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.

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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.

 

 

How to Save Time and Money Around the Office

The old cliché ‘Time is Money’ is as valid today as whenever it was first coined, probably more so now in the fast-paced world we live and work in. Overall the years numerous business experts have tried to find solutions for waste: regarding time and resources. Small changes can often have the most significant impact. And, one way that many companies have identified as a significant wastage source is that of the creation, transmission, and storage of data.

save time and money around the office

Get it Written Down

Since the beginning of recorded history, humans have been recording data in some form of document and companies are no different to that extent. From the moment of incorporation, a business can create a significant paper trail. We often take this for granted, but the creation of memos, reports, invoices and staff notices can generate significant expense, which can get out-of-hand without careful management. The Paperless Project have collected detailed statistics which highlight the shocking facts about our paper consumption.

The fact is though, something as simple as recording minutes from meetings and sharing them electronically can save unnecessary printing expenses. Integrating simple solutions across the board can result in significant time and expense.

The Printer is Broken Again

At some point, we have all pressed print and found the much-needed document we need right now is not there because there is a problem with the printer. Maybe there is a paper-jam, someone forgot to put more paper in, there isn’t enough toner, or it could be any of myriad other problems. Whatever the cause, the result is always the same: frustration and lost time.

In the modern office space, many companies are moving to paperless systems to avoid the loss of time. Cloud-based systems make it easier to create, transmit, and store all documents without having to rely on that temperamental printer or copier.

What Do You Mean We Have No Paper?

Sometimes the hardware might not be the problem at all, but the result will remain the same: your staff will be unable to print their documents. This can often be due to there being insufficient paper or toner. The reason for these missing essentials may be that someone didn’t order a sufficient amount or there is a delay in the delivery of these items. However, the issue could be much closer to home and the direct result of wasteful behavior.

It has been estimated that the average employee uses about 10,000 pages of paper per year, which is quite a staggering amount when you take into account all the employees within a workplace. This consumption would be shocking enough on its own, but when you take into account that about 45% of a workplaces daily paper consumption ends up in the bin, you end up with a situation of unsustainable wastage, especially for smaller companies.

To save this unnecessary waste, businesses should implement policies regarding the printing of documents within the office, that can be easily implemented and monitored. For example, you can place limits of the type of documents which are printed, use cheaper paper, change the font and style of printing, or go paperless.

All of these options can create considerable cost and time savings. And for your employees, it can save a lot of stress and frustration, allowing them more time to focus on vital tasks.

 

 

How Much Did Printing and Faxing Cost You This Year?

The cost of printing documents can be quite a big expense, which only increases as a business grows. For starters, there is the need to buy sufficient hardware to outfit your offices, such as printers and faxes.

printing cost

Then there is the cost of the paper, which is expensive in itself, but this cost can rise drastically as a result of waste. And, once all these documents have been printed, you need to take into account storage and disposal. Again, this incurs more costs that need to be factored into the business expenses.

Old Solutions

To minimize the cost and waste, many businesses opt to use cheaper paper, put limitations on print jobs, and use a smaller number of machines. This can have a positive impact, but can also lead to other problems such as disgruntled staff and poor quality printing.

For small businesses, every savings is welcomed, and the business owners should always be looking for ways to be more efficient. But it isn’t just small businesses that need to think about paper efficiency, as large corporations can end up with significant paper usage if it isn’t properly managed.

Modern Solutions

When a business finds their attempts to reduce printing costs are not working, it requires a more modern approach that integrates digital storage and transfer of documents. It saves a significant amount of space and gets documents where they need to be much more quickly.

At Caltronics, we have been at the forefront of this approach for many years and offer a wide range of solutions that lead to considerable cost savings.

For example, utilizing a combination of the latest hardware and software will lead to greater efficiency across the business, with the possibility of digitizing most documents. Things like newsletters and memos can all be managed through a document manager and ultimately don’t need printing.

These systems can also be used to eliminate the panic associated with lost documents, as they enable any document to be safely stored and archived, allowing instant access whenever the documents are required. One objection to digital storage is that many people would prefer vital documents to be behind a locked door. But that is exactly what happens if your business invests in a modern document management system.

Tailored to your business needs

The example above is just one of the many options available for businesses of all sizes, and each solution is tailored to each company. Regardless of whether a business requires a substantial level of printed media for conferences or uses a ton of printing for internal communications, it is possible to digitize and streamline all workflows leading to significant time and money savings.

How to Create Last Minute Holiday Cards

With the start of December and Christmas right around the corner, it’s time you send out your “Season’s Greetings” to all your customers. Nothing shows customers you care more than a holiday card during that special time of year. Most businesses rely on external vendors to do the printing of holiday cards. However, with a little help from Caltronics, your business can design and print cards in-house, not only saving you money but also a lot of time.

How to Create Last Minute Holiday Cards

Let Caltronics’ Production Print Workflow (PPW) Do Your Work

Printing a couple of hundred holiday cards may seem like a huge task, especially when you have desktop printers to work with. Well, let Caltronics help you out with that. After a brief session, Caltronics assesses your printing needs and provides both hardware and software accordingly to make printing a swift process. So bulk printing becomes a lot easier with the push of just a few simple buttons. The benefits of PPW are as follows:

  • Easy printing method
  • Installation of Konica Minolta office devices with exceptional photo printing abilities
  • Perfect for holiday cards
  • Saves time with faster printing
  • Bulk printing capabilities
  • Easy to use hardware and software so anyone in the office can use it
  • Proper training to use both hardware and software

Make Bulk Printing Easy with Variable Data Printing

It doesn’t just stop there. Caltronics ensures that you have the capability to make each card personal to your customer with variable data printing. With variable data printing, all you have to do is feed the design of the holiday card in with the information of each client. You can tell the system which information needs to change, for example, name and address, on each card. You supply the system with a database of all your client information and the system ensures that each card is customized with the variable information that you have supplied with the database. Saving you a lot of time and effort.

You can install the system today and use it not only for holiday cards, but all your printing needs. So it is a worthy investment that will make your print workflow a lot smoother and quicker. Making this an investment not just for this holiday season, but years to come.