Everything You Need To Know About Trading In Your Office Equipment

Office equipment isn’t built to last forever, and once it starts to breakdown, you can get caught in a never ending cycle of repairs, inefficiency, and loss of productivity. Rather than learning to live with the frustration of aging or inadequate equipment, why not explore the option of a trade in? Here are the answers to some of the more commonly asked questions about the process to get you on your way.

What’s the first step?
An assessment of your existing inventory and an in-depth analysis of the needs and requirements of your business are the best way to ensure your satisfaction with your new equipment.

Which machines can I trade in, and what are they worth?
As part of your initial assessment, your current equipment will be analyzed for overall condition, quality of output, and number of impressions. These factors help to determine the device’s value. Office equipment that could be considered for trade-in include:

• Copiers
• Fax machines
• Multifunction printers
• Printers
• Scanners

What if no one wants my old equipment?
Aging print equipment that is no longer desirable for resale may either be recycled in accordance with industry regulations, or if it still has some usability, may be donated to a non-profit organization.

Are others doing this?
Trading in older, inefficient office equipment is common practice in the industry. In fact, more than 80 percent of copiers, faxes, printers and scanners are traded in for newer, more energy efficient office equipment. Business owners are often left wondering why they didn’t trade in their equipment sooner once they start to enjoy the benefits of lower costs, improved efficiency, and a reduction in energy usage.

What about my lease?
Examine your current lease agreement to determine if there are any provisions for early termination. Most allow for a […]

By |November 23rd, 2016|blog|

Is the Paperless Office Still a Dream?

In the earliest days of technology, we were promised that in the future, we’d all be living in a paperless world. No more stacks of paper, everything documented electronically, it would be Nirvana! Well flash forward to today and most business owners are still surrounded by paper clutter.

It’s a normal part of doing business. Faxes, invoices, bills, legal documents, memos and manuals all piled up, filed away or just thrown about. Every piece needing to be managed, read, filed, retrieved, scanned and disposed of. This cuts into company profitability and is a symptom of inefficiency.  In fact, a Coopers and Lybrand study found that 20 – 40% of a worker’s time is wasted searching for documents.

So why are so many businesses still relying on paper and not switching over to a paperless office? Here are a few of the most common reasons:

1.  Bad Habits – Employees have developed normal habits revolving around these devices and 90% of companies that can benefit from the paperless office are still tied to the old methods of print, copy, file. Employees who are exposed to and use secure libraries of indexed, searchable and sharable electronic documents and data find that paperless saves time and hassle. They welcome the change.
2.  Analysis Paralysis – When companies understand the scope of digitizing all of their documents paralysis often sets in. As a result, this task often gets put on the back burner, despite the benefits. Document capture has advanced to the point where the time needed to digitize, capture and manage data has been greatly reduced. These new systems allow you to implement the process in stages without disruption of your day-to-day business.
3.  Stalling – After doing their due diligence and realizing that there […]

By |October 15th, 2016|blog|

Do You Really Have Control Over Your Print-Related Expenses?

Why should controlling office print be a priority for you? Here are a few scenarios that demonstrate the negative impact that uncontrolled printing activities can have on your company’s bottom line:

Scenario #1: Having no formal procurement approval in place for print related expenses.

Did you know that the majority of companies do not have a formal procurement approval process in place for 37 to 41 percent of print-related expenses? Many of these expenses go unnoticed as they are incorrectly accounted for in departmental budgets, making it difficult to see the full impact of how this affects their bottom line.

Scenario #2: Having no controls in place to manage printing activities.

If you don’t have any printing controls in place, you are essentially allowing your employees to make a buying decision with every document that they print. Keep in mind that colour printing can cost your company as much as $1 per page depending on the printer and toner!

Giving users free reign to print as many documents as they want, in whatever form they want, is like having a company gas pump in your parking lot and relying on an honour system to manage how much gas is being used.

Scenario #3: Having no formal recycling process in place.

The typical office will toss 80 percent of used print cartridges into the trash because they don’t have a formal recycling process in place. This is not good for the environment, especially considering it takes 1,000 years for a cartridge to fully decompose.

Please contact us for a complimentary print assessment to find out how much you are actually spending on print and suggestions for gaining control over your office print environment.

By |September 23rd, 2016|blog|

How a Print Policy Can Help You Reduce Your Colour Print Costs

Businesses of all sizes are trying to cut back on unnecessary expenses in today’s challenging economy. For many businesses, the print environment is a source of savings that’s often overlooked. Few companies actually have formal print policies in place and most don’t realize exactly how much their print environment is actually costing them. Every time your employees send a document to print, they’re making a buying decision.

