When it comes to managing business expenses you need to have the conversation with yourself on "how much is this outsourcing really costing me?"
I meet with people all the time who outsource their printing for a down-right ridiculous amount of money. While visiting a customer earlier this year, we were able to find out that they were outsourcing about 3,000 bulletins at $.50 cents a pop for their craft store business! When we told them we could get their costs down to less than $0.08 cents per bulletin, they were speechless! continue reading...
What exactly is workflow? It is defined as a sequence of connected steps. It is a depiction of a sequence of operations. The flow as it related to document management is how it is transferred from one step to another.
Workflows are designed to achieve processing intents of some sort, such as physical transformation, service provision, or information processing. Why is Workflow Important to Me? Understanding Workflow and its connection to documents allows companies to map current processes then actively simplify the steps involved. continue reading...
Advances in technology have resulted in many different types of printers. Unfortunately, all these printers are not created equal. Some have good quality and some will be poor quality. Make sure to pay attention to the different functions and characteristics.
Here are some questions you may want to ask before buying a printer:
· How large is my company? continue reading...
There has been increased media coverage in the past 6 months on the importance of document security. I’m approached all the time by people asking how they can improve the security of their MFPs and documents.
One of the best ways to secure your documents is to remove any residual data that is left behind on electronic memory or disk drives. These remnants are from any time that you copy, print, scan or fax. continue reading...
It is very easy for your IT team to become overwhelmed by end user issues and lose sight of your company’s core business initiatives. Many of these end user issues relate to office printing. Paper jams, offline systems and supply shortages consume IT professionals because rarely can they fix these issues remotely.
Luckily, there is a solution. Managed Print Services (MPS) can help your IT personnel focus on their tasks. Furthermore, MPS will make your entire printer fleet more efficient and cost effective by eliminating printer management from the tasks of your IT team and providing the following services:
· On Site Service: A certified technician will come to your office to take care of any service issues with your devices.
· Maintenance: Like all mechanical devices, printers require maintenance. With MPS, your devices will receive preventative maintenance to minimize printer downtime. continue reading...
Unmanaged office printing can easily consume up to 3% of annual revenues according to the Gartner group. Therefore, if you are searching for an area to trim your company’s overhead, your print environment is a great place to start. To control and reduce this expense there are a few strategies you can integrate.
If you look around your office there are probably areas that have a laser printer, a copier and a fax machine sitting right next to each other. This presents a great cost-saving opportunity. Each of these devices has a separate cost of operation that comes from stocking unique supplies, supporting the network, handling repairs and service and electricity. With today’s skyrocketing energy costs, it is possible that it actually costs more to power your devices than it costs to put supplies in the devices!
You can combine devices with multifunction systems that print, copy, fax and scan in a single unit. These reliable systems can handle applications from desktops to workgroups to departments. Consolidating devices with multifunction systems could provide instant and long-term cost reduction for your organization.
Re-Route Print Jobs
Some of your printing devices are less expensive to operate than others. For the most part, high-volume networked systems have a lower operational cost than smaller desktop devices. While desktop devices may be necessary for productivity or privacy reasons, larger print jobs could easily be routed to network devices to reduce costs.
New software makes it easy to re-route print jobs automatically. You can assess your basic needs and set routing rules. For example, print jobs over 20 pages could be sent to a networked multifunction system. The end user would simply print their job exactly like they normally would. However, with this software a pop up window would let them know that their job was routed to the workgroup device as a cost-saving strategy. Applying print routing to your organization could create cost savings of 30% or more. continue reading...
Most multifunction systems today come equipped with advanced access controls. Despite having a large breadth in functions, these controls are actually very easy to use. Plus, by monitoring print usage, you can reduce your costs greatly by supervising usage by department, work group, or even individuals.
Access controls work in conjunction with the security features of your multifunction to set up PIN codes or card-access for desired users. By requiring every user to log in to the multifunction, you can get a clear report on how the device is being used. You can also set authorizations based on access groups. For example, you may want your Marketing Department to have access to color printing, but feel it would be unnecessary for the Sales Department. With access controls, you can minimize unnecessary color printing and reduce your costs.
Effective print monitoring also allows you to create defaults for certain access groups. You can set print jobs to automatically duplex (two-sided printing) to help save paper. This is a quick and easy solution that will yield instant results. continue reading...
Recycle Paper Put recycling bins next to your printers and copiers. Most municipalities have recycling services. You can also use recycled paper in your printers and copiers. Make sure to select a good quality of recycled paper that is rated for laser printers and copiers.
Duplex Printing A great way to immediately cut paper usage is to set your printers and multifunction systems to default to duplex (two-sided) printing. This is especially helpful for long print jobs because duplex printing literally cuts your paper usage in half.
Color helps you communicate more effectively with your customers, and it also helps you communicate more effectively internally.
Color Improves Customer Communication
Did you know that color invoices get paid faster, reducing collection time? Color marketing materials and proposals command attention. Color newsletters and publications keep your clients informed of your new offerings.
Color Improves Internal Communication
Did you know that training materials are more effective in color? Spreadsheets and financial reports are more understandable in color – and color even helps to reduce errors when working with reports. Key memos and internal flyers capture attention in color. continue reading...
Technological advances have resulted in many different printers, but of course not all printers will print the same quality. There are many different types of printers on the market, and all of them have different functions and characteristics.
Some questions you may want to ask before buying a printer are:
· Are you a large or small company?
· What will this device be used for?
· What quality and performance features are you looking for?