The TDSIT Blog

Want a More Productive Office? Take These Five Steps!

Posted by Tim Stanley on Thu, Dec 20, 2018 @ 11:11 AM

productive_office-1

As a business owner, you're probably looking for more ways to make your office run more efficiently, streamline workflows and cut costs. The most productive workplaces share some common elements that not only cut costs but make efficiency the baseline for daily operations. With a few tweaks, you can update your office to increase morale, improve productivity and efficiency.

Here are five tips to help you make the move to a more productive workplace!

First Step: Do an Assessment

Start by reviewing your office space. Take an inventory of equipment and furniture. Ask yourself how often each piece is used and who uses it. Once you know where you stand currently, you can begin to make adjustments to improve workflows, efficiency, and productivity. Trade-in, recycle or sell any items you no longer have a use for.

Consolidate Hardware

Outdated hardware is inefficient and can increase costs and create bottlenecks. Consolidating your fleet by replacing personal printers with a properly placed, shared device will improve workflows and lower costs. Multifunction devices offer more value by replacing a roomful of machines with a single device. Consolidating lowers costs, reduces energy use, frees up valuable real estate and improves productivity.

Proper Lighting

Whenever possible maximize natural light in your office. You'll save money on reduced energy costs. As an added benefit, natural light is easier on the eyes, healthier, and studies have shown that it increases productivity and employee morale.

Make it Comfortable

Comfortable employees are happy employees and happy employees are more productive. Arrange cubicles for productivity. Keep it professional and presentable, but don't overlook employee comfort. Big tech companies provide employee perks like game rooms and comfy couches for a reason... because a relaxed employee is more creative, can think outside-the-box, and is more productive.

Go Digital

Fewer paper processes reduce waste, increase productivity and improve workflows. An added bonus – no more lost time searching for misplaced paper documents. Digitize your files and you'll free up valuable real estate when you lose the file cabinets. With the right scanner, digitizing your office can be accomplished quickly and easily!

Are you ready to be more productive? Call today and schedule a free print assessment. We'll look at your current print environment, identify productivity gaps and offer solutions that will cut costs and improve efficiency.

Print Assessment

 

Tags: TDSIT, Small Medium business, managed print services, office productivity

Healthy Printers with Managed Print Services

Posted by Tim Stanley on Wed, Oct 31, 2018 @ 02:45 PM

healthy

Today’s office is a digital office, and as such depends on its devices to keep business running. When a printer goes down, projects grind to a halt while you wait for repairs costing you time and money. A Managed Print Services provider can help you understand and manage your print environment to help keep your fleet healthy.

Monitoring Print Volumes

How much do you print each day? Most companies don’t know the true scope of how their printers are used and may be underestimating the burden on these important devices. A Managed Print Services provider carefully tracks your device usage, recording your print volume with a variety of metrics. With this data in hand, you can optimize your print environment to use your printers efficiently.

Consumable Supplies

If you’re ordering print supplies as you need them, you may be wasting money and not even know. Ad-hoc ordering can lead to:

  • Having too many supplies, taking up precious storage space and risking not being able to use supplies before they expire.
  • Supply shortages which jeopardize your workflow.
  • Supply theft, wasting your money.
  • Not understanding your actual print costs.

A Managed Print Services provider, however, can monitor your devices to ship supplies only when you need them. This eliminates shortages and overages, and saves you money.

Repairs and Maintenance

With Managed Print Services you can get preventative maintenance, keeping your printers in top shape. Often problems can be found before the printer needs to be taken offline, so your workflow is not interrupted. Keeping your devices in good shape can help prolong their lifespan and improve your print efficiency.

Even with the best maintenance, sometimes a printer will break down. A Managed Print Services provider can provide expert repair technicians to get you back online quickly. The sooner you can get your printer repaired, the less time and money you will lose.

Every day your printer churns out important documents that keeps your business flowing. Staying on top of your printer fleet with Managed Print Services can help avoid costly breakdowns and make your print environment run smoothly. 

Not sure if Managed Print Services is right for your business? Contact us for a no-obligation print assessment and let's start the discussion!

Print Assessment

 

Tags: TDSIT, Small Medium business, commercial printers, multifunction print devices, managed print services

Do You Know About the Many Benefits of MPS?

Posted by Tim Stanley on Tue, May 29, 2018 @ 02:34 PM

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The primary benefit of outsourcing your print environment to a Managed Print Services provider is the immediate cost savings you can realize. A recent Gartner report found that Managed Print Services can provide almost immediate savings of up to 30% on print related expenses. InfoTrend puts immediate savings at closer to 41% for paper intensive industries like Legal and Healthcare.

While reduced costs are important, there are several other benefits you'll receive when you outsource your print environment to a Managed Print Services provider, that may not be as apparent. Here are the top three!

