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A Guide for Multifunction Printers

Multifunction printers, or MFPs, are standalone devices that perform a multitude of tasks, which may include any combination of copying, scanning, faxing and/or printing. Thanks to their compact size and affordability, they’ve become an increasingly popular choice among business owners who are looking for creative ways to consolidate their assets, while increasing productivity, enhancing workflow, and trimming expenses. As with any major acquisition, there are a number of factors to consider prior to making your final decision.

Ask yourself the following questions:

What are your particular needs? No two businesses are alike, so be sure to carefully consider your individual needs prior to purchase. Determine how many users will utilize the MFP each day, which functions they will need to perform, and whether or not any of them will need to be in colour.
What is the total cost of operation? The lease or purchase price is only a small part of the equation when it comes to the cost of an MFP. Factor in the cost of consumables such as toner and paper, and maintenance and repair costs.
Is the MFP user friendly? Enhance productivity with an MFP that is easy to use, easy to connect to your existing network, and offers easily accessible documentation and assistance.
What functions can it perform? As important as choosing an MFP with the right capabilities, is its ability to multitask, so that users can access the functions they need even while others are currently in use.
How secure is the device? Protect sensitive information with up to date, scale-able security that meets your needs and requirements.
What are the bi-directional communication capabilities? The key to ensuring your print network runs consistently and efficiently is through the timely access to accurate information by IT personnel and users. Job […]

By |October 17th, 2017|blog|0 Comments

Want to Attract and Retain Talented Millennials? Here’s How!

Millennials, those born between 1980 and 2000, are a unique generation. Unlike those that came before them, they’re not motivated by money. They seek out companies that they can believe in and the flexibility to work their way. They are focused, talented and are seeking a work/life balance in their lives.

If you’re having a hard time attracting and retaining Millennials, here are four ways to meet their needs and reap the benefits of their talents.

Offer Flexibility – Millennials are mostly looking for flexibility in the workplace. They’re seeking a good work/life balance and value their happiness more than financial gain. They are technically proficient and device oriented, but seek an open, creative, social work environment. They don’t do well in cubicles. If a task is clearly delineated and has a deadline, they want the freedom to do it their way, in the style and location they choose. To keep them motivated, focus less on the clock and more on the final result to keep them motivated, productive and happy.
The Want Personal and Professional Development – When it comes to their career, Millennials are looking for personal development even more than flexibility. They seek challenging assignments and are eager to move up…quickly. The average time on the job for Boomers is seven years, for Gen-Xers it’s five, but for Millennials it’s just two. They will not hesitate to change jobs if they feel they’re not receiving enough personal growth.
Don’t Manage… Mentor! – Millennials aren’t interested in being managed as much as being mentored. The right balance gives them the freedom to express themselves and gives them the guidance and growth they seek. Studies have shown that Millennials who are mentored rather than simply managed […]

By |September 21st, 2017|blog|0 Comments

Enhance Your Business with a New Xerox Workplace Assistant

The face of business has changed thanks to wireless technology, enhancing the connectivity and mobility of workers. Whether your business is big or small, Xerox ConnectKey-enabled printers and MFPs can help to streamline a number of business processes, increase productivity, and propel your business ahead of the competition.

Xerox VersaLink

19 new printers and MFPs
Designed for small to medium sized businesses and workgroups
Easy setup
Choose from black and white or color devices
Work anytime, from anywhere, with any Internet enabled device
Intuitive workflows
Customizable tablet-like interface

Xerox AltaLink

10 new MFPs
Designed for medium to large businesses and workgroups
Advanced finishing options
Flexible, versatile, high volume MFPs that grow along with your business
Enhanced, multi-layered security features
A3 colour and monochrome devices

Both of these new series reflect the changing needs of today’s workforce, with a consistent, customizable experience, personalized workflows, and easy, one-touch access to a variety of cloud-based apps.

Features and Benefits 

The new touch screen interface has the look and feel of a tablet or smartphone for easy navigation, personalization and versatility along with easy access to a number of apps designed to enhance and boost productivity at the touch of a button. Additional benefits include:

Cloud connectivity. Your new workplace assistant allows you to manage your work anywhere, anytime, to download, print, scan, share, and more, using Dropbox, Office365, or Google Drive.
Enhanced security. Multi-layered security protects users from unauthorized device access with data encryption and image overwrite, for confidential communications and protection from hackers and thieves.
Streamlined business processes. Custom tailored workflows help to maximize your organizational workflow according to your needs and preferences.

This latest offering of workplace assistants from Xerox can help transform your print environment from ordinary to extraordinary, using smart app technology, easy […]

By |July 19th, 2017|blog|0 Comments

Plan for a Paperless Office

Nearly 50 percent of all printed material winds up in the trash or recycle bin by the day’s end. Globally, this amounts to more than one trillion wasted sheets of paper each year, furthering the argument for a paperless office environment. While office workers continue to rely on paper for everything from invoicing to record keeping, a number of these processes can be performed more securely, efficiently, and less expensively in a digital format.

