes a difference, too.
Type of paper – Though they may look and feel similar, not every white, 8.5 x 11” sheet is created equal. A Managed Print Services (MPS) provider will let you know the best weight and coating to use for every day and specialty printing in your machine. Lower-quality paper may cause jams and waste toner.
Condition of the paper – Like any other business resource, your printer paper should be monitored and stored correctly. This means leaving the paper in its packaging until you need it, keeping the packages in a dry location, and checking for curls in the edges of the paper that might indicate a performance issue later on.
Using the paper – Even if you or your associates are hurried or distracted, don’t cut corners when using paper. Check the paper’s package to learn how to get the best out of your resources. When loading the printer, for instance, fan out the paper so that pages don’t inadvertently stick together. Don’t under- or over-load the paper trays, and if your paper has been sitting in the printer for a long time, periodically remove, re-fan, and replace it.
Choosing and using paper correctly will save you money and resources. Ask an MPS provider about how you can maximize your print environment.
Are you wondering how your printing practices compare to other SMBs?  Take our SMB Challenge today and find out!

By |July 16th, 2016|blog|0 Comments

Protect Your Critical Data With These Tips

All too often, we don’t think about where the data that we create goes, or how to protect it. Consider the recent breaches we’ve been hearing about like Target, Home Depot and Apple. Data security is a critical issue and it should be part of your business plan. If you’re not protecting your critical data, you could be at risk.
Not having a plan is not only dangerous it’s irresponsible. Your customers provide sensitive information whenever they make a purchase. The idea that “someone else” will take care of your data security leads many business owners to believe that they’re protected when in fact they’re not. The responsibility falls on you as the business owner when a lawsuit is filed after a breach. Take responsibility for your data security. Here are a few tips to get you started.

Have A Plan! The time to plan is before there’s a problem. Inventory the data you collect and make a list of where it’s stored. Include printer drives, the cloud, and internal hard drives. Then put plan in place to protect each source. Create a backup system and protect yourself against breaches by using encryption and offsite storage.

Hire an Expert. Hire specialized IT personnel that are fluent in data management and protection. It’s a specialized field. The temptation is to promote in house, but unless you have a security expert on staff, look outside and hire a specialist.

Have a Backup Plan. Systems fail all the time. Whether it’s from a natural disaster like a fire or flood, or a cup of coffee accidentally spilled on a hard drive, systems fail. Have a regularly scheduled backup system in place for protection. Consider keeping hard copies (prints) of critical data […]

By |June 15th, 2016|blog|0 Comments

Tips for Reducing the Cost of Colour Printing

One area in business that is often overlooked for cost savings is the print environment. Many business owners don’t realize how costly unmanaged print can be. Even worse, few have any type of controls in place to govern printing. That means every time an employee clicks their mouse to print a document, they are making a buying decision.
Colour documents can cost anywhere from 10 to 80 cents per printed page depending on the device. An easy way to get your colour print costs under control is to implement and enforce some simple print rules in your workplace. Here are four effective, easy to implement policies for controlling color print costs:

Create a Formal Policy. Seems simple, right? But if you don’t have a formal set of rules and procedures in place, employees will continue to print in colour. Policies can be simple, like restricting colour printing to certain departments or types of documents. Studies have shown that simply mentioning that print will be monitored can reduce volumes up to 10% almost overnight!

Set Printer Defaults. It’s quick, easy and effective. By simply defaulting print devices to black and white you can reduce colour print costs immediately. For added savings default all devices to print two sided and you’ll cut paper use by 50%!

Implement A Managed Print Program. A formal Managed Print Program is a technology driven solution that can help you get your printing environment under control. A Managed Print program offers saving of between 10 and 30%, reduces waste, and offers better budget predictability.

Use only Black and White Devices. By eliminating colour devices from your office, you automatically eliminate the cost of colour print. Sounds basic, but many departments and end users simply don’t need access to colour print. Limit devices to departments that have an actual […]

By |May 9th, 2016|blog|0 Comments

4 Ways Managed Print Services Can Free Your IT Staff

Were you aware that approximately 40-60% of all IT desk calls are print related? Is your IT staff spending their time dealing with printer issues – time better spent on mission critical tasks like generating revenue, or signing new clients?
A Managed Print Services provider can keep your print environment running smoothly, so your IT team can spend their valuable time on tasks that will grow your business.
Here are four key reasons why Managed Print Services is a smart business choice that will translate directly to your bottom line:

Clear Predictable Costs: 90% of businesses do not know what they are actually spending on print. An MPS relationship starts with an assessment of your print environment including all devices, usage and per page costs. This data can help you to understand which printers are most efficient, what can be replaced and the printing habits of users.
Troubleshooting / Automation: An MPS relationship can make routine tasks like ordering toner automatic. An MPS provider can also manage, maintain and repair devices when necessary reducing downtime and lowering costs.
One Invoice for All Services: You’ll receive one comprehensive invoice clearly outlining your costs for the month. No more unexpected tech service bills, over ordering supplies or running out of toner. One invoice means better budget predictability.
Reclaim Your Time: The most important benefit of an MPS agreement is that your time is no longer spent worrying about your print environment. You can get back to the task of growing your business.

