tips to maintain office equipment

Simple Ways In Maintaining Office Equipment

Setting up your office with all the necessary equipment isn’t cheap, so you certainly want to make sure that you not only purchase high-quality machines, but also know how to properly care for that equipment so that it can last for a long time.

Printers, scanners, copiers, and multi-function machines get a lot of use. Dozens of people are putting the machines to work every day, so it can be difficult to keep them in good condition and avoid frustrating breakdowns. If you learn how to properly care for your machines, you can avoid equipment issues that can disrupt the usual workflow at the office.

Regular maintenance checks are important for keeping your machines are optimal efficiency, but there are also a lot of simple ways to prevent your equipment from malfunctioning. Regardless of your equipment or machine’s price or value to your office and employees, always remember to:

Keep your machines clean

Machines should be kept clean and free from dust at all times. Always clean your machines the right way. You may learn how from the care instructions that may have been provided to you by the manufacturer. Make sure that you’re using the right cleaning materials to avoid damage to sensitive parts such as screens, buttons, and electrical components. When in doubt, call a professional!

Put some thought into where you place your machines

Keep your machines in an area where it would less likely be affected by various factors such as sunlight and temperature.  For example, printers, scanners, and copiers should not be placed in direct sunlight. You’ll also want to limit chances of spills by keeping machines separate from break rooms and other areas were food and drink might make their way onto the machine.

Regularly check for small repairs and defects

Always check for any minor repairs or defects in your machines. These are usually composed of loose screws, broken seals, misplaced covers, and so on. As small as these repairs may seem, they can still lead to bigger damages. As a special tip, thoroughly check a machine before and after purchasing it to ensure that it’s free from factory or manufacturer defect. This will not only ensure that you have a fully functional machine but also save you from facing bigger problems in the future.

Follow instruction manuals for usage

Following manufacturer instructions will not only help a person use a machine or equipment properly, it will also protect the user from potential hazards and risks of dangerous chemicals, fire, and other hazards. Oftentimes, these manuals explain in detail small maintenance instructions for each piece of equipment.

Follow required inspection and maintenance

As much as you want to avoid additional or unnecessary costs, some machines do require a bit of professional help once in a while. It’s better to bring in an expert than potentially cause irreparable harm to your equipment.

Need help with your printing equipment?

Caltronics is a provider of leading-edge technology and services in the document management and software solutions industry. Discover how you can improve your daily business processes and what Caltronics has to offer by reaching out to us at 800-775-9545 for more information.

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Workplace Trends You Should Try at Your Office

Improving your office can seem difficult and expensive. It requires a lot of time and work. If you’re already operating full-time and suddenly thought of giving your office a quick boost, you might set the idea aside to avoid disrupting your normal operations.

However, you can still lift up the spirits of your employees and refresh the overall mood at work. You don’t need to move to a new office or to do a massive redesign to improve their mood. While a vacation can simply give them that rest, working in a highly productive and pleasant environment can help them work better every day. Happier and more productive employees will contribute to the overall success of your daily operations by preventing them from becoming exhausted and worn down by their jobs.

Overall, happier employees are simply just better for business. Consider trying out some of these trends at your own office to energize your team.

Arrange Your Workspaces Ergonomically

You can begin by thinking of ways you can improve your workspaces in an ergonomic way. While many people hear “ergonomic” and think only of chairs, ergonomic actually means “relating to or designed for efficiency and comfort in the working environment.”

Ergonomic workspaces can help with the productivity and overall well-being of your employees. You don’t have to change everything at once, but when opportunities arise, you can slowly incorporate ergonomic designs in your office. Some easy ways to begin include checking that computer brightness is set to a comfortable level, adjusting the tilt of your office chairs, ensuring a comfortable distance between chairs and tables, providing organizational materials to keep office items tidy, etc. These are minor but important adjustments and steps you can take to begin transforming your office into an ergonomic workplace.

Increase Natural Lighting

When working under limited resources or budget, you can always pick a design that will look good all year round. Most offices today are going for bigger windows for better views and more natural lighting. A study shows that workers who sit by a window experience less eyestrains, headaches, and blurred vision, which can be caused by long hours spent on a computer. Employees who work in offices with natural light pouring in also experience higher productivity.

If your office also works at night, consider white walls and blinds or curtains to emanate a daylight mood. Make sure that you have proper lighting everywhere and that the lights you use aren’t too harsh and don’t emit too much heat. Using several small light bulbs can help you achieve a well-lit office even during evening hours.

