Author Archives: riehlt

About riehlt

Vice President, Caltronics Business Systems

How to Know if Managed Print Services Are Right for Your Business

An overwhelming number of companies don’t have a clear picture of the printing environment in their workspace. Even though there are significant outgoings, the management teams of many companies don’t actually know just where all the paper is going. This often leaves the finance director perplexed, and some cursory notice may be placed above the printers to warn the employees of the dangers of waste. However, this is likely to have little or no effect, which is why many companies have turned to managed print solutions (MPS) to solve this problem.

How to Know if Managed Print Services Are Right for Your Business.png

 What Are Managed Print Services?

MPS is designed to save businesses money through analyzing the current print environment and achieving more efficient results, either by integrating new management systems, new hardware, or by simply giving the management access to analytics that enable them to manage the workflow better.

These services are provided by specialist printing companies that have a large level of experience in the field and can provide solutions tailor-made for the needs of your business. Common services offered include:

  • Leasing of equipment
  • On-site support
  • Development and setup of systems
  • Training
  • Print audits
  • Detailed reporting on workflow

 

Why Do I Need Them for My Business?

To answer this question, you need to consider these supplementary questions.

  • Do you know why your company is spending as much as it is on printing costs?
  • Does your IT department spend a lot of time on print equipment and system-related inquiries?
  • Do your printers and copiers need to be replaced?
  • Does your staff often complain about the existing systems?

If you answered yes to the majority of these questions, it is a sign that MPS could be a useful area to explore to achieve cost savings and to enable you to create a print policy.

By integrating a MPS into your business operation, you will have a clearer picture of what is going on, as well as the following benefits:

  • Save money by identifying inefficiencies in the workflow
  • Receive regular analytics on the usage and overall efficiency of the system (this can identify poor performing machines and wasteful employees)
  • Improve security
  • Free up your IT support team to work on other critical system related problems

Any Questions?

If you think MPS could help your business, call us today to arrange a consultation.

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Printables for End of Year Gifts for Teachers

The last day of school is fast approaching. Surely, a bittersweet day for teachers and students alike.  If you’re looking for end of year gifts for your child’s favorite teacher, there are hundreds you can find online. To make your life easier, we’ve pulled together a list of printable gift ideas that make perfect end of year teacher gifts. Now you can show your appreciation in a fun and special way.

Printables for End of Year Gifts for Teachers

Gift Cards

Want something simple and practical? Gift teachers with a gift card from their favorite store along with an appreciation gift card holder from Skip to My Lou. All you’ve got to do is print off the card holder and follow the step-by-step instructions on the website. Then head down to the place the teachers love and buy them a gift card. If you’re not sure what stores they love, basics such as grocery stores and coffee shops are always a great bet.

Not which printable to use? Pinterest has your back! It has printables that go with anything and everything.

Gift Tags

Gift tags are perfect for little treats of gratitude for our awesome teachers. Grab a package of highlighters and attach this multilingual gift tag from PTO Today for a nice end of year surprise.

After a long school year, any teacher would be happy to have some stress-free time under the sun. Tie a beach towel, sunscreen and/or a pair of flip flops with a colorful ribbon along with a Landeelu tag to get the teacher in vacation mode.

Alternatively, use any printable tag from Hip2save to attach to a bag of pens or ream of paper. Their tags also look good in a pot of flowers.

Classroom Signs

Say your thanks in a big way, literally. Print out this sweet classroom sign and beautifully frame it as a gift. With this sign hung on the wall, the teachers are reminded that they are appreciated for their effort and dedication. You can also touch any teacher’s heart with this sign from Catch My Party.

Help teachers make their classrooms livelier and brighter. From inspirational quotes to general rules, Teach Junkie has a handful of well-designed printable classroom posters.

Stickers

Help teachers stay up-to-date with these cool printable stickers from Stickers and Charts. Bet the students will love them, too. Rewarding students becomes a walk in the park with these good job stickers from Reward Charts 4 Kids.

For teachers who love scrapbooks and journals, a summer planner is a good idea to help them make the most of their summer. Wrap the planner’s cover with this printable sticker from Minivan Dreams to match it with the summer theme.

Thank You Notes

Nothing beats personalized teacher gifts. This shows how grateful you are for your child’s teachers, and teachers do love feeling appreciated. If you’re not great at drawing, Printable Cards allows you to create and print your own thank you cards for free. They also have ready-made cards that you can customize. Plus, you can add your own blurb of thanks.

Is your son or daughter a grade school student? Thank you coloring cards are great for them. With DLTK thank you cards, your kids can thank their teacher for all their hard work while adding their own touch by coloring the card themselves.

With these clever printables and a high quality printer, appreciating teachers for their love, patience and dedication is super easy.

 

 

 

Spring Cleaning Around the Office

A cluttered office with employees sitting on top of each other and tripping over last year’s paperwork is never going to make them happy.

