Key Benefits of Managed Print Services for Non-Profits

Non-profit organizations are often torn between the need to produce high quality documentation for internal and public use, and adhering to budget constraints. To add to the complexity, it can be nearly impossible to determine the true cost of printing for non-profits, with the number of devices spread throughout the organization, lack of dedicated IT personnel, and purchasing through a variety of vendors. A Managed Print Services (MFP) provider can help with processes designed to increase efficiency, streamline workflow and reduce print costs specifically for non-profits.

Common Organizational Challenges 

Due to their unique nature and structure, non-profits face a number of unique challenges, including:

• Limited cost control. Buying from multiple vendors, choosing equipment based on price alone, and devices spread across a number of departments, makes it difficult to keep control over costs. 
• Data security. Information pertaining to your organization and its members may be at risk in the absence of adequate security measures, or software. 
• Unreliable budgeting. Unpredictable, ever-changing budgets are common in the non-profit sector, and it can be challenging to meet the high demands for print. 
• Challenges with funding. Cutbacks are common, and budgets may need to be continuously reworked to accommodate print.  
• Outdated technology. Underutilized or outdated technology may cause issues with data security and prevent you from making the most of your print fleet. 

The Benefits of MPS

In addition to helping control print expenses, an MPS provider can offer a number of other significant benefits, including:

• Helping to manage and configure new and existing equipment to make them more efficient and user friendly. 
• Reductions in print costs, of an average of 30 percent. 
• Assisting with the conversion of hardcopy documents to digital. Utilizing cloud technology helps to increase security, accessibility and workflow. 
• Ease the processes of billing, […]

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

How to Avoid Three of the Most Common Printing Mistakes

If you’re desperate for your printed material right now, is anything more frustrating than seeing that “printer down” sign on your office’s printer, copier or other document machine – or hitting “print” several times only to get an error message on your screen?

Even the best-quality multifunction printers (MFP) are not immune to downtime, and sometimes the problem stems from little user errors most people aren’t even aware of. At the same time, mistakes in security and recycling open up risks and cost issues to even well-maintained office machines.

Are you or your employees guilty of any of the following mistakes?

•Incorrectly loading paper. Nothing stops a printer faster than paper that’s loaded wrong – which could mean anything from bent edges to paper curling or stickiness. Before loading your paper, look for an arrow on the end of the package – that should point up and give you the direction of how to load. Then, fan the stack lightly so that some air can get between the sheets. Look for bent paper, rips, creases and other flaws that could cause a jam.
•Leaving confidential information on the machine. People who send sensitive documents to the printer should be prepared to pick up their copies right away. Unfortunately, when people get distracted by phone or email, such documents often end up left in the tray or nearby, where their security may be breached. However, today’s technology also allows for a multifunction printer that waits for you to arrive before printing the job.
•Tossing empty print cartridges in the trash. Every office should have a recycling program in place, but users tend to think only of paper when it comes to recycling. Used print cartridges are not easily biodegradable – in fact, they […]

By |October 21st, 2016|blog|0 Comments

How Managed IT Services Can Help Your Small Business

Technology advances at a breakneck speed, with significant advances occurring as often as every 28 days. This can make it hard for businesses to keep up, especially with limited resources. Many small and medium-sized businesses are turning to Managed IT Services to help them bridge the gap.

For SMBs, Managed IT Services provides a host of benefits. No longer having to hire and maintain a large in-house IT staff frees up resources that can be better spent elsewhere. Simultaneously, they are able to take advantage of the professional expertise Managed IT Services provides, getting the best technology available to stay competitive in the marketplace.

Some of the top benefits of partnering with a Managed IT Services provider include:

• Cost-effective IT solutions tailored to your business needs and budget. A Managed IT Services provider will suggest applications, maintain security, and recommend the best technology that fits into your IT budget.
• Dependable IT services. Whatever your problem, a Managed IT Services provider has the staff trained and ready to support you. This results in a more dependable and better service than in-house IT often provides.
• Comprehensive and complete IT solutions. A Managed IT Services provider can look at the broad picture of your business and develop a comprehensive IT plan. From hardware to security and user applications, your system can be designed from start to finish.
• Maintain regulatory compliance. Regulations can be complex, and failure to comply can result in stiff fines and penalties. Managed IT Services have specialists in regulatory compliance and can help you develop solutions to enhance your compliance.

Small and medium businesses often lack the resources to keep up with the ever-changing world of technology and regulations. In-house IT staff can become quickly bogged […]

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

Do You Really Know What MPS Is All About?

You’ve most likely heard of Managed Print Services, but do you know what it actually entails?

Managed Print Services, also referred to as MPS, can help your business gain control of its printing while also boosting productivity, improving your office’s environmental sustainability and improving document security. 

MPS takes into account all of the costs associated with managing and optimizing print equipment, the output of these devices, and the processes that support your printers. This is done by conducting an assessment of user activities and pages produced by employees on your printing equipment in the workplace. 

If you add these costs up, you’ll probably find that printing actually accounts for a large chunk of your organization’s annual spending. In fact, printing costs for the typical business can account for as much as 15 percent of their annual spending. However, by partnering with a Managed Print Services provider, you could cut these costs by as much as 30 percent. 

An MPS provider can do more than just oversee your print environment. Here is what a good MPS partner can do for your business:

• Identify opportunities for improvement by conducting a thorough print assessment.
• Map out a plan to reduce the number of print devices and supplies required while still meeting your organization’s printing needs.
• Proactively correct potential printing problems before they interrupt your workflow.
• Improve your environmental footprint by reducing paper waste and relying on technology that consumes less energy.
• Offer secure printing access for mobile employees.
• Train employees for a smooth transition to new print technology. 
• Offer the capability of converting slow, paper-intensive processes to efficient digital workflows. 

The best MPS partner for your organization will seamlessly manage your print infrastructure while you focus on running your business. Please contact us today to learn more about […]

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

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