Build Good Workplace Culture

Promoting concepts such as work-life balance and providing small ways to help your employees release their stress is one way to build better office culture. Consider the goals of your company and use that as a pattern when conceptualizing the culture you want for your company.

Simply providing a breakroom that allows employees to truly rest during their breaks is a great way to start. You can also encourage peer recognition and host networking happy hours so that employees feel like they are all part of the same team. Organizing hobby groups can also encourage your staff to participate in other activities such as sports and arts outside of work.

Provide Office Supply Organizers

Minimizing the number of items that each employee must keep in their workstations and also providing materials that help employees keep things such as papers and pens tidy can really help keep employees happy and productive. Unorganized and cluttered desks can negatively affect employee productivity and therefore affect the entire business.

Clutter or lots of items can easily distract your employees and make them lose their focus. Provide them with a simple and inexpensive pen or document organizers where they can put and store all small office items such as pens, notebooks, tape, and even small gadgets such as phones or calculators. This item may not seem like much, but will actually encourage them to organize the tiny items that are cluttering their stations and keep their desks clean.

Invest in All-In-One Machines

Save a huge amount of space by investing in multi-purpose machines and computers. You can go for options that will serve a wider variety of functions. You can also invest in sturdier equipment with higher quality to avoid frustrating equipment issues.

Examples of these kinds of equipment include high-end computers and multi-function printers that can also copy, bind, and/or fax documents. They will not only help free up more space for your office but help boost day-to-day tasks with their efficiency and speed. If you have a couple of items in mind, do your research and make sure that they will really help your business and employee productivity.

What Caltronics Can Do For You

Caltronics offers a wide range of multifunction printers and all-in-one printers to choose from. You’ll surely find the perfect fit for your office and business from our catalog of products. You may also reach out to any of our numbers and allow us to help you find the right choice for you.

Revamp Your Office With Easy Ways This Spring

Easy Ways To Revamp Your Office During Spring 

With your employees spending at least eight hours a day inside your office, it’s easy for them to get stuck in a rut and bored with their surroundings, thus damaging their overall mood and productivity.

While there is work that needs to be done, we can do something about maintaining productivity and creativity in the office workspace. Revamping your workspaces is one way to keep your employees focused and motivated. Changing the vibe of your office can prevent them from feeling bored and unenthusiastic.

Spring is the perfect time to freshen up your office. Here are some easy ways to revamp your office workspace this season.

Declutter Your Workspaces

As simple as it may sound, cleaning and throwing out unnecessary stuff is one of the easiest ways to revamp an entire workspace. Removing items that are not needed can really make a lot of difference. It helps the mind remain organized and helps employees focus on their work more.

Having so many things at a desk or at a section of your office could also make an office appear small and claustrophobic. On the other hand, a tidy and more organized office and work desk will make an individual feel more relaxed and clear-headed.

Go Green

Spruce up your office this spring by placing tiny potted plants around your office space. Adding plants to your workspaces will not only provide you with cleaner air inside the office, it can also help reduce stress and make your office a more attractive place to work.

If your employees are allergic to some type of plants, go for potted cacti or other succulents! These types of plants are most suitable in an office or indoor setting and are known to last regardless of the weather or season. They’re low maintenance, so you don’t have to worry about them not being watered over the weekend or getting enough sunlight most of the time.

Create an Inspiration Wall or a Mood Board

This is an easy way to add something new to your office. Dedicate a small board or a small section of a wall for this. You can start by creating a seasonal or even a monthly theme.  Make it a collaborative effort and encourage your employees to contribute. This way, you are not only allowing them to contribute but to collaborate with each other as well. The mood board is a great way to share their ideas with each other. This is good especially for employees who are hesitant about voicing out their ideas to the rest of the office.

Having an inspirational or mood board to look at can help your employees with their creativity and productivity. This idea is not only easy to do, but affordable and requires very few materials.

Add Art to Your Office

It doesn’t have to be a big, flashy, expensive, and a coveted item. Small and humble art pieces such as frames, paintings, and vases can really change the way your office looks.

Printables are a great way to start. You can find free art online and use your high-quality printer to create quick art pieces. If you add in extra touches like photo-quality paper or even add some frames, you’ll have great looking pieces to display for a very low cost.

How Caltronics Can Help 

Caltronics offers quality solutions for your printing needs. Choose from  Konica Minolta’s product catalog or HP office equipment to find out what suits your needs more. You may get an all in one printer or upgrade to a bigger multifunction printer. Whatever your needs may be, Caltronics can help you find the right solution for your business. Contact us at 800-775-9545 for assistance.