  1. Managed Print Services Increases Productivity - Most small and medium sized companies typically don't have the resources or manpower to devote to print management. Unfortunately, the task typically falls to an untrained staff member. When problems arise, they can escalate, shutting down your operation and impacting productivity. Not only is this frustrating to your staff, lowering morale, it can often take longer to fix and cost you more money in the process. An MPS provider can remove the print management burden from your staff, freeing their time for core initiatives like increasing billable hours. MPS provides regular preventative maintenance. This means improved print efficiencies, higher productivity and virtually eliminating downtime.
  2. Consolidate Print Related Spending - MPS allows you to take control of your print spending including consumables like toner and paper. Individual ordering by department can be costing you volume discounts. Consolidation also provides immediate cost savings and budget predictability. By tracking and monitoring individual device usage, you can better plan for future technology upgrades.
  3. Improve Your Company's Environmental Footprint - We should all be seeking to lower our personal and business impact on the environment. MPS can help you towards sustainability by right-sizing your print environment, routing your print jobs to the most efficient devices, lowering paper and toner use and reducing your energy consumption. Recycling programs can reduce waste significantly!

While long-term cost savings are an obvious and excellent benefit of Managed Print Services, outsourcing your print management to a qualified Managed Print Services provider can increase your team's productivity, reduce printer downtime, improve workflows by eliminating bottlenecks, offer you budget predictability and help save the environment!

Are you ready to talk MPS? Give our team of experienced specialists a call for a free no-obligation print assessment and start your savings today!

Print Assessment

Tags: TDSIT, Small Medium business, managed print services

4 Tips to Reduce Print Spending

Posted by Tim Stanley on Mon, Mar 26, 2018 @ 11:42 AM

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Print expenses can make up a significant part of your budget, eating away at your bottom line. You have to account for the cost of your printers and their upkeep, as well as paper and toner and energy usage to understand the full scope of what your printers are costing you. Fortunately, there are some easy ways you can reduce print costs and get your print budget under control.

  1. Replace old printers. Just because your old printer still works doesn’t mean it’s working for your business. Older devices tend to use more energy and break down more frequently. Fixing them can also be more expensive as manufacturers retire older models to make room for the newer technology. Though upgrading can be a significant investment, it can pay for itself with increased productivity and efficiency, less maintenance and lower energy costs.
  1. Streamline print supply purchases. Ad-hoc supply purchasing can be hurting your budget. Many companies that do this find themselves in a “feast or famine” situation where they either have too many supplies or run out completely – with both situations costing your business. Not having supplies on hand can mean printer downtime where your employees can’t get their work done, but having too many may mean having to find the storage space and risking supply waste. Identify a single point person to manage print supply ordering, rather than letting each department do it themselves. This will allow you to best use your resources and take advantage of volume discounts.
  1. Go paperless. Much of what you print in a day ends up in the recycling bin – so stop printing it! By automating document workflows and changing your document management protocols, you can greatly reduce the amount of printing you do in a day, which in turn reduces your costs.
  1. Identify problem areas. Most printer troubles will recur, causing frustration and lost productivity. Try to identify the problem areas in your print environment and work to find solutions to them so you can spend less time troubleshooting your printer.

Print can be expensive, but it doesn’t have to blow your budget. By using these money-saving tips you can reign in your print costs and enjoy greater productivity and efficiency. Contact us for more ideas!

cut print costs

 

Tags: TDSIT, managed print services, save money on print

How Managed Print Services Reduces Costs and Helps Your School District to Run More Efficiently

Posted by Tim Stanley on Thu, Mar 08, 2018 @ 02:46 PM

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Printing plays a critical role in the education space, so it's important that school districts have reliable printing infrastructures that they can count on. A challenge that schools are faced with is keeping up with advancements in print technology while working within a limited budget. Managed Print Services can help school districts realize the benefits of the latest print technology while also staying within their set budget. 

Here is how a partnership with Managed Print Services can benefit your school district:

Make you aware of your actual printing costs, volumes and behaviors.

Few school districts are aware of what they're actually paying in printing costs. If the cost of printing is not carefully managed, it can create a major stress on your budget. 

A Managed Print Services partner will begin the relationship by conducting a print assessment to determine what your school district's actual printing costs, volumes, and behaviors are. This fact-based report will identify ways to optimize your print environment and can save your school district as much as 30 percent in print-related costs. 

Eliminates the need to use multiple vendors for print supplies and maintenance. 

When taking an audit of a school district's print environment, it's not unusual to find a variety of printer makes and models. Often, these printers are serviced by different vendors, making maintenance a headache to schedule. Also, budget-conscious schools have a tendency to utilize inexpensive desktop printers. While desktop printers offer a cost-effective solution upfront, the cost of supplies to maintain these devices can be astronomical.