Increased employee productivity, budget predictability and time to focus on what matters to your business are just a few compelling reasons to outsource your printing needs. Why not engage us today and ask for a free, no obligation print assessment.  Let us show you all of the reasons Managed Print Services makes sense for your business!
Interested […]

By |April 28th, 2016|blog|0 Comments

What is Your “Inexpensive” Inkjet Printer Really Costing Your Business?

The inkjet printer is a common device in many offices. A few years ago prices came down, functionality and quality got better and many business owners were lured by the low price tag.
What wasn’t often realized was the hidden costs of those “inexpensive” inkjet printers which became pretty apparent when it was time to replace the ink. It’s not the cost of the printer, it’s all about the consumables.
A recent study comparing the cost of various liquids revealed some interesting statistics. Here’s a sample:

Crude oil $0.015 per oz.
Milk $.02 per oz.
Dom Perignon $4.54 per oz.
Human Blood $10.83 per oz.
Chanel No. 5 Perfume $22.00 per oz.

            AND

Liquid Ink for the Average Printer $32.99 per oz.!

Suddenly that inexpensive inkjet printer, isn’t so inexpensive anymore! Put into perspective, if your printer cartridge is good for 500 copies (at the manufacturer’s rated yield of 5% page coverage, about a paragraph of text) your cost per page is around 65 cents. If you look at higher coverage, maybe some graphics with that paragraph, your cost shoots up to over a dollar per page. That’s for black and white. If that same page is colour, your costs go up exponentially! Colour uses 4 or more cartridges to print.
You print costs can be controlled, you just need a strategy. If you’re not sure where to start, contacting a Managed Print Services provider for a print environment assessment is a great first step. They will come to your office, inventory your print environment and prepare a review based upon your inventory and print volume to show you exactly what you’re spending for each page on each device.
It’s great information to have to begin adapting a cost-cutting strategy.  An MPS provider can work with you to set-up a […]

By |March 20th, 2016|blog|0 Comments

5 Key Ways to Distinguish Today’s MFPs

The process of choosing a multifunction printer can be a daunting one. On the surface they appear to look and sound the same – they all offer the ability to print, copy, fax, and scan – so what’s the difference?
If you take a closer look, you’ll find that there really are some significant differences in MFPs in regards to security, maintenance, warranty, capabilities and more.
Here are five key areas to keep in mind when you’re shopping around for a new MFP:

Security – In today’s environment, MFP system security should be a top priority for your business. Just like a computer, an MFP contains a hard drive that stores information and as a result can be a targeted entry point for hackers.  There are two common security options available: single sub-system component security (which is an additional cost outside of your lease payment or purchase price) or full system security (where the MFP is secured at point of manufacturing).
Mobile Printing – As more business becomes mobile, mobile printing is a must-have for many businesses. Before purchasing or leasing an MFP be sure to find out what its mobile print capabilities are, what devices are supported and if there is an additional charge to enable it.
Print Engine – There are two basic types of print engines that your MFP could have: a cartridge based print engine or drum based print engine. Cartridge based engines have more replaceable components and typically require less onsite maintenance. On the other hand, a drum based engine will require regular onsite maintenance from a service technician.
Warranty – Find out what the length of the warranty is and who is providing it – the equipment manufacturer or the reseller. Make sure that the warranty is included in your lease and service agreement.
Service Credits – Eventually all MFPs will require service at some […]

By |February 23rd, 2016|blog|0 Comments

The High Costs Associated With a Paper Intensive Office

Surprisingly, many organizations don’t have a clear picture of what they are spending annually on document management. For this reason, we wanted to highlight some of the most common costs associated with creating, filing and storing paper files in the workplace.
The Cost of Paper
Did you know that the average employee in your office will use 10,000 sheets of paper on an annual basis? That amounts to about two cases of paper per employee, or an average annual cost of $80 per worker in your office.
Considering that the majority of paper use is due to copying, delivering, handling, storage, and retrieval this cost can be virtually eliminated by transitioning to a paperless office. With a digital document management system these tasks can be securely handled online without the involvement of paper.
The Cost of Retrieving Paper
You’ve probably heard that the average company spends $20 in labour costs to file each paper document. However, when you’re dealing with the physical act of filing paper, you’re also dealing with the potential for human error.
That being said, the average cost of labour for searching for a misfiled paper document is $120, and the average cost to re-create that misfiled paper document is $220. This high cost of labour equates to all of the time your employees are wasting by having to search through inefficiently-stored documents.
When documents are stored digitally, it can be very easy for your employees to track down the documents that they need, helping them to be more productive and focus on revenue-generating activities.
The Cost of Storing Paper
Shockingly, the average office allocates over 50 percent of its space to the storage of paper documents. What’s even more surprising is that 45 percent of those paper files include duplicate information, and as much as 80 […]