Multi Function Printers That Can Benefit Your Office

Printers In Demand: Multi-Function Printers To Benefit Your Office

From computers, phones, to printers, getting the right equipment is crucial in making sure that your workplace runs as smoothly and efficiently as possible. Aside from finding an authorized and trusted dealer, it’s also important to know how specific equipment can benefit your business.

Such information will help you better choose the right options for your specific needs. In doing so, you can save time and money when it comes to updating or upgrading your office. Below, we’ll take a closer look at multi-function printers and their benefits when it comes to improving office efficiency.

Black and White

Small or home-based offices will find a monochrome multifunction printer as the first and easy choice for their needs. There is a need for growing businesses to cut and save costs, which is why a reliable black and white printer would be the best choice for them. A multifunction printer will allow you to print, scan, and even send faxes at the same time.

Black and white multifunction printers such as the Konica Minolta bizhub 458e are reliable multifunction machines that can scan and print and have the capability to handle large printing jobs in a short amount of time. This type of printer also supports mixed media production which means that it can staple, fold, and put together documents in a more presentable way.

Color

Businesses handling a lot of visually demanding documents and other productions will do best with a color multifunction printer. Aside from being able to produce colorful and visually-appealing outputs, getting a colored multifunction machine is far more cost-efficient. Once you move past a small operation, you’ll likely run into the need for color printing. This is why small and medium-sized businesses will find plenty of uses for this equipment and will find a great multi-function colored printer to be a valuable investment as a business or operation grows.

Given how much the times have evolved and how it had taken machines along with it, multifunction printers must also have other advantages. The Konica Minolta bizhub C659 increases productivity through dual scanning capabilities, mobile connectivity support, and easy configuration settings. Although it requires a slightly higher investment, it’s a worthwhile one which can handle massive colored prints quickly.

Compact

Even big businesses don’t always have a ton of office space. If this is the case for your business, a compact multifunction printer is what you need. These types of printers aren’t only smaller in terms of size, but also require less maintenance and have lower costs as well. In terms of usability, a good compact multifunction printer provides good user-friendliness despite having most of its functions combined together in a smaller and more compact body.

Nevertheless, these machines are equally as powerful and packed with many other functions to benefit your business. The Konica Minolta bizhub c3351 is a small but mighty machine guaranteed to increase document management productivity in any environment.

The Right Choice For You

We understand that it can be difficult to find the machine that best suits your needs. Choosing among a wide variety of Konica Minolta multifunction printers can be challenging. However, you can be certain that all deliver high levels of efficiency, productivity, data security, and the ability to connect with the latest office technologies today.

For a more diverse and flexible business, getting print solutions might be a better option. For an office upgrading to a better multi-function printer, it’s definitely confusing. Allow Caltronics to assist you and help you choose the right one for your business.

 

Why Your Printing Business Needs A Wide Press Machine

Expanding services, products, or other offerings might seem like an expensive option for growing businesses. However, if you do your research, investing in new things can bring in great returns in a short amount of time. One way for printing and print-related businesses to expand is to invest in bigger and better machines. One good example of which is a wide format printer or a wide press.

There are three major ways a wide press can help you not expand and grow your business

Let’s go into them one by one.

Flexibility and Efficiency

A new and updated wide printing press will reduce overall production time. This will not only benefit your employees but will also allow you to cut other production costs such as electricity, manpower, etc., It’s always tempting to continue with your “trusty” old machine, but take a minute to consider what issues you’ve had with your older product recently. Outdated printers can also cause issues that we usually ignore, such as:

  • paper jams
  • low-quality scans
  • inaccurate colors and sizes
  • poor quality printouts

These small but recurring issues are signs that it might be time to upgrade your printing press. Getting the latest wide format printing machines can help you address these technical issues that you may have been experiencing.

While they are mostly fixable, the costs of fixing and maintenance may already be enough to get a new machine. Take some time to reevaluate these small expenses and consider getting a new wide press machine.

Improved Sales and Income

Any knowledgeable businessman knows how to look for new ways to increase their business income. By getting an updated and high-quality wide press machine, you can start accepting more orders, which is a great way to elevate your business through faster delivery time. A new wide press will also produce better-looking outputs and products. Altogether, these factors can influence your business positively among your customers or clients.

A greater impression of your products and services can improve customer feedback and help increase the income of your business. You will be getting your huge investment covered in no time and start seeing improvements and better numbers in your sales reports.

Better Business Opportunities

Being able to produce more types of printed materials could really bring your business to a whole new level. Offering more will attract new customers that may have overlooked you before, bringing you new customers and better business potential.