Your Managed Print Services partner can serve as your one-stop shop for handling the maintenance of your printers and the purchase of supplies to keep devices in operation and control printing costs. 

Minimizes printer downtime.

When printers are out of order, it slows down the productivity of your staff. Partnering with Managed Print Services will ensure that your printers are proactively maintained to minimize downtime and employee frustration.

Allows you to utilize the latest print technology.

Many school districts are relying on out-of-date print technology as they want to stay within budget. In reality, a Managed Print Services provider can allow your school to realize the benefits of the latest print technology without blowing your budget.

Contact us to learn more how Managed Print Services can reduce costs, minimize waste, and help your print environment to run more efficiently. 

Print Assessment

 

 

 

 

 

 

Tags: TDSIT, education, managed print services

6 Warning Signs of an Inefficient Print Environment

Posted by Tim Stanley on Fri, Sep 15, 2017 @ 10:58 AM

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Do you know how much print and document management costs your business each year? If the answer is no, chances are you're paying too much. While considered a necessary part of doing business, printing costs can be significantly reduced once inefficiencies have been addressed—but the key to your success lies in identifying the warning signs that something is amiss, including the following. 

  • You own several inexpensive printers. Cheap print equipment bought from office supply stores may seem like a bargain with their low initial purchase price, but savings are quickly negated through the inability to track usage or print costs, and expensive print supplies. 
  • Print jobs are left in output trays. Unclaimed or forgotten print jobs, or original copies left on the glass can be lost, damaged, or stolen posing a serious threat to data security. A Managed Print Services provider can help by implementing a user authentication system. In addition to eliminating the risk of your information falling in to the wrong hands, it will save you money on wasted paper and toner. 
  • IT personnel are fielding printer repair calls. Small to medium-sized businesses often rely on their IT team to maintain their print fleet when these valuable resources could be put to better use. In addition to outsourcing this task, a streamlined print environment with equipment from a trusted manufacturer can help alleviate the stress placed upon IT personnel. 
  • Several people are purchasing printer supplies. In an environment where there is no central purchasing system in place and printers and supplies are bought by individuals as needed, costs can quickly escalate beyond your control. Savings can be had with consolidated purchasing of toner, paper, and other consumables helping to regain control over usage and inventory.  
  • Everything is being printed in color. Color printing is more expensive than black and white, and should be reserved for departments where color will make the biggest impact such as sales or marketing. 

The Managed Print Services Solution 

A Managed Print Services provider can help you make the most of your print infrastructure, while helping you save as much as 30 percent on document management and print costs through increased efficiency. Contact us today and find out if Managed Print Services is right for your business.

 

Tags: managed print services

Uncover Printing's Hidden Costs

Posted by Tim Stanley on Thu, Nov 26, 2015 @ 02:25 PM

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When you think about the cost of a printer it’s only natural to think of the purchase or lease price. But the other costs associated with your print environment – from materials to man-hours – definitely enter into the picture.

Is your print fleet paying off in performance and productivity – or is it a “hidden” budget drain?

To find out, consider these questions:

What are you spending in supplies? Naturally, toner is integral to your printers, but buying too much encourages waste and invites the opportunity of theft. A Managed Print Services (MPS) program includes careful monitoring of print usage, and delivers just-in-time supplies that will keep your staff productive.

Is every hard copy necessary? For virtually every business, the answer is most often “no.” Incredibly, according to The Paperless Project “45% of the paper printed in offices ends up trashed by the end of the day – this daily lifespan occurs for over a trillion sheets of paper per year, worldwide.” You’ll often find these “abandoned” hard copies scattered around the printer or dumped into a recycling bin. An MPS solution that includes digital documentation can dramatically reduce the need to make hard copies, saving paper and other resources.

Are “high print quality” and “color” your printer defaults? Toner is a valuable resource – and a pricy one – so saving it can drive down material cost. For everyday needs, most prints don’t require high quality or color. As well, printing on both sides of the page can save paper in the short and long run. An MPS program includes employee training on best practices for practical printing.

Is your equipment aligned to today’s mobile and cloud technology? A mobile printing solution ensures that employees can securely create, share and store documentation from virtually any location – again, boosting productivity.

Talk to an MPS provider today about how you can start boosting productivity and lowering your print costs.

cut print costs

Tags: managed print services, controlling office print, print assessment, controlling color printing costs, cost effective print, unmanaged business printing, paper to digital

Why Aren't More Businesses Embracing the Paperless Office?

Posted by Tim Stanley on Wed, Oct 07, 2015 @ 10:02 AM

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Has your company considered going paperless, but has yet to make the leap?  You're not alone; read on to learn what is holding some companies back.

Force of Habit

The invention of the office copier revolutionized the business realm, and an entire culture was formed around the ritual of copying, printing and filing. That ritual is so firmly ingrained in many companies, that they can't imagine managing their data any other way. However, employees who have experienced a secure digital system of indexed, searchable and sharable documents welcome the time savings the technology allows.

