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How to Enhance Your Brand Image with Office Technology

Businesses should incorporate the right balance in using all the tools available to build a positive brand image. In today’s market, first impressions matter greatly and your customers won’t hesitate to leave if you can’t give them what they need quickly.

How to Enhance Your Brand Image with Office Technology

Here’s how you can make the most of the tools at your disposal to improve your brand image and make a memorable experience for your customers and employees.

Pick Office Technology That Enhances Your Desired Brand Image

How do you want your customers to perceive your business? For example, if you want to be viewed as reliable and trustworthy, you might want to consider using technologies that convey a sense of security. A good way to do that is by installing biometric access to devices, security cameras, and smart locks. If you’re tech-focused and energy-efficient, set up smart lighting and cooling systems in your office. Whatever brand image you’re trying to project, make sure that your technology is high-quality, current, and easy-to-use.

Provide a Remarkable Experience to Your Guests

If you’re serious about offering a stellar service to your guests, use workplace technology that can enhance their interactions with your business. You can do that by providing wi-fi and device plug-ins in your reception and conference areas. If you want to impress prospects and new clients, equip your huddle spaces and meeting rooms with the latest technology – such as a wireless presentation solution, interactive whiteboard, smart video conferencing camera, etc.

Use Technology to Keep Your Staff Productive

Happy employees are your brand’s top ambassadors. They are your company’s extension. When your employees have a positive work experience, they are likely to share it around, and as you may already know, words travel quickly. For you to create that sense of happiness among your people, make sure you provide them with office equipment that will keep them productive. These may include top-of-the-line computers, multifunction printers, and efficient mobile scanning solutions. Investing in premium collaboration tools and email management systems is also a wise idea.

Invest in Your Company’s Visual Assets

One element that can make a huge difference with your company image are your printed materials. This includes brochures, leaflets, business cards, direct mail postcards, flyers, posters, and more. They are an essential part of your business’ marketing and advertising assets. Not only because they can help establish your brand, but more often than not, they are the first encounter a potential client or customer has with your brand. High-end printed materials allow you to bring the aesthetic qualities of font, color, images and texture to life. It also shows your professionalism and respect to your customers.

If you want to convey the right message and leave a lasting impression to anyone who comes across your business, invest in a high-quality printer. Not sure what kind of printer to purchase? We can help!

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How Can Wireless Printing Increase Productivity

Print technology has improved significantly and in many homes and offices, wireless printing is becoming the norm. Here’s how wireless printing can benefit your employees in terms of their productivity.

How can wireless printing increase productivity

Save Precious Time

As long as the printer remains within the wireless network range, everyone in the office can use it – may they be on another floor or building. Your employees can focus on their tasks and print an important document at the same time without having to leave their seats.

Furthermore, everyone can send their documents at once and the printer will keep them organized in its queue until their files are up for printing. They only have to walk to the printer once all documents are printed out. Having a printer in a centralized location not only eases accessibility, it also increases office efficiency.

Reduce Cost and Space

You can have one wireless printer for the whole office. If your business occupies three floors in a building, you don’t have to buy a printer for every floor since a wireless printer works as long as it is within the network range. This alone is already a huge money-saver since you cut down the cost of buying new printers as well as replacement ink and toner cartridges.

Because wireless printers don’t have to be next to your computer, you can set it up in its own space away from other office machines, without having to install cables and connectors. You only need a power cord to connect the device to a power source. Not only you save money, you also reduce noise in workspaces and the potential hazards that come with too many cables.

Brings Flexibility

Wireless printers are compatible with several file types such as MS Office documents. They also support cloud storage and file sharing. There are apps and other cloud printing services that suit every wireless printer manufacturer so you can maximize your printing tools.

Some of the best wireless printers could let you print from the internet to your printer even if you are accessing it outside the workplace. In other words, wireless printing offers flexibility and convenience to virtually anyone who needs it. Most importantly, in a workspace with multiple users, its flexibility can make printing much simpler.

Print On the Go

One of the biggest benefits of wireless printing is that you can print from your smart phone, tablet or even a camera with built-in WiFi. This means that you can print even when you are moving, no need to stop whatever you are doing just to be able to print a document out. You can work on other tasks while sending a document for printing from your device to the wireless printer. This is especially helpful when you are in a rush.

What’s even better is that wireless printing comes with multiple functions (e.g. copying and scanning) and features (e.g. color modes, previews and quality levels) that you can access even from your mobile devices. This way you can scan and print exactly to your requirements, giving your business the results it needs.

Wireless printers are designed for busy, productive people in mind. If you think it’s time to switch to wireless printing, get in touch with our team so we can help you set up the right printing solution for your business’ needs.