Colour copies can cost from 10 to 80 cents per printed page depending on the output device.  To get costs under control, you should consider implementing and enforcing some simple print rules in your office. Here are four ideas to get you started.

1.  Create and Implement a Formal Print Policy
It’s a simple solution that works. Policies can be simple, like making two-sided printing mandatory and limiting colour on an as needed basis with approval. Studies show that simply letting employees know print is being monitored can reduce print volumes by 10%.

2.  Reset Printer Defaults
By simply defaulting all output to black and white, you can lower your costs. For extra savings, defaulting all printers to two-sided output can immediately lower paper use by 50%!

3.  Employ a Managed Print Program
A Managed Print Services program is a step beyond a formal rules based print policy. A Managed Print Services provider uses technology to monitor devices and can be used to set restrictions for users as well as print devices. Typically, a Managed Print Services program can lower costs anywhere from 10 to 30 percent almost immediately as well as reduce waste, reduce consumable use and offer better budget predictability.

4.  Limit Devices to Monochrome Output
Eliminating colour devices immediately reduces colour output! Most departments and end users really don’t have a need for colour printing on a […]

By |July 20th, 2016|blog|

How to Make the Most of Your MPS Experience

Today’s business print environment is becoming increasingly complicated as technology evolves. As a result, many businesses are turning to Managed Print Services to help them get a handle on not only their printing technology needs, but to optimize infrastructure, improve productivity and workflow, and cut expenses. The truth is, the real benefits of MPS extend beyond technology.

When you’re interviewing providers, first make sure your candidate can help you to drive greater business value over the long term. Here are two ways to create the optimal MPS experience.

1.  Go Beyond Print Management
As technology evolves your business needs to adapt. Your MPS provider’s strategy should adapt as well. Your technology needs to be able to function to meet the demanding needs of your business. The first task an MPS provider will undertake is to provide a complete technology assessment of your office machines to evaluate where you stand currently. They will then work with you to develop a strategy to enhance your current capabilities with an eye towards future growth.

When considering upgrades, your IT department will first look at computing – printer upgrades usually fall to the bottom of the list. An MPS provider can upgrade you to the latest printer technology right away. The newest printers allow your employees to fax, scan, print and copy on a single machine. Work can be remotely printed via the cloud and an MPS provider can implement a mobile print strategy to fit your needs.

An MPS provider will consider all of the software options for print controls to fit your unique needs. They can implement software controls for print monitoring, and mobile print that can save you money, increase productivity and improve workflow.

2.  Identify Growth Opportunities
Business evolves over time […]

By |June 15th, 2016|blog|

How Secure is Your Print Environment?

Reports on digital theft and are common in today’s news.  It seems the attacks on business information and personal data are more frequent and show no signs of slowing.  There is a danger for every office that their network and systems could be vulnerable.

The following are some key areas that can often be overlooked by office managers and IT groups:

•Network infrastructure – The first line of defense for any business against cyber-attacks is the network.  Make sure all routers, switches, firewalls and servers have updated security measures to block the newest hack techniques.
•Browsers – from Internet Explorer to Google Chrome and Mozilla Firefox, all browsers have some degree of vulnerability.  Make sure all browsers are current and consider using extra add-ons to lock down security and prevent intrusion by blocking known problem sites.
•Intelligent office machines – many new fax machines, copiers, scanners and printers have built in intelligence that leverages online communications.  Be sure to confirm the security features that are available for these machines and their proper settings are enabled to reduce vulnerability.

Small and medium businesses can be particularly vulnerable because of limited IT resources. A knowledgeable Managed Print Services provider can help evaluate existing vulnerabilities in your print environment to help keep your data safe.

By |May 23rd, 2016|blog|

What You Don’t Know About Colour Printing May Surprise You!

When you’re running a small or medium-sized business, you spend an enormous amount of time and energy looking for ways to operate more efficiently and reach your audience more effectively.
What would you say if we told you that there is one thing that can help you to accomplish both of these objectives and more? It’s the use of colour!
Printing in colour can have a positive impact on your business.  Here are a few surprising statistics:

Research indicates that colour printing is an effective way to captivate your audience’s attention as it increases the reader’s attention span and recall by more than 82 percent.
Your audience is also much more likely to choose to read a colour document over black-and-white as readership increases by 80 percent when documents are printed in colour.
Want to get more results with your direct mail marketing efforts? Printing direct mail pieces in colour will make recipients 55 percent more likely to read it.
Colour printing can help make sure an important message is not overlooked as it will help your readers to locate information 70 percent faster.
Printing in colour can also have a profound impact on branding. By printing in colour, you can increase your brand’s recognition by 80 percent.

