Automatic Toner Refills to Save You Money

How do you know when it’s time to replace the toner in your printer? Many companies rely on the printer’s indicator light, but this could be a costly mistake.

When the “low toner” light goes on, you may assume it’s time to replace your toner. However, this light is often set to go on when your toner reaches 10-20% – which means you could have weeks or even months of toner left! You’ll be spending more on cartridges if you replace them too soon, but waiting too long can cause expensive business delays. Stockpiling supplies isn’t the answer – it means taking up valuable space and potential waste.

Just in time toner solves this problem. By partnering with a Managed Print Services provider, you’ll enjoy automatic supply refills.  With print monitoring the toner you need will show up at your door just before you run out, maximizing your use of each toner cartridge, saving you money.

How Does it Work?

Just in time toner works by combining your actual print usage data with information about your printer’s make and model to calculate how many days of toner you have left. This is done by your MPS provider remotely monitoring your print usage so that your refill dates are specific to each device your business has.

By providing toner just before you run out, you will purchase less toner during the life of your printer, saving you money. You’ll also eliminate supply stockpiles, and free up your IT team from having to manage resupplying your printer. Overall, just in time toner can be a significant savings for your company.

Print is a major expense for businesses, and your toner purchases are a big part of it. By utilizing automatic toner refills […]

By |May 13th, 2021|blog|0 Comments

Our Top Tips to Keep Your Printers Running Efficiently

Printing is an essential – and expensive – part of doing business. Ensuring that your printers are running at peak efficiency will help save you money and reduce waste.

Here are some tips to keep your printers running at the top of their game:
Preventative maintenance is one of the most effective ways to keep your printers running smoothly. In addition to periodic professional servicing, there are some steps you can take:

Load your paper correctly by fanning it before placing it in the machine. This can help reduce paper jams.
Invest in good quality paper. This reduces paper jams and produces a higher quality result.
Talk to an MPS provider about an automated toner supply program to reduce the chance of downtime due to lack of supplies.
Clean your printers according to the manufacturer’s recommendations to remove dust and debris.
Turn off your printers at night and on weekends to prolong their lives.

Train Your Employees
Do you know where your printer’s user manual is?  Reviewing the manual will make sure you know how to properly maintain your printer, inform you of useful features, and common troubleshooting solutions.

It is also important to train your employees on good print practices, such as how to load the paper correctly, when to call for help, and how to properly use new features. User error can cause expensive problems; employee training can help mitigate that risk.
Check Your Printer Placement
Make sure your printer is located in a dry space with good ventilation for best performance. Also, consider the security of your device; it should be located in an area that will discourage unauthorized use or the chance of  items being taken from the printer tray. Finally, be sure to consider where the […]

By |April 13th, 2021|blog|0 Comments

How Much is Your Print Environment Costing You?

Do you know how much you are spending on print? If you don’t have a print policy in place, or you’re not working with a Managed Print Services provider there’s a good chance you’re spending more than you think. Today, profitability depends on print cost visibility and controlling your expenses. The avoidable waste and unnecessary costs associated with printing could be costing you big!

Here are some statistics to get you thinking about what you’re actually spending on your print environment.

90% of businesses have no idea what their actual print costs are, or even how many printers are deployed: Do you? This statistic courtesy of the Gartner Group is true across all industries and business sizes. Failing to monitor your print environment can be a waste of valuable and expensive resources. Toner, paper, maintenance and service costs add up. Failure to keep track of not only costs, but supplies and maintenance can result in lost productivity that costs you even more!
The typical office worker prints over 10,000 pages per year at a cost of more than $725: Do you have usage restrictions in place, or can anyone print anything, anytime? With no controls in place your costs can quickly get out of line. Implementing controls can save you money right away.
Print related IT calls take 40 to 60% of your IT staff’s time: Is your IT team busy fielding print related issues instead of handling core tasks? Wasting IT time on print related problems is costly.
Print is the third highest expense, right behind rent and payroll: The average business spends between 5 and 15% of annual revenue on print related expenses. Implementing a print management system can make sure devices, supplies […]

By |February 25th, 2021|blog|0 Comments

Increase Office Productivity With an MFP

Today we’re all seeking to streamline workflows and boost productivity – a multifunction printer offers the perfect solution. With a set of advanced features, today’s MFPs allow you to do much more, with much less effort.