Fear of the Unknown

Deciding to implement the change to paperless, and following through are two different things. While most businesses understand the benefits, the magnitude of the job can be overwhelming. Fortunately, advancements in conversion and capture of data have made this process much easier, and can be completed in stages, making the task less daunting. 

Stalling Tactics

After investigating the scope of the work and deciding to transition to a more paperless office, realizing a financial investment is required can force some businesses to put it on the backburner.  They don't realize that the process can be done gradually, as time and money allow, making it an affordable option. 

Failure to Comply

Many find change uncomfortable, and prefer to stick with what they know. The thought of having to learn an entirely new system of data management or relinquishing control over their current system can be a deterrent for some.  Going paperless doesn't mean you'll never use paper again - it's more about reducing paper volume rather than eliminating it entirely. 

Every organization wants to increase efficiency, production and their bottom line, and going paperless can help to achieve all three. Partnering with a Managed Print Services provider can help make the transition to paperless a seamless one. 

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Tags: managed print services, controlling office print, document management, scanning, Small Medium business, paper to digital, paperless office

How MPS Can Help Streamline Workflow

Posted by Tim Stanley on Thu, Jun 11, 2015 @ 10:04 AM

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The concept of workflow applies to every aspect of every business. Whether you design Internet advertising, or build tables, efficient workflow makes the process repeatable and profitable. Workflow is defined as “a combination of tools and tasks one takes to complete a specific purpose.”

One workflow-enhancing device in today’s office is the multifunction printer. A Managed Print Services (MPS) provider not only supports the operation of these devices, they can also assess your organization’s printing workflow to ensure the proper equipment and processes are in place to maximize productivity.

Implementing an MPS Program

The first step in any MPS strategy is taking an inventory of your existing technology. An MPS provider will inventory your equipment to determine if there are deficiencies in your print environment. Next, they will examine your print procedures to determine if your existing technology can support your processes or if changes are necessary to improve workflow. Your provider can monitor printers remotely using software to detect potential problems before they become apparent to your employees!

Upon completing their assessment, an MPS provider will begin to make changes to your technology and processes if needed. For example, they may put controls in place regarding color print to reduce waste, or default jobs to a particular printer to reduce output costs. They may suggest adding multifunction devices, or eliminating older technology to lower your cost per page and save your money.

MPS Improves Workflow and Productivity

An MPS program improves workflow efficiency by adjusting processes and upgrading equipment in your print environment. Simply changing the location of certain print devices based on employee ratios and use patterns can drastically and immediately improve workflow. Software solutions such as print monitoring software are longer-term approaches that can also be used to increase productivity. Other software solutions your MPS provider may employ can reduce waste, lower overhead costs and streamline your operation.

To find out if an MPS program can benefit your business, we invite you to click below for a free, no-obligation technology assessment. 

Tags: managed print services, managed service provider, office solutions, increase employee productivity, multifunction printer, workflows

Is It Time To Update Your Print Driver?

Posted by Tim Stanley on Fri, May 08, 2015 @ 01:21 PM

time to update your print driver tds

Technology advances at an alarming rate, and without periodic updates, electronics may become outdated or at risk for a security breach. When it comes to your printer, software updates can help increase efficiency, while ensuring print processes run smoothly; here's how.

What Is A Printer Driver?

A print driver is a program that controls your printer, translating the data between your computer application and printer. Each time you hit the print key, the driver takes control, sending the necessary data to your printer with the correct commands, prompting the unit to print your information on paper. 

Signs You Need To Update

There's no need to continually update your print driver just for the sake of doing so, and while it may seem like a great idea, it can actually do more harm than good. Your printer will begin sending signals when it's time for an update, including the following:

  • The printer may become unresponsive. 
  • Network connections seem to be inconsistent.
  • Reduced print quality.
  • Print projects aren't completed and seem to be lost. 

A How To Guide

Follow these four easy steps to update your driver:

  1. Note the make and model. All drivers are not created equally, where drivers are specific to each manufacturer and model. Find the make and model number prior to searching onliine for the appropriate update specific to your device, typically located on the back or side of the printer. 
  2. Find the correct update. The latest update may not be your best option; carefully check the list of drivers available for your exact make and model. 
  3. Download and install the drivers. Follow the online instructions to download and install the drivers for your devices. If you've partnered with an MPS provider, updates will be taken care of for you. 
  4. Do a test print. Order documents from several different printers and applications to ensure the driver updates have solved any existing issues. 

Your Managed Print Services provider does more than keep track of supplies and maintenance, they can also help ensure your printers are up to date with the latest patches and upgrades.

 Find out how your business can save up to 30% in print costs in 30 days:

cut print costs

 

Tags: managed print services, printer technology, multifunction printer, Print driver