Printing in colour can greatly benefit both your customers and employees. But why aren’t more businesses doing this?
Many businesses view printing in colour as more of a luxury than a necessity. With the new technology available today, colour printing is more efficient and affordable than ever. And, when you factor in the increased conversions that come from printing in colour and the boost in productivity in the workplace, you may see colour printing as an essential part of your business operations.
When you use the right printing […]

By |April 29th, 2016|blog, Uncategorized|

Gain Insight Into Your Print Environment With An Assessment

A print assessment can give you immediate insight into one of the last unaudited areas of your business, your print environment.  An assessment takes an in-depth look into your organization’s printing behaviours, volumes and costs. This data is then compiled into a report that can help you evaluate your company’s current print environment and identify areas where you can potentially reduce costs, increase productivity and reduce waste.
Once the data is collected and analyzed you’re given a report that contains the following information:

Inventory of All Print Devices – networked and offline
Usage by Device – detailed breakdown of colour and black and white volumes
Actual Print Costs – by cost-per-page, device, and overall
User Activities – can be broken down by department, or by end user
Energy Consumption
Recycling Practices – paper and cartridge disposal

Once you’ve reviewed the data, you’ll be better able to make long and short-term educated decisions on opportunities to cut expenses. Depending on the size and dynamics of your organization your assessment may consist of:

Walk Around –Walk through and inventory of all devices and printing of a configuration sheet at the beginning and end of the day for each device. This will give you a snapshot of your daily usage, which can then be projected out over time.
Software Deployment– A software assessment takes a bit more time and offers a more in-depth look at your actual volume and costs. Companies can often immediately realize a 30% cost reduction at the end the assessment period.
Onsite Professional Services– Larger companies, or companies with multiple locations require a more in-depth process to collect and analyze data. Often the payoff is equal to (or greater than) the scope of the study and can result in significant savings!

The size and […]

By |March 30th, 2016|blog|

The True Cost of Inkjet Printing

Remember that inexpensive inkjet printer your business colleague was raving so much about that you ran right out and bought a few for your office? After all, the low price of entry and decent print quality of inkjet printers make them seem like a natural fit for most offices. You probably thought they were a great investment….until you ran out of ink!
Benefits of Inkjet Technology
Inkjet printers are easy to set up and have a small footprint making them good for personal use. Although their print quality is not quite as high as laser devices, inkjet printers are good enough for many office applications. And because inkjet printers are often not connected to the network, they offer a high level of privacy and security, both important in today’s business environment.
The Downside
The issue with inkjet technology lies with consumables. A recent study uncovered the shocking truth about that “inexpensive” inkjet printer on your desk. It compared the cost-per-ounce of various liquids and found:

Crude 0il costs $.015 per ounce
Milk costs $.02 per ounce
Dom Perignon costs $4.54 per ounce
Human blood costs $10.83 per ounce
Chanel No.5 costs $22.00 per ounce
Liquid ink for a common inkjet printer costs $32.99 or more per ounce!

Let’s put that into perspective; at $32.99 for an inkjet cartridge that produces 500 prints at the manufacturer’s rated yield of 5% page coverage (that’s about a paragraph) your cost per page is around 65 cents. Increase the coverage, add graphics or colour and that can skyrocket the cost per page to over one dollar! If you print that same page in full colour, increase the cost by four times as colour prints require four or more ink cartridges!
So how can you address this major hidden cost issue? A Managed Print Services provider can help. They’ll […]

By |February 20th, 2016|blog|

How to Get Started with Rules-Based Printing

Printing is a commonly overlooked area when it comes to reducing business expenses. Implementing rules-based printing can save a small or medium business up to 30% per year in energy, paper, toner and productivity. This is a significant savings, making printing an important area to evaluate for every business.
Rules-based printing applies restrictions and settings with the goal of using the most efficient printer that will meet print specifications for each job. This ensures that for every print task, the efficient option is being chosen without sacrificing the quality you need.
Some common rules include:

Using the most efficient printer for large jobs
Restricting colour printing to certain employees or departments
Changing default print settings to black and white, double-sided printing

Applying these rules allows each employee to understand the financial impact of their print jobs and participate in cost-cutting measures. With rules-based printing, you will see costs decrease while productivity increases. Here are some tips to get you started:

Evaluate your printers. Take note of each printer and print vendor your business uses. This includes shared printers as well as personal printers. You will want to note the age and manufacturer of each. Using multiple brands or vendors can reduce your negotiating power when it comes to price.
Uncover your true cost of printing. Each print job carries with it a certain expense. Paper, toner and energy are obvious expenses. However, print vendor services, maintenance, downtime and loss of productivity should also be included.
Evaluate current printer rules and usage. Look at your current print processes to determine how accessible your print environment is to those that need access to it. Once you take stock of the situation, you can begin to implement specific print rules that would make sense […]

By |January 18th, 2016|blog|