By |January 19th, 2016|blog|0 Comments

How Your Business Can Benefit From Rules-Based Printing

Applying rules to everyday business functions can improve productivity and decrease costs. One area that can enjoy dramatic improvements by applying this rules-based methodology is printing. Rules-based printing can save your small-to-medium sized business up to 30% per year in energy, supplies and productivity.

To get started, here are three simple steps:

Inventory current printers – This includes shared printers and personal desktop printers. Take note of the age and manufacturer of each. You will also want to understand the quality and speed of printing for each machine.
Calculate your current expenses – For each printer calculate how much money is spent on paper, toner and maintenance. If you use multiple vendors, include all the expenses associated with them, and consider if you could negotiate a better deal by consolidating to one vendor. Calculating the costs per printer will help you identify the most cost-efficient printers in your office.
Evaluate current print rules and construct new rules to reduce costs – Some topics to consider include:

Reducing or restricting colour printing by user or department.
Using the most efficient printer for large jobs
Changing default settings to black and white, double-sided printing

A Managed Print Services provider can guide you to a rule-based system that can help get you on the right track quickly. With rules-based printing, every employee can contribute to the cost-saving measures efficient printing brings to your company.

By |December 18th, 2015|blog|0 Comments

Print Assessments Can Uncover Hidden Costs

If you are concerned about controlling operating costs in your organization – and who isn’t? – you may be overlooking some hidden costs in your print environment. The typical workplace print fleet is behind an eye-opening number of costs that are sometimes dismissed as just the “cost of doing business.”
According to The Paperless Project, “The average office worker continues to use a staggering 10,000 sheets of copy paper every year”.
At the same time, tons of hard copy ends up abandoned; never picked up, or filed away never to be used again. Considering the cost and waste of an inefficient print system, even the smallest SMB could be overpaying year over year.
Get the real picture
A professional print assessment is a beneficial undertaking for offices trying to trim costs.  A Managed Print Services (MPS) provider has the skill and experience to investigate and analyze a number of print-oriented issues:

Inventory and placement of all print devices
Usage by individual, department or organization
Energy consumption
Paper and toner waste
Actual per-page cost
Recycling efficiency and other green initiatives

Armed with this data, an MPS professional will give you a detailed, yet easy-to-understand, fact-based report pinpointing where waste is occurring in your print environment and how you can improve print output while reducing cost.
You may well find that fostering a digital document environment – where documents are securely scanned, shared and stored digitally – can dramatically reduce print costs while ensuring that all employees have immediate access to important documents. That’s something a filing cabinet can’t promise.
With the print assessment complete, an MPS provider can set up a better system addressing the unique needs of your business; whether that involves updating your print devices and software, training employees in printing best-practices or enhancing your green efforts to encourage sustainability.
Become more print-savvy
Talk to […]

By |November 18th, 2015|blog|0 Comments

Considering a Managed Print Approach For Your Business?

With the current state of the economy, more and more small and medium sized businesses are searching for ways to cut and control costs. Many are turning to Managed Print Services (MPS). MPS companies began appearing on the business scene a little over ten years ago.

As business technology has changed, MPS has become about more than just cost saving through managing the print environment, it has grown to include a full range of IT service management. In 2014 companies are looking to MPS not to just save money, but to implement strategies that can help them to achieve real business growth.

If you are considering hiring a professional MPS company for your business, becoming informed is the first step. Research your options in the marketplace. Some MPS companies specialize in smaller businesses, while others work with mid-sized to larger companies. You need to find a provider that will work with your established corporate culture.

Here are five questions to ask when you are interviewing potential vendors that can make your decision easier:

1. How will you save me money?
Pretty simple question, but it should not be a simple answer. Probe for depth. Ask for specifics. Modern MPS needs to manage all aspects of your print environment, including technological choices as well as processes. Your vendor should be able to establish a clear total cost analysis as well as baselines from which to measure actual savings.

2. What about other vendors I’m already working with?
Make sure your candidate is interested in selling you exactly what you need, no matter the source. To achieve the best results they need to be able to work with your existing infrastructure. They need to be able to manage competitive devices so you don’t […]

By |October 15th, 2015|blog|0 Comments