7 Quick Tips for Improving Workplace Productivity with Technology

Becoming productive in the workplace can sometimes be difficult. After all, there are so many distractions in the office that can affect our attention span. However, by equipping your employees with the most useful and advanced tools and systems available on the market, you can help boost their productivity.

7 Quick Tips for Improving Workplace Productivity with Technology

Here’s how you can use technology to empower your workforce.

Make it Easy to Collaborate

Whether in the office or out, effective collaboration between your people and customers is a guaranteed way to improve productivity. There’s a myriad of online tools with easy-to-use features that inspire teamwork and collaboration. Examples are Asana, Trello and Slack. Explore and try free versions and then pick out the best tool that suits your needs.

Remember to Use the Phone

It doesn’t always make sense to go back and forth in email chains and chat messages when you can pick up the phone and answer inquiries straightaway. This could mean making your phone system work regardless of where your employees are. Having one phone number that can ring on multiple devices is a surefire way to get issues taken care of quickly and efficiently.

Connect on the Cloud

Instead of using physical equipment in an office, the cloud is a good place for storing documents and data remotely. Since projects on the cloud can be easily managed and accessed, your team can stay in touch and work collaboratively on the most up-to-date version of files – anytime and anywhere.

Consider Instant Messaging Channels

Rather than take those long walks across the office, why not use modern instant messaging platform for faster and easier communication. Not only can you ask questions whenever you feel like, you can also get answers instantaneously. Through IM platforms, losing or not seeing an email is no longer an excuse. Messaging platforms are great for asking quick questions, sharing drafts, and even collaborating as a team in group channels. Messaging platforms can eliminate some meetings, which can be real productivity killers.

Allow Flexible Working

By providing your team with portable devices such as laptop and tablet, they can be mobile and agile. Installing these devices with appropriate tools, your employees can stay in touch with colleagues and clients even when they’re on the field or out of normal working hours. This flexibility can increase team morale and, thus, improves productivity.

Use Up-to-date Computers

Your employees cannot be productive if they’re suffering from slow, poorly performing computers. By giving them modern computers or updating computer software whenever necessary, you greatly boost their efficiency. Having a fast internet connection can also do wonders to the productivity of your people.

Don’t Forget the Printer

Mind you, printers are indispensable office equipment even in a digital world. The latest printing and multifunction devices can enhance efficiency and productivity levels in your office by allowing your team to search within scanned documents, print from mobile devices, and reduce paper copy redundancies. And because of their advanced functionality, your team can access cloud tools directly from printers and multifunction devices with ease. Plus, modern printers work just like you would expect a smartphone to work, so less training is required for new users.

At Caltronics, we can help you increase workplace productivity with the right printing solutions. Contact us about out Managed Print Services, Scanning Soltutions, Network Faxes, and more.

5 Ways to Motivate Employees (other than a raise!)

Without a doubt, motivation is a driving force of success for many employees and yet, it doesn’t always come easily or naturally. As a business owner, motivating your people all boils down to knowing where their motivation comes from; it’s about understanding what drives them.

How to motivate employees

Motivation does not always have to come in the form of salary increase. Some employees are motivated when they do things that they are passionate about while a few others feel motivated when they can make the most of their talents and strengths. For some, motivation is about developing new skills and taking on challenging roles.

So how do you motivate your employees at work? We’ve got some ideas for you!

Provide Opportunities for Growth

Employees feel valued when they know you care about their career and are invested in their long-term success. Encourage them to join workshops and seminars that can help them grow personally and professionally. Invite experts in your industry or in areas they’re interested in to encourage a culture of learning. Give them the chance to develop a new product or service.

Recognize Successes, Big and Small

Employees who are recognized are more loyal, more engaged, and are more likely to stay in the company. Make it a habit to recognize employees for a job well done. Ask them to share any situations where they solved a problem and praise them for their hard work. Show them that you appreciate their work by rewarding them with things they can enjoy, like a free movie pass or gift card for pizza. For bigger achievements, try giving a paid certificate to a professional development class.

Create a Positive Culture

Besides offering a competitive salary, make sure to create an environment where people are genuinely happy to be working there. Your employees will be happy to come to work when they enjoy what they do. This doesn’t mean giving them free lunches everyday, just offering simple perks like extra vacation days and or work from home once a week can be motivating enough.

Add Variety to Their Roles

Try to build a workspace that isn’t monotonous day in and day out. If employees do the same tedious and menial tasks every single day, they will lose focus and eventually get fed up with their role. Likewise, an employee overloaded with responsibilities may struggle with the pressure and experience work fatigue. To avoid these situations, create a balance and variety by delegating tasks efficiently.

Make Their Job Easy

This doesn’t necessarily mean reducing their workload. What we mean here is that you make them more productive through tools and technologies that can make their lives easier. For example, instead of contracting an external vendor to print important documents, why not purchase a high-quality printer that can do the job. By doing this, your employees can save time and effort that they can reallocate to doing more important tasks.