You can also start coming up with ways to maximize a wide press such as:

  • create a variety of print-related products
  • bundle together services and offerings in packages
  • offer special discounts or offers to old customers
  • provide free samples

Getting a machine like the HP PAGEWIDE WEB PRESS T200 HD COLOR SERIES is a good way to start. It’s a versatile and high-tech machine with a broad range of applications that will surely help you do more with uncompromised quality. See more of Caltronic’s catalog of wide format machines or contact us at 800-775-9545 for more information.

 

Tips on Document Management

Making Document Management Fun and Easy

Document Management is organizing, storing, and tracking electric documents. In simpler terms, it is managing information from paper in a way that makes it easy to access on a computer.

Why Bother With Document Management?

Despite offices becoming more and more digital, documents hard copies are often still important, but they aren’t ideal for work collaboration. A lot of people now rely on online communications despite being in the same office or floor. This creates a higher possibility of misunderstandings or miscommunications regardless of the business.

Keeping documents at the ready can save operations from that. Troubles with communication can cost a business time and resources. A great document management system will outline the proper storage procedures for hard copies as well as for their electronics counterparts.

Here’s how to get started:

Create A System

Getting started can be a bit overwhelming, especially if your files are scattered all over the place. Start by organizing everything little by little.

Once you’ve done that, devise a system. Create a plan to manage them that works for you the best. You can use a sticker system, a folder system, or any system that will work. When saving documents electronically, it helps to have a standard naming system so you can easily search for the documents later.

Change and Improve That System

Allow your system to evolve. Always think of ways you can do your job in a faster and more efficient way. By doing so, you will save yourself a lot of time.

Handle Documents Like Gold

In business, documents are so important. You never know when you will need to reference something again, and when that time comes, you want to be able to find what you need without launching a massive search. When storing documents, whether they are hard or electronic copies, be sure you are thinking ahead so that the documents will be easy to find and in perfect condition when you next look for them.

Take Things A Step Further

When creating digital copies of documents, it’s important that they’re  clear, legible, and ready for reproduction. Getting a quality printer and scanner will let you do exactly that. Choose from HP’s catalog of office equipment and get one for your business today.

Printing Quality Stickers For Your Business

How to Print Great Stickers for Your Business

There’s no doubt that a business must be efficient at all times. To increase the productivity of your business, you must organize your daily operations. There are a lot of ways to do it. From improving your workspace to being on top of things. It can be as simple as knowing where things are and avoiding cluttered desks and storage. Office equipment, especially the ones carried outside the office can also use a label to prevent misplacing or losing them.  One way to avoid this is to use stickers.

Aside from in-office use, you can also use stickers for your business. You can use it on your products, promotions, and even as giveaways to your customers and clients. Great stickers can help increase recognition for your business as well.

However, simply printing out stickers isn’t enough. They will have to have look great and be high quality. Here’s how you can print great stickers for your office or business.

Choose the right printing material

Print your stickers on a material that will not fade easily. Choosing where to print your stickers is also important. By using strong or sturdy materials, you’ll avoid issues with fading or insufficient stickiness. Missing stickers or labels can defeat your purpose of using them to organize in the first place.

This is why you will need to consider where you will be putting the stickers before printing them. Are they for use inside the office? You can use a strong paper material. For travel? Use an extra thick vinyl. For outdoor equipment? Consider waterproof and materials resistant to scratching and fading. For your products? Use a material with a strong adhesive. This will avoid people from tampering with your products to distribute or sell them in an illegal way.

These are only a few of the things you will need to take note of when choosing a sticker material. They will have to be of high quality, durable, and completely serve your need for the sticker.

Use a high-quality printer

Using the proper equipment is as important as choosing a quality material. A quality sticker material is useless if the print fades fast. To avoid this, you will have to use a quality printer. A great printer will allow you to print detailed stickers for your business. If you have an intricate design with bright or solid colors, you will find a good printer as a good investment. When printing stickers (or anything), it is important to bring out your logo or image in the best way possible.

For businesses with growing operations, you can choose from wide variety of printers from Konica Minoltas’s product catalogue. Find what you need from a selection of office printers and multifunction digital press equipment for bigger operations. HP Office also has a variety of office printers to choose from. You can pick one depending on your budget, needs, and other purposes it may serve.

For any office or business, planning to print great stickers might seem like a straightforward task. However, how we do these small tasks can greatly affect the entire business. When it comes to choosing an office or business printer, you can checkout Caltronics’ catalogue of products and services. Contact us today at 800-775-9545 and learn the best choice for your business!