If you’ve been considering reducing or eliminating paper usage in your organization, now is a great time. With innovative cloud and software solutions, going paperless is easier than ever before, but it does take time. Here is a list of steps to consider when planning out your strategy.

Move to the cloud. Store and share data between coworkers, clients, and vendors using cloud based applications.
Get back on track. Calculate your potential savings by tracking your current print volumes. A Managed Print Services provider can help with print audit software that can provide accurate, detailed reporting on print jobs by user or department; or you can manually record volumes using the meters on your print equipment.
Bank online. All major banks allow you to view your statements, pay bills, and perform a number of other common transactions online, eliminating the need for paper statements.
Live in the present. Do away with outdated technology, such as fax machines, but if you must use them implement software which lets you send and receive faxes electronically, lowering costs and paper usage.
Sign of the times. Electronically signed documents are a legally binding alternative to inked agreements in most countries.
Start today. Once you decide to go paperless, scan all incoming, relevant correspondence, routing them to the required destination.
Get employees onboard. Employees […]

By |May 3rd, 2017|blog|0 Comments

The Benefits of Managed Print Services for Legal Firms

The legal industry depends on paper in order to function. Experts estimate that approximately one to three percent of annual revenues are spent on printing, with about 30 percent of that number going towards maintenance and toner.
The truth is many legal firms are not aware of the total cost of operation (TCO) of their print environment. The piecemeal approach to purchasing equipment and supplies is partly to blame. Add the difference in costs for different devices and you can see how difficult it is to reach a TCO number.
Managed Print Services (MPS) can help. MPS is an effective solution for controlling print costs in the legal industry by improving document workflows and printing processes. Here’s how:
Assessment and Consolidation
An MPS relationship starts with an assessment and inventory of equipment, supplies and vendors. Once inventory is established, changes can be implemented including the elimination or replacement of devices that can help streamline document workflows.
Ergonomics: Printer Placement
Firms often use multiple copy rooms or stations, which may not be convenient for all employees. In addition, lost time spent waiting for a machine that is in use copying large volumes costs not only time, but also money. An MPS provider can analyze workflows to move devices to where they are needed most, freeing resources in high traffic areas.
Challenges and Solutions
Law firms today face many challenges like maximizing billable hours, budgeting, disaster planning and recovery, and regulatory compliance to name just a few. MPS offers solutions to these challenges. Implementing a digital document management system can improve search, save time, improve security and make compliance easier. MPS can put these systems in place and protect it all with security features like swipe key access and a secure audit trail.
The Benefits of MPS
Through better management of resources, digitization and […]

By |March 9th, 2017|blog|0 Comments

Google My Business: Improve Your Local Search Ranking

For years, businesses have relied on the various free applications and tools offered by Google like Google Docs, Analytics and Gmail. As their search engine algorithm continues to evolve, Google has begun to focus on the importance of local search.
Google My Business is a free tool that businesses can use to manage their online presence across Google, Google Search and Google Maps. An easy to use tool, a Google My Business profile can help local consumers to find your business. Verifying your business information allows you to tell potential customers who you are, what you do and why your company is the best choice for their needs. Using local search and Google Maps, they can also easily find your brick and mortar location.
Here are three key benefits to show why your business should have a Google My Business page.

Manage Your Information On Google – Manage all the information that customers see when they find your business or products online. Verifying with Google My Business adds a level of credibility to your brand. In fact, consumers find verified businesses more reputable at a ratio of 2 to 1 over unregistered businesses. When your company comes up during a search, you can provide key information like your store hours, website address and physical address.

Interact With Customers – Your My Business profile gives you the ability to read and respond to reviews, inquiries and comments from customers. You can also post photos to give prospects a sense of your business capabilities. Businesses that use photos receive 42% more requests for directions and 35% more website traffic than those that don’t post photos.

Understand Your Site’s Performance – Analytics help you track your site’s performance. See how […]

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

Important Things to Keep In Mind When Looking for the Perfect MPS Provider

Important Things to Keep In Mind When Looking for the Perfect MPS Provider
The definition of a partner is one who works with you towards a common goal, or endeavour. In the case of Managed Print Services, the provider you partner with should not only know all there is to know about MPS, the should have  a genuine interest in helping you to succeed.
Your ideal partner will get to know you and your business in order to find the best opportunities for cost savings, streamlining workflow, and reducing your impact on the environment.
Read on for some great tips on what to look for, and how to find, the best MPS provider for your business:

Experience matters. Ask your potential hire how much experience they have with businesses similar to yours. Don’t be afraid to ask for references: those who are proud of the work they have done will be happy to provide them.
It’s all about you. No two businesses are exactly alike, including their print needs, or infrastructure. Ask the MPS provider how they will go about defining your needs and what tools they’ll use to determine your total cost of operation.
Flexibility is key. Your provider should have a plan that incorporates both hard copy and digital documents, integrating both processes seamlessly.
What about integration? Ensure your MPS provider has a plan of action that integrates well with your existing IT infrastructure, with access to cloud applications and mobile printing capabilities.
Look towards the future. Choose a partner who can easily meet your needs as your business continues to grow over the next 6 months, year, or beyond.
Stay safe. Internal hard drives in print equipment, wireless technology, and cloud computing, can all place your confidential client and company data at risk for a […]

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

Social Media Mistakes Every SMB Should Avoid

Social Media Mistakes Every SMB Should Avoid
Marketing your small and medium-sized business can be challenging with limited funds and in-house resources. However, businesses of all sizes are taking advantage of social media to promote their business, grow their customer base and establish themselves as leaders in their industries. It’s free to start, and when executed correctly, can offer an enormous return on investment.  Boost your chances of success by avoiding these common pitfalls.  

Voicing Your Opinions – Social media isn’t the right platform to talk about politics, religion, or any other controversial topic. Don’t discuss any subject you wouldn’t bring up at a formal business meeting, or you risk alienating or offending followers you worked hard to attain.
Spreading Yourself Too Thin – It’s easy to set up social media accounts on every available platform, though maintaining those accounts is anything but. Cultivating a well-established online presence takes a great deal of time and effort. Resist the temptation to use every platform, and instead opt to establish your presence on one or two platforms to start.
Being Inconsistent – Devise a weekly or monthly posting schedule and stick to it consistently. In order to stay fresh in the minds of your audience and relevant to your followers, they need to know that you’re active, and there to stay.
Not Owning Up to Your Mistakes – Respond to all comments, both positive and negative, and resist the urge to delete posts you later regret. Someone, somewhere is likely to have a record of it, and it will make you look worse for trying to hide it, than owning up to it, apologizing, and moving on.
Overselling – Once you start to amass a following, you may be […]

By |October 22nd, 2016|blog|0 Comments

Upgrade Your Copier for Improved Efficiency

Upgrade Your Copier for Improved Efficiency
For many businesses, upgrading technology is a low priority item on their to do lists, but the fact is your office copier is the hub of activity in your print environment. Your employees use it daily to copy, scan, fax and print.
Your print environment is a vital component of your business with no room for compromise. Here are several clear indicators it’s time to upgrade your copier:

Meeting Your Business Goals – Is your copier helping you meet your goals? Older machines can break down causing bottlenecks or worse. New models offer a host of features that are designed to better help you meet your business goals. For example, the new Xerox i-Series line of MFPs offers an online app studio that can help improve workflow by leveraging the cloud for easy access and storage of scanned documents.
Reduced Expenses – A new copier can have a lower total cost of operation than older models. New machines use less consumables and energy and the quality has improved to the point where you can begin to take jobs back in house to save even more!
Aging Machines – If your machine is five years old you may be spending more than you have to on repairs and maintenance. When you hit ten years, the total cost of operation can outweigh the cost of a new, feature rich machine!
Repeated Repairs – Is your copier repair guy a regular fixture around the water cooler? If so, it’s probably time for a new machine. Repairs can keep your old machine running, but if the hassle of downtime is taking a toll on your team’s morale, it might be time to upgrade.
Enhanced Security […]

By |September 27th, 2016|blog|0 Comments

Are You Ready for Managed Print Services (MPS)?

Are You Ready for Managed Print Services (MPS)?
Small and medium-sized businesses (SMBs) are the backbone of the economy. Like their larger counterparts, SMBs rely on technology to drive business productivity and grow their businesses. Unfortunately, many SMBs have limited budgets and often lack IT resources. Managed Print Services is growing in popularity among SMBs as a means to get the huge costs and diminishing productivity of an unchecked print environment under control.

The Numbers
Quocirca, a business and IT advisory company, recently conducted a survey that uncovered some interesting statistics. Their research shows that 75% of SMBs rely on print to function, while a full 50% are struggling to get print costs under control. Uncontrolled printing can be a significant expense, especially when you consider the time and cost of ordering stock and toner, managing service contracts and dealing with daily issues like downtime. In fact, 40% of businesses surveyed cite device reliability as their second print management challenge, right after cost controls.

MPS to the Rescue
Managed Print Services can mitigate these concerns. MPS contracts are typically billed monthly based on a cost-per-page model. The predictability of billing reduces capital expenses and creates budget stability. Proactive monitoring and automated ordering of supplies and services removes these tasks from your staff freeing their time to focus on core business tasks. Meanwhile uptime is improved by remote device monitoring and timely repairs. Monitoring can also track usage and help get rising costs under control.
Quocirca’s study also found that confidence in MPS is growing, with 50% of businesses that currently employ Managed Print expanding their relationships in the coming year, while 43% of non-MPS users are expected to invest in services […]

By |August 26th, 2016|blog|0 Comments