Why the Copy Machine Remains An Asset to the Modern Office

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Running a successful business entails managing and coordinating a lot of information efficiently. As such, it is crucial to keep an organized record of all the company’s communications, files, documents, contracts, and much more. Surprisingly, one of the best ways to keep your information organized is to invest in a copy machine. These seemingly simple machines are the perfect tool to make sure your company’s correspondences and information stay protected and up-to-date, in addition to providing multiple other benefits to your organization.

Another way to backup your files
Companies tend to rely on computers for fast and easy archiving, retrieval, and searching of documents and other important information. Unfortunately, all too often, technology fails and computers go down or hard drives crash, losing all kinds of valuable data. While using computers for storing files is useful, do not forget about the value in printing copies as well for physical storage. Having a physical filing system with copies of everything the company does ensures that no technological mishap will create a devastating blow to your business or cause an employee to go without sleep because an important document disappeared and needs to be reproduced.
Mailed documents can get lost
Obviously, there are times when clients, vendors, or other company affiliates need hard copies of documents sent via mail, not shared digitally over email or via file sharing. You obviously never want to mail the original copy of an important document, as the mail system could lose the envelope or package, the recipient could make changes to the file, or the recipient might want to call the office and ask to go over the document line by line. In any case, keeping hard copies of your documents can be beneficial to quick and efficient communication.
Handle your last-minute needs
Sometimes, documents get a last-minute coffee ring stain before a big meeting, additional people unexpectedly arrive to a conference, documents suddenly go missing, or the computer is just running too slow to deal with. Instead of getting frustrated about not having enough copies of a document available to distribute, run straight to the copy machine and get to work. Copiers are the perfect last-minute solution to numerous problems within the office.
Technology is invaluable to our workflows, but the venerable copy machine is one office technology device that remains a timeless asset. It may not be the most high-tech piece of equipment in your organization, but not a day goes by that a copy machine goes unused or unappreciated by successful business everywhere.

To learn more about Infomax’s hardware solutions, including copiers, contact us today.

It’s Time for New Office Technology

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Are your employees spending too much time on routine tasks? Is your office equipment constantly breaking down, resulting in bottlenecks in your workflows? If you answered “yes” to either of these questions, it’s time to consider some technology upgrades within your office space. There is no shortage of revolutionary new office technology features out there that can help improve the efficiency of your daily workflows.

Here are some of the benefits you’ll realize by upgrading your office equipment and taking advantage of the advancements made in office technology in recent years.

Save time and money – New technology is designed with productivity and budgets in mind to save businesses both time and money. Everyday office tasks can be completed quicker than ever, giving your employees the chance to excel in areas that directly affect your core business rather than wasting time on mundane, manual tasks. For example, today’s copiers can do much more than make copies. They can e-mail, scan, fax, image archive, and much more. They also require significantly less upkeep than older devices, minimizing downtime and cutting back on maintenance costs.

Collaborate easier than ever – In order for businesses to succeed, it takes a team effort. Fortunately, today’s office technology makes it simple to collaborate regardless of location. Employees can work remotely, connecting to a central network from anywhere in the world via an Internet connection. Mobile integration technology allows employees to utilize smartphones, laptops, and tablets to email, video chat, conduct sales transactions, and much more.

Say goodbye to learning curves – New technology is designed to be user friendly. If your devices are too complicated for the average employee to operate, that’s a problem. Today’s software is simple, and much of it is customizable to your particular business. For example, you can set up monthly invoice requests to be sent out automatically to all of your regular customers. A small change like this limits data entry work, allowing your employees to get work done in other areas.

Today’s latest technology is designed to make your work life easier. Contact Infomax Office Systems to learn more about some of the exciting new office technology advancements that will positively impact your business.

Multifunction-Office-Printer

Choosing the Best Multifunction Office Printer

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Multifunction office printers, or MFPs, are devices that consolidate the functions of printers, copiers, scanners, and/or fax machines all into one tidy machine. For many budget-oriented companies, multifunction printers are the obvious choice when the goal is to consolidate assets, reduce printing costs, and improve work efficiency.

If you are interested in looking for a multifunction office printer for your small- to medium-sized business, be sure you are making an informed decision with these considerations from Infomax Office Systems:

Understand your office requirements

Before you embark on finding a multifunction office printer, understand what your office requires from the printer. Beyond printing and copying, how can a multifunction printer help manage documents, reduce paper usage, optimize workflows, or manage documents? How often do you need to scan, copy, print, or fax? How many of your employees will be utilizing the office printer? There are many requirements you need to consider before your start your search.

Bottom line cost

When evaluating a multifunction printer, you will need to think beyond the initial cost of just the hardware. There are a number of other expenditures to consider, including supplies and maintenance. Multifunction printers that are initially perceived as being low-cost do not factor in the cost of ink, other consumables, or service costs, and often have a much higher total cost of ownership.

Multifunction printers are useful assets for managing and controlling print and imaging costs. They can add new capabilities to your business if you do your research. The right MFP for your business can improve management of resources for your company, which improves business efficiency.

Connection to existing networks

Another factor to take into consideration when purchasing a multifunction office printer is the integration of the MFP with your existing network. Consider all the components required to deploy your business printer, such as start-up training, software installation, troubleshooting, or upgrading.

Easy usage

Choose a multifunction printer that’s user-friendly to prevent backup and costly employee downtime. Look for MFPs with user-friendly interfaces, minimal training requirements, and easy access to online support. If your MFP does need servicing, find a Managed Print Services company to keep your office