The TDSIT Blog

Change Your Business for the Better with Color Printing!

Posted by Tim Stanley on Thu, Jan 07, 2016 @ 01:54 PM

improve-your-business-with-color

Running a business today means working to find ways to get things done better and faster. Cost cutting, increasing employee productivity, positioning your product and communicating your message takes time and effort. 

Color printing can change your business and transform your marketing while positively impacting your company’s bottom line.

Facts About Color Printing

Studies have shown that businesses can achieve measurable results simply by printing business documents in color. Color can increase a reader’s interest in your message, reinforce your brand, and enhance information retention.

Here are some other benefits to color printing:

            • Increases readership by 80%

            • Make your message 39% more memorable

            • Printing your phone number in color increases phone contact by 44%

            • Increase direct mail open and read rates by 55%

            • Help readers locate key information 70% faster

            • Increase payment response up to 30%

            • Increase sales, motivation and brand recognition by 80%

Color printing motivates customers, has a positive impact on employee morale and productivity and can change your business for the better!

Are You Using Color Printing?

The fact is, most business owners don’t realize that color printing can be affordable. They view color print as a luxury.

Xerox is bringing affordable color printing to businesses like yours with machines like the WorkCentre 6505.  The 6505 will help you ramp up your color output without disrupting your day-to-day workflows and processes. The 6505 makes it possible to bring outsourced printing back home to save you money and give you better control over your marketing materials and production pieces.

Contact us today and we'll show you how color printing can transform your business.

Tags: office solutions, color printer, Total Document Solutions, color printing, Small Medium business, color documents

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

Let's Talk Turkey: Common Office Printing Mistakes You Need to Avoid

Posted by Tim Stanley on Tue, Nov 25, 2014 @ 11:42 AM

Office Printing Mistakes

Office printing is a mundane task, requiring little more than the click of a mouse or the push of a button, but do you know how much each click is costing you? Most office workers focus their time and energy on what is on the paper, giving little or no thought to just how much they're printing, or how they're doing it. Print management solutions can help solve this problem quickly and easily, resulting in an immediate reduction in print costs and waste. The first step towards change, is performing a print assessment, and determining which of these common office printing mistakes are costing you money.

The Top 5 Most Expensive Office Printing Mistakes

Avoid these issues, with an effective print policy as part of your print management solutions. 

  1. Failing to recycle. Keep used print cartridges out of the landfill by keeping them out of the trash. Print management solutions that include recycling options can help reduce your environmental footprint, and are just as easy as recycling paper!

  2. Printing instead of scanning. Leave the decision to print a document up to the recipient; scanning your material and sending it as a digital document is a great way to save, and a more efficient way to share information. 

  3. Not reducing images. Cost estimates put forth by toner cartridge manufacturers are typically based on five percent page coverage. Graphic intensive documents such as color PowerPoint slides use much more product, and can send print costs through the roof. Print management solutions include printing several slides on one page, and in black and white vs. color. 

  4. Being too colorful. Color prints and copies can cost up to 10 times more than black and white; set your print driver settings to default to automatically print in black and white for instant savings.  

  5. Using all the toner. If you've ever gone to reach for the jug of milk only to find an empty carton, you can relate: if a user doesn't let anyone know the printer is out of toner, it affects everyone that attempts to print after them. Ask us about our complimentary software that can help you increase efficiency and reduce downtime by providing service and toner alerts.

The Solution

A print assessment of your current print costs and volumes, can help pinpoint the issues in your office and provide solutions, giving you something to be truly thankful for this holiday season. 

To find out how much your business spends on print, click here for your free print assessment: 

Print Assessment

Tags: office solutions, print assessment, controlling color printing costs, regulate printing

Xerox ConnectKey™:Helping to Improve Office Printing Productivity

Posted by Tim Stanley on Fri, Feb 14, 2014 @ 12:52 PM

tds connectkey

“A penny saved is a penny earned” is a famous quote from Benjamin Franklin.  Today we may not hold the penny in high regard, but business leaders will probably say the same for time – a second saved is a second earned.

Productivity is so valuable with business that the majority of tasks are increasingly measured based on the time it takes to accomplish.  Xerox understands the importance of productivity in business and has launched the ConnectKey™ series solutions specifically to help in saving time, improving quality, and increasing productivity.

ConnectKey™ is an intelligent business solution that transforms typical office equipment such as printers, scanners and copiers into sophisticated productivity tools.  The equipment series from Xerox that utilizes ConnectKey™ is like no other piece of typical office equipment.

