What You Can Do to Prevent a Malware Attack

These days, no business is immune to a malware attack. But regardless of size or budget, prevention is the key. It’s much easier to stop an attack than to fix one after the fact. As cyber theft continues to become increasingly more sophisticated, simply having a security policy in place is no longer enough.

Here are six rules you can implement to help safeguard your data and protect your business:

1. Get Personal – Malware attacks come in many forms but one of the simplest, and most effective, methods of gaining access to your system is through email. If you receive a suspicious, unexpected email with an attachment from a colleague place a quick call before opening to verify its validity. 

2. Educate – Don’t assume that employees know the basics of Internet safety. Periodic training and regular updates regarding the latest threats keep users vigilant and accountable.

3. Resist the Urge – Websites, texts and emails can all contain malicious links – play it safe, and have your IT department investigate any links you deem unusual or questionable. 

4. Beef-up Security – The more security measures you have in place, the less vulnerable you are. Your security suite should include the following:

• Firewalls
• Junk and spam email filters
• Regularly scheduled system scans
• Incoming link screening
• Ability to block certain web traffic

5. Restrict BYOD – Using personal devices to access company networks can lead to malware attacks as weak security settings, passwords and bad judgement may allow thieves to gain access to your data.

6. Get Back to Basics – Basic rules such as scanning attachments or downloads before opening, scanning your hard drive on a regular basis and avoiding visiting or downloading material from untrustworthy websites can go a long way towards preventing malware […]

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

Using the Right Paper Can Make a Big Difference

Have you ever watched in dismay as your documents came out of the printer wrinkled, blurred or faded? It may not be the machine or the toner, but the paper itself that’s behind the problem.

Not all paper is created equal to every need. Paper weight, brightness and size all enter into the formula for a successful print out.

Weight
A thicker piece of paper feels good in your hands, which may make you want to use heavy paper for important projects like reports, letters and certificates. But some machines are not built to take the heaviest paper, and using it could cause paper jams. Paper is weighted according to pounds based on 500 sheets – standard or lightweight paper weighs 20 lbs., while heavyweight tops out at 28 -32 lbs. When considering heavy paper, try a few test prints before you commit it to your high-profile print jobs. If jams or streaks occur, your paper may be too thick to pass through the machine properly.

Brightness
Copy paper actually comes in a range of brightnesses. Pure white paper is considered best for displaying black and color toner; however, if you find the contrast too jarring, you could opt for ivory or cream shades.

Size
You should have few problems deciding what size of paper is suited to the specific print task. Standard 8.5 x 11 inch stock fits most everyday needs. When printing out slides, spreadsheets or other unusually sized items, you may find that larger or longer sizes bring the best results.

Getting the most from your printer

Some steps you can take to manage your print queues to avoid wasting paper and toner include:

• Defaulting the contrast to “grayscale” or “fast draft” to save on black toner
• Avoiding color toner altogether unless the print job […]

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

Maximize Office Workflow with Managed Print Services!

Workflow is defined as “the combination of tools and tasks a person or organization takes to complete a specific process.” In business, this definition holds true for all tasks, including printing. Whether printing a simple flyer, or a complex sales brochure, having the right technology can make the job more efficient. In addition to supporting your technology, a Managed Print Services provider will assess your entire print environment to ensure your processes and your technology are working together.

The Right Equipment – An MPS provider will work closely with you to ensure that you have the right equipment for your workflow needs. This often includes a combination of technology including printers, scanners and copiers. Under an MPS agreement, you’ll receive routine maintenance as well as support for your devices to keep your office operating at peak efficiency. For example, an MPS provider may employ software solutions to monitor your print environment allowing them to detect issues before they become bigger problems.
Location, Location, Location! – Ergonomics and device placement are key for an efficient workflow. Strategically positioning your print equipment to ensure easy accessibility can immediately improve workflow and office productivity by removing bottlenecks.
MPS In Action – Through continuous monitoring of your actual usage, an MPS provider will continue to refine your print environment and processes to improve employee efficiency, increase productivity and lower your costs.

Are you ready to optimize your workflows? Give us a call and request a free print assessment to get started today!
Are you wondering how your office’s printing practices compare to other small and mid-sized businesses? Take our SMB Office Challenge today!  You could qualify to win one of five colour Xerox multifunction printers and get a copy of our FREE 2016 Office Print Policy Guide full of money saving best practices!

 

 

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

Bring Your Business to Full Bloom with Colour Printing

As a small or medium-sized business owner, you’re constantly trying to find ways to cut costs and make your operations more efficient. However, there is a simple word that could save you the time and energy that you spend trying to perfect the way that you communicate with the world….and that word is colour.
While many businesses view colour printing as a luxury, printing in colour can actually be more affordable and effective than the printing processes that you currently have in place.
Impressive Facts About Colour
Considering that we live in a world where consumers have very short attention spans, colour has the power to captivate and hold your audience’s attention. In fact, printing in colour can increase your readers’ attention spans and recall by as much as 82 percent.
Of course, you want your readers to be able to understand your message, and studies indicate that printing in colour can increase comprehension by 73 percent and learning and retention by 78 percent.
Colour can be incredibly powerful when used to emphasize important information. For example, businesses are 44 percent more likely to receive call when their phone numbers are printed in colour, and consumers are 55 percent more likely to read direct mail pieces that are printed in colour. In addition, using colour to request payment can increase your payment response rate by 30 percent.
It makes sense that colour plays an integral role in branding; it’s use has been shown to increase brand recognition by 80 percent. And, with increased brand recognition comes increased sales; colour has the potential to increase sales and retention by 80 percent.
Bridging the Colour Gap
With statistics like these, businesses should consider colour printing as a necessity, not a luxury. Colour technology is more efficient and affordable than ever! Finding the right machine […]

By |April 25th, 2016|blog|0 Comments

How to Help Tech Savvy Millennials Thrive in the Workplace

A hot topic for many organizations is the tightly knit relationship between the Millennial generation and technology in the workplace.
While older generations have had to adjust to technology playing an increasingly important role in the workplace, Millennials have not experienced this shift. Technology is so ingrained in their daily lives, both personal and professional, that new changes to technology have little effect on this generation.
While some are quick to call the Millennial generation lazy and entitled, the close relationship that Millennials have with technology can be beneficial to companies. Here are some pros and cons of the Millennial generation and their use of technology in the workplace.
Pros
More Efficiency and Energy: Because of their comfort level with technology, the Millennial generation is actually quite efficient. They have a shorter learning curve when working with new technology and are more likely to embrace changes in the workplace. Millennials aren’t afraid to push new technology to the limits, making this generation ideal beta testers.
Ahead of the Curve with Emerging Technology: While older generations are still emailing, Millennials have moved on to texts, hangouts, social media and dedicated cloud messaging tools to communicate. Many companies are quickly embracing these alternative communication tools as it eliminates the headache of clogged email inboxes.
Global Approach to Communication: Finding inspiration and forging relationships with people across the miles is nothing new to Millennials. With technology today, it’s no longer necessary to have your entire team physically present in the same conference room for collaboration or team spirit.
Cons
Too Much Multitasking: Millennials are multi-taskers by nature and technology in the workplace encourages this. While this can lead to increased productivity, it can also equate to a less than quality job being done. It’s hard for Millennials to grasp […]

By |March 29th, 2016|blog|0 Comments

Save Your IT Staff by Using a Managed Print Services Provider

Is your in-house IT department spending too much time dealing with tasks such as troubleshooting printing problems?
It’s estimated that 40 to 60 percent of IT help desk calls are print related. This means that your IT staff is not able to give their full attention to mission critical priorities, such as revenue generation, customer acquisition and driving operational efficiencies.
One way to take the burden of print-related issues off of your IT department and get a better handle on print costs is to partner with a Managed Print Services provider.
Here are four immediate benefits that your company will realize by partnering with a Managed Print Services provider:

Clear understanding of printing costs – Surprisingly, 90 percent of North American companies don’t have a clear understanding of what they spend annually on printing costs. This is alarming, especially considering that printing is typically the third largest office expense behind rent and payroll. A Managed Print Services provider can give you an exact breakdown of your printing costs, right down to the cost of operating each device within your printing fleet. You can also use data such as monthly usage reports to more accurately track your print usage over time.

Automated troubleshooting – When partnering with a Managed Print Services provider, your everyday printing issues (low toner, etc.) are proactively addressed on an automated basis. For example, when your printer’s toner is low, the device will automatically notify the Managed Print Services provider and new toner will be shipped to your office before the printer is out of commission.

One invoice for all of your printing costs – Did you know that most businesses underestimate their printing costs by as much as 50 percent? Being able to forecast your company’s future spending on printing is much easier and […]

By |February 24th, 2016|blog|0 Comments

Productivity Up and Paper Down in 2016

Guest post by Adam Johnson, Director of Limpio MPS
The push to paperless in the office is unrelenting. Not purely because companies wish to become more sustainable, but many organizations understand that the increase in productivity by removing paper can have a significant impact on profitability. I believe in 2016, we will take another significant step towards eliminating paper with a vast increase in the use of document authorization via e-signatures.
Currently in many organizations documents are created, distributed and digested electronically, yet when it comes to authorization of a document many organizations still insist on physical paper. This process causes a massive impact on productivity.

Let me give you an example of a typical sales process and the number of stages that organizations go through to obtain a physical signature:

Salesman agrees new contract with client following negotiations
Salesman creates contract for signature and prints out in (probably in color) ready for customer signature
Salesman travels to Client location and reviews document before obtaining signature from client
A copy of the document is taken and given to client who passes to support staff for filing
The file copy is then scanned by support staff and located in relevant electronic document storage. The physical copy is probably then destroyed.
The salesman returns from client and copies document for his own records before passing to sales order processing
Sales order processing review the document then scan and file electronically
Finally, sales order processing then take the paper document and store it in the relevant physical file location.

Compare this process with one whereby the salesman emails the client the relevant document, which is then securely authorized via e-signature and returned. No travelling to client, no paper produced (in this case, saving the document being printed once, then […]

By |February 18th, 2016|xerox news|0 Comments

Meet the Innovator: Pedram Salami

Pedram Salami, Project Leader, Process Engineering Team, Scale-Up Engineering, Xerox Research Centre of Canada

In this series, we sit down with a few of our leading scientists and researchers at the Xerox Research Centre of Canada (XRCC), a world-renowned materials research and development centre for Xerox with a successful track record of taking materials research from concept to market in a highly competitive technology environment. For the next few weeks, our featured innovators will share their passion for innovation and how their work is helping businesses in Canada (and around the world!) work better.
Describe your role
I am currently a Project Leader and I belong to the Process Engineering team. As part of the Scale-Up Engineering department here at XRCC, we are responsible for transferring lab-scale processes into manufacturing scale. This involves design and implementation at bench scale, almost always followed by rigorous troubleshooting and lengthy optimization experiments until we are ready to move the process to pilot scale where new challenges await. My role involves coordination of project activities and resources, communication to stakeholders, experiment planning and providing direction to meet objectives. Aside from the administrative responsibilities, I also spend much of my time in a lab coat, or with coveralls if we are running an experiment in the pilot plant. Working alongside the team and seeing firsthand how our materials are being developed and are performing ensures my best understanding of the technical challenges we sometimes face and how to proceed with solutions.
How long have you been with Xerox? What made you decide to join?I was hired in June 2014 following my graduation from Chemical Engineering at McMaster University. My capstone project to finalize undergrad was plant design of an anionic polymerization of bimodal […]

By |February 10th, 2016|xerox news|0 Comments

Four Obstacles to Digital Transformation: Why Paper Keeps Hanging On

By: Carro Ford
Why Can’t We “Go Paperless” Faster?
It’s hard to empower revenue earners, reinvent customer experience, or launch breakthrough products and services when collaboration and interaction are hampered by paper-bound processes. It doesn’t matter whether those processes connect customer-facing engagements or internal support functions. One delay, one error, one missed step drives down quality. Even worse, it can cost you a customer forever.
Enterprise leaders recognize the importance of adopting digital ways of working. A survey from McKinsey and Company finds that top performing companies take advantage of digital innovation. In other research from Gartner, 25 percent of CEOs cite technology-related issues in their top business priorities, while two-thirds say their enterprises are involved in industry-level digital initiatives.
1. Process Digitization Takes Work
Whatever your digital transformation objectives or initiatives, moving away from paper is a top priority. Digitization of paper-based processes is a fundamental enabler of digital transformation for traditional businesses.
Going paperless is easier said than done, especially for large, established organizations. For one thing, there are the cost and time to digitize entrenched end-to-end workflows. The return on investment is appealing, but first that investment must be financed and resourced. And even before getting to deployment, you need process and workflow analysis to factually understand what you’re dealing with.
It takes time, expertise and technology to map customer and employee journeys in the context of business processes. In the meantime, organizations may have to manage hybrid environments of non-digitized and partially digitized processes. If it sounds challenging, it is.
2. Making an Exception Again and Again and Again
Another hurdle for digital crusaders is that even the most thorough of digitization efforts can’t account for all exceptions in a process. In an ideal world, every structured, automated
business process […]

By |February 2nd, 2016|xerox news|0 Comments

From Idea to Product: How Xerox Research Centre of Canada Leverages Process Engineering for Innovation

By: Marko Saban, Ph.D. and Manager, Scale-up Engineering Laboratory at Xerox Research Centre of Canada
In today’s world of technological innovation, great ideas are all around us. The tricky part for most innovators however, is how to move from ideas in the lab to the creation of the product into full-scale manufacturing.
In my work at the Xerox Research Centre of Canada (XRCC), one of the ways we overcome this hurdle is by leveraging our competencies in process engineering. The goal of process engineering is to validate and optimize the ideas we created in the lab to a full-scale model before we move into the manufacturing and commercialization phase. This helps us ensure that the manufacturing process will be economical, robust, safe and environmentally friendly when scaled up to full capacity.
To do this, we begin by trying to anticipate all the process steps and equipment that will be required in the manufacturing operation. We use this list to create a proof of concept at scale and
conduct engineering studies to collect data, maximize product quality and yield, minimize process costs and ensure that health and safety regulations are met.
Once the manufacturing process has been optimized at scale, we scale the item up to full scale and manufacture a pilot item. We typically do several versions of the pilot testing to fine-tune the manufacturing process and we collect engineering data for the final large-scale manufacturing. Our philosophy is truly “scale-down before scale-up,” – a subtle but critical belief that a newly engineered process is a scale-down replica of manufacturing at actual scale rather than a simple enlargement of a lab scale.
Click here to view the embedded video.

The team at the XRCC have expertise to move just about […]

By |January 27th, 2016|xerox news|0 Comments