Finally, at the end of the day, be reminded that motivation factors vary from one employee to another. What works in motivating one employee may not necessarily work for another. One of the best things you can do is ask them.

How Document Management, Scanning, and Capture can Benefit Your Business

Filing cabinets were once essential pieces of office furniture but rifling through them in search of a crucial document for an urgent client meeting can surely slow you down. However, by using digital solutions for your paperwork and ultimately becoming paperless, you turn document management into a painless task.

What exactly is document management? Truth be told, every business deals with document management regardless of its size. Mainly, it’s the process of scanning, capturing, and storing a document.

How Document Management, Scanning, and Capture can Benefit Your Business

Here’s how your business can benefit from having an efficient document management, scanning and capture system.

Free Up Office Space

Office space costs money. Instead of filling your office with unnecessary equipment for your documents, why not use a software-based document management system. Not only will you reduce the need for file cabinets, boxes, and storage bins, you also cut rental costs.

For other hardcopy documents, they can be kept in secure, dedicated locations like a warehouse. Thus, freeing up space in your office for more important things.

Improved Data Security

Data security is paramount to your business. However, when documents are held on paper, they can get lost, stolen, damaged and replicated. With a good document management system, you have control over your business’s sensitive information and can secure access for different groups or individuals.

A digital database with easy backup also prevents file loss and keeps your data encrypted and password protected.

Enhanced Searchability

It can be difficult to find the exact document you need right when you need it. Sometimes you only remember the topic it covers or certain keywords, which would not be enough information to locate a physical document. Searching for and retrieving physical documents can take time and cause a lot of frustration. With a document scanning solution, finding specific files by a word or phrase in a document becomes increasingly easy.

If you have a robust search feature in your system, your team can accurately browse through your archives on a regular basis. This saves you a great deal of time in the long run.

Easier Access

For organizations with a large, mobile client base, a document management system can be useful. This is  true for clients that seek frequent and immediate updates on their information. A digital solution is also beneficial for companies with a large workforce scattered around the globe as this enables them to access documents virtually anywhere as long as there is an Internet connection.

It goes without saying that a document management, scanning and capturing technologies present your team a better way to manage and organize your data.

At Caltronics, we can assist your business to find the solution it needs to manage documents with optimal efficiency – saving you time, money, and energy in return.

Why Printers are Still Relevant in Business

In the age of smart phones, emails, and paperless solutions, printers are often forgotten. However, when you look at how a printer really functions, it does more than print, scan, copy and fax. It improves your employees’ productivity, enhances your business image, level-up your marketing materials, and so many more.

Why Printers Are Still Relevant

If you think a printer is no longer an essential device in the office, we share every reason that will make you think twice.

Keep Business Paperwork on Hand

In today’s modern world, most businesses conduct transactions online. However, there are still some things that need to be carried out in the tangible world. Important documents such as contracts and invoices still need to be printed. In addition, there are still a lot of people who will look for printed marketing materials of your business, such as brochures, flyers and posters. In many cases, clients and shareholders appreciate when there are hard copies of presentations and business plans. Printed copies of agenda can also make a difference the way you run a meeting. You see, without these resources, things could become a bit messier.

Save Time and Money

Even with the advent of modern printing technology, there are still a lot of businesses who seek third-party services for their printing needs. Not only is this time consuming, it can also cost the business more in the long run. Sometimes, you have to wait for days or even weeks before receiving your orders and this may affect how your customers view your business over time. However, by having a top-of-the-line printer in your office, you no longer have to rely on outside printing companies, thereby keeping your customer’s trust and saving money – all the while producing quality results.

Improve Brand Image

No matter what type of industry you are in and whether you are a small business or a Fortune 500, it is important to maintain a good image. It should be your company’s goal to practice and exhibit professionalism at all times. To achieve this, you need to make sure that even the most trivial document you show to the public is of high-quality. This means your promotional materials, invoices and other documents should appear spotless. Otherwise, if you have handwritten bills and poorly printed documents, people will perceive your business as not worthy of their time.

Enhance Staff Productivity

Combining all those aforementioned advantages, you will have a more productive team. Employees perform better at their job because they can easily print materials when they need them. They no longer have to run to a printing service for rush printing requirements. They appear more professional and prepared when facing important clients because all essential documents are on hand. Meetings and presentations become more organized, too. When tasks and activities in the workplace run smoothly, employees are happy. And when employees are happy, they are more productive at work.

Having a good printer can save your business and employees lots of time and money. It also boosts your team’s morale. What’s more is that modern printers make printing fast, easy and more user-friendly. Although some great printers are pricey, they are definitely worth investing.

If you would like to know more about how to make the best of today’s printers, we can help you put better systems in place to make your business more efficient.

 

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.