One way to keep your employees happy is to create a clean, clutter-free, modern workspace where your employees will be able to collaborate easily and find any information they need when they need it.

clean office

Introduce a Clean Desk Policy

There has been a lot written about the integration of Clean Desk Policies (CDP) in companies throughout the world. For starters, a clutter-free desk looks good, and it is much easier to organize yourself. Clutter can have an adverse effect on some people and cause them to be distracted.

Having useful storage solutions near the desks or having a cloud-based document system can remove the need for documents to be everywhere.

New Year, New Office

A fun way to get the office clean is to arrange a team-building day, which brings the team together but also raises awareness of poor habits and hygiene. You can make the company spring cleaning an annual event and create a sense of competition.

This activity can create cooperation and a sense of pride in their office. By making this part of the company culture, your office will hopefully become a much cleaner and organized space all year round.

Clean Office = Fewer Sick Days

Let’s face it, offices are perfect breeding grounds for germs and bacteria, and the cold and the flu can easily spread around the office. In a 2017 survey of employees, Statista found that around 50% of all employees take off up to five days a year.

The cold, the flu, and tummy bugs can be easily spread around the office by using shared workstations, telephones, and by touching door handles and plates. The CDC recommends that employers should have flu-prevention and hand-washing policies in place to minimize the spread of germs.

A spring clean can help eliminate some of these nasty bugs and remove dust which can irritate people’s allergies.

Put a Strategy in Place

In two separate reports, IDC highlighted the enormous amount of time employees wasted searching for vital information. On average, employees spent between 2.5 and 4.5 hours a day, which is a massive waste of resources.

One of the main reasons for this was a lack of a coherent strategy for the correct storage of documents. This has improved with a move towards digital storage, but you still need to have a policy in place so that the documents are easy to find.

How to Know if Managed Print Services Are Right for Your Business

An overwhelming number of companies don’t have a clear picture of the printing environment in their workspace. The management teams of many companies don’t actually know just where all the paper is going. This often leaves the finance director perplexed, and some cursory notice may be placed above the printers to warn the employees of the dangers of waste. However, this is likely to have little or no effect, which is why many companies have turned to managed print solutions (MPS) to solve this problem.

What Are Managed Print Services?

MPS is designed to save businesses money through analyzing the current print environment and achieving more efficient results, either by integrating new management systems, new hardware, or by simply giving the management access to analytics that enable them to manage the workflow better.

These services are provided by specialist printing companies that have a large level of experience in the field and can provide solutions tailor-made for the needs of your business. Common services offered include:

  • Leasing of equipment
  • On-site support
  • Development and setup of systems
  • Training
  • Print audits
  • Detailed reporting on workflow

Why Do I Need Them for My Business?

To answer this question, you need to consider these supplementary questions.

  • Do you know why your company is spending as much as it is on printing costs?
  • Does your IT department spend a lot of time on print equipment and system-related inquiries?
  • Do your printers and copiers need to be replaced?
  • Does your staff often complain about the existing systems?

If you answered yes to the majority of these questions, it is a sign that MPS could be a useful area to explore to achieve cost savings and to enable you to create a print policy.

By integrating a MPS into your business operation, you will have a clearer picture of what is going on, as well as the following benefits:

  • Save money by identifying inefficiencies in the workflow
  • Receive regular analytics on the usage and overall efficiency of the system (this can identify poor performing machines and wasteful employees)
  • Improve security
  • Free up your IT support team to work on other critical system related problems

Any Questions?

If you think MPS could help your business, call us at 800-775-9545 today to arrange a consultation.

Team Building around the Office

Are you tired of the conventional training to help boost team morale and overall flow? There are numerous different team-building activities you can try that not only help form a closer team but are also fun and educational. We have a list of games and exercises you can try in your organization that will help your employees learn about each other, all the while improving how they work together. So no more boring training sessions! Give these activities a try and watch your team flourish.

team building

  1. Charades

Participants: Groups of six to eight people

We are all familiar with how charades work. But rather than playing with movie titles, you can give your team different objects that are commonly used in the work environment, having one employee go up and act out for the crowd what the object is—without speaking of course. This activity allows your employees to use their creativity and also shows the group how the individual doing the acting actually thinks.

  1. Scavenger Hunt

Participants: Small groups of three to four individuals

Scavenger hunts are a wonderful team-building exercise. They allow individuals to work together toward a common goal while also utilizing the element of competition. It does, however, require some preparation on your part. You will need to find clues to give, locations, and items that the employees will need to find. Once you have all that ready, you want to break your employees into numerous groups. Give them the clues and have them go out and hunt.