Here are a few ways to leverage your MFP to help you increase productivity in your office:

Enhanced Features – An MFP can eliminate a roomful of costly devices with a feature set that includes printing, copying, scanning and faxing. Did you know that many also offer “hidden” features like optical character recognition making it easy to search scanned documents? Some can even translate documents right at the device!

Easy Operation – Today’s MFPs feature a touchscreen interface, just like your smartphone or tablet, making them easy to operate, intuitive, and able to boost productivity.

Better Page Handling – The average MFP can easily accommodate high-volume use by offering expanded duty cycles, faster output, and interchangeable paper trays. These features make high-speed printing possible, saving you time and money by eliminating the need to outsource many projects.

Mobile Print Ready – Your team in the field will experience greater productivity by being able to print directly from their device from anywhere! This can result in faster order turnaround as they can be processed directly from the field making approvals fast and easy.

Finishing Options – Stapling, collating, folding, binding, color printing, and other typically outsourced finishing processes can now be done in-house resulting in plenty of time and cost savings!

Enhanced Security – Modern MFPs use data encryption to and from the device, permission-based access, and auditing as well as offering built-in virus and malware protection to keep your network secure and confidential data from prying eyes.

Today’s feature-packed MFPs […]

By |January 15th, 2021|blog|0 Comments

6 Secrets to Increase the Odds of Keeping Your New Year’s Resolutions

The arrival of a new year means a clean slate. Many people take this time to establish New Year’s resolutions to help them reach their fullest potential. However, while these resolutions are made with the best of intentions, many of them are broken within weeks or days. In fact, only 8 percent of people actually follow through with their New Year’s resolutions.

So what separates the  8 percent that accomplish their goals from the vast majority that fall short? Here are 6 secrets for keeping your New Year’s resolutions in 2021:

Be specific about what you want to accomplish. Getting in shape and saving more money are two of the most popular New Year’s resolutions. However, the more specific you are when setting goals, the more likely you will be to follow through with them. So, instead of getting into shape, make your resolution to exercise for 30 minutes each day.

Set measurable goals so that you can track your progress. If you aren’t tracking your progress, you won’t have the motivation to move forward. Being able to see where you started from and where you are today can help you tweak your efforts to reach your goal.

Understand that it will take time to reach your goal. It’s human nature to want immediate gratification when setting New Year’s resolutions. However, the reality is that making a lasting change takes time, and there may be road bumps along the way. Be patient and understand that your hard work will pay off in the long run.

Vocalize your goals. Being vocal about your New Year’s resolutions takes courage, but sharing these goals with friends and family will dramatically increase your odds of success. Having an accountability partner and support network will help to keep […]

By |December 20th, 2020|blog|0 Comments

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

Did You Know Paper Weight Can Affect Printing?

Have you ever been rushing to get prepared for a meeting, and as you make a quick stop in the copy room to pick up your documents you find the quality is less than desirable.

Poor quality output is often chalked up to low toner, paper jams or improper alignment, but the fact is, it’s often that you’re using the incorrect paper for the job.

Do You Know About Paper Weight?

Many people are unaware that there are different “weights” in paper stock, and each has its own special use. Paper weight is measured based on a standard sized page and a quantity of 500 sheets.

Figuring paper stock is actually simple. You simply compare the different stocks by the weight of the pages. It becomes complicated when you take into account different sized paper or different volumes. For example, some weights are determined by 1000 sheets instead of 500.

Standard Paper Weight Examples

Here are some common paper stock weights and their uses. The type of output your office produces will determine which stock you should use.

Bond Paper – This is the standard paper used in office copiers and printers. Also called writing paper the standard weights include 16,20,24,28,32 and 36 pounds.

Text Paper – Mostly used in commercial printing, text paper is used for letterhead and stationery. Commonly offered in weights of 50, 60, 70, 80, and 100 pounds.

Cover Paper – Also called card stock. Cover paper is a heavy, stiff stock that comes in a number of finishes and colors. Used for postcards, business cards, and invitation, weights can range from as low as 50 pounds, all the way up to 120 pounds.

Index Paper – Used for index cards, it’s stiff, inexpensive and comes in weights of 90, […]

By |April 4th, 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