Some of the productivity boosting features from ConnectKey™ include:

  • Control and manage printing from your desktop or laptop computer using the Universal Remote Control Panel – this means you can track your jobs and your department’s print jobs without getting up from your desk.
  • Repair and support printers remotely with an interface designed for IT and tech support staff – this greatly helps your IT support staff to address problems quickly.
  • All print devices including other brands can be managed using the Centreware print manager – no need for separate print manager packages when you can simply access one centralized print management solution.
  • Equipment is designed with simple CRU’s – “customer replaceable units” for easy maintenance and reduced service calls.  Your staff will not have to wait for the service repair person to arrive and can get back to work quickly.
  • With one unified address book all devices have the ability to store key contacts and use for email notifications and workflow routing.
  • Double sided printing and scanning is available with Scan-to-PC capabilities so no additional paper is wasted.
  • Instant notification can be enabled for users to receive an email when their particular print job is completed.

With all of the features from the Xerox ConnectKey™ your business can reduce the amount of foot traffic from printer to copier to scanner and back.  Less travel time means higher productivity for your personnel.  With the easy print management features along with streamlined workflow configurations your routine office tasks can easily move from one person to the next or one department to the next without a complicated business process software package to install.

If you are looking to save seconds, minutes, or hours out of your work day, the Xerox ConnectKey™ series is worth your time.

To find out how much your business spends on print, click here for your free print assessment: 

Print Assessment

Tags: office solutions, MFPs, print assessment, multifunction print devices, xerox connectkey, office productivity

Improve Overall Office Efficiency with Docushare

Posted by Tim Stanley on Thu, Jan 24, 2013 @ 08:30 AM

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Every type of business has a workflow, studying it can help you determine what’s working and what’s not.  When it comes to document management and workflow, the same holds true. Identifying any problems or inefficiencies is the first step towards improving the effectiveness of creation, distribution, and approval of documents within your office. One of the best and easiest ways to achieve these results is to implement a content management platform to your office environment, in the form of easy to use software like DocuShare; read on to find out more.

Key Features

  • Supports all types of files, from emails to scanned documents.
  • Quick indexing, to help make searching and retrieving a breeze.
  • Multi-level security including:
    • SSL encryption
    • HIPPA compliant password protection
    • Individual event and audit logs.
  • Enhanced support for collaborative environments including:
    • Automatic rerouting of content under review
    • Web content management
    • Email management
  • Increased content management including:
    • Check in and check out.
    • Access to content is related to job requirements, thanks to flexible user levels.
    • Searching and indexing are open to both metadata and full text.
    • Achieve control over archiving and content expiration.

Collaboration Features

Team projects and documents can be completed with ease, as this software improves efficiency through collaborative features such as workspaces, blogs, wiki content and document approval and routing.  

Benefits

The benefits of content management are widespread, with often-dramatic results within a short period of time:

  • By using less energy, paper and a significant reduction in shipping, your company’s carbon footprint becomes a lot smaller.
  • Operational costs are greatly reduced.
  • Time spent searching for information can be reduced by up to 80 percent.
  • Tight security measures reduce the risk factor and improve overall control.
  • Business processes that used to take weeks now take only minutes.
  • Customer satisfaction increases as information is quickly processed.
  • Employee efficiency reaches new heights as more work gets done in less time, reducing overhead as well as labor costs.

How Does It Work?

A few clicks of the mouse are all it takes for users to access, share or process information. Digital files can be uploaded, and paper documents scanned in to any multi function printer outfitted with this technology. From there, documents are automatically directed to the correct location or person.

DocuShare was designed for larger organizations and is capable of managing tens of thousands of users handling millions of documents. It is both scalable and flexible, making it adaptable to any work environment.  

Rule And Regulation Enforcement

The ability to see who did what and when allows for the documentation of highly accurate audit trails. For those organizations that must follow standards and regulations such as HIPPA, OSHA, ISO 900, JCAHO and others, internal policies can be quickly and easily adapted and enforced.

Document management is all about improving your company’s document workflow. The results of a successful program are reduced costs, increased productivity and security and an enhanced workflow. Ease of access to all users within your organizational system allows for the efficient sharing and processing of your information resulting in a streamlined workflow that can help you increase customer satisfaction as well as your bottom line.

To find out how much your company is currently spending on print, click here for your free print assessment: 

Print Assessment

Tags: managed print services, office solutions, document management, MPS, software solutions, docushare