  1. The Egg Drop

Participants: Groups of two to three individuals

The egg drop is a classic mind game which requires an egg to be dropped from an elevated position in hopes that it survives. Obviously, the egg will need some sort of protection to ensure it doesn’t break. So you want to break your employees into small groups and provide them with an assortment of office supplies. Their job is to work with their group to come up with a contraption that will prevent the egg from breaking when dropped. Give them about an hour to do so, and then go to the roof of your office and let the eggs fall to see which group’s egg doesn’t break. This activity promotes critical thinking within the group and allows them to work together and incorporate each other’s ideas for a better solution.

  1. Truth and Lies

Participants: One big circle of employees

If you are looking to break the ice amongst employees and for them to learn something about each other, this activity is a great way to do it. You sit everyone down, forming a big circle, and each individual gets a chance to speak. Each person needs to tell the group three things about themselves, one of which is a lie. It is then up to the group to try to guess the lie out of the three statements. This activity gives everyone an equal chance to speak and allows employees to share some things about themselves that others don’t already know.

Using games and activities as a means of team building within your organization is a wonderful tool. Not only does it help your employees form a better bond, but it also allows them to have fun with one another.

 

How Flexprint Managed Print Solutions Can Improve Productivity

Are you tired of having to print numerous documents on a daily basis without the right hardware or setup? Printing is a vital part of businesses today, and if you don’t have the right system and set up, chances are you will face problems sooner or later with medium or large sized print jobs. Flexprint, in a new partnership with Caltronics, can help you avoid that with their managed print solutions. How?

How (1)

  1. Print setup is according to your print needs

The first thing the team at Flexprint does is analyze your print needs. Most businesses with IT departments tend to utilize them to analyze their needs and design a setup accordingly. While this solution may seem fine initially, it is almost always better to have an experienced managed print solutions provider come in help you save up on both time and money. The analysis done by Flexprint will entail all your business print needs, which includes scanning and faxing.

  1. Create a print setup based on your needs

The analysis will allow Flexprint to evaluate exactly how many printers are needed and with what features. They will be able to develop a network for your printers which generally leads to eliminating the use of “local” printers on employees’ desks in favor of shared printers that can easily take the workload of numerous people at once. This helps streamline the whole print process and reduces the need for unnecessary printers, making your print environment much more efficient.

  1. Employee training

Flexprint ensures that your employees are well aware of how to use the devices and how to get the most from them. Fortunately, products provided by Flexprint are easy to use, so the training isn’t like taking an advanced engineering class. Because your employees will start off knowing how to use the machines properly, it will lead to an overall more efficient process for documents.

  1. Remote printing

Being able to print remotely is a wonderful option for employees at any business. It gives them the ease to print from any electronic device, be it cell phone, computer, or tablet. Flexprint can help you establish the perfect remote print environment for your business so printing from any device is easy.

So let Flexprint take your business to higher levels by increasing your employees’ productivity with their managed print solutions.

Paper Versus Paperless: What is Best for my Business?

For centuries, paper has been the primary means of recording written data. However, in recent years, there has been a shift away from this traditional method. The introduction of computers to offices was meant to eliminate the need for paper, but as the office started accumulating more and more technology, the use of paper increased. With this increase in usage came the need for more storage and a rise in costs to meet the business needs.

Many leading businesses have identified that they are literally burning money by using paper, and have started moving towards a paperless office, which has resulted in considerable time and money savings. Despite this, many companies are persisting with a paper office. So, what is best for your business: Paper or Paperless?

paper versus paperless

Three Key Areas

When considering whether to be a ‘paper’ or ‘paperless’ office, there are three primary considerations decision-makers need to take into account – workflow, storage, and security.

Workflow

New developments in technology have made it is easier to collaborate on many projects without the need to print out reams of paper. Many solutions allow staff to work on the same document or project at the same time and make adjustments and suggestions in real-time. This has several advantages over paper-based offices regarding productivity and cost-effectiveness. Employees don’t have to print out multiple copies and then collate all the data by holding a meeting. This can all be done from the comfort of your desk, allowing you to continue with other essential tasks.

Storage

Paper takes up a lot of room, and then there is whole hassle of needing to find old documents or reports. This can take a lot of time, especially if someone hasn’t followed the usual storage protocols or has misplaced a document. A paperless office eliminates these frustrating problems by creating online storage archives, allowing workers to quickly find records by using a keyword search.

Security

One of the main objections to paperless offices is the security of the systems that manage the documents. We live in a world where many sophisticated viruses and hackers are looking for ways to get at data. Therefore, many companies decide to stay with the traditional ‘lock and key’ approach. However, that system carries just as many risks for the integrity of the company. Paper records are easy to lose and subject to tampering. Also, as many business and governments around the world have found out, documents can be easily left in a copier room for unauthorized people to see.

In fact, there are many more ways to secure online documents and systems such as encryption of sensitive documents, backing-up of data, and time-stamping of documents.

If you have decided paperless is the safest and most efficient option for your business, you’re not alone. Many companies are moving in that direction, and Caltronics can help you make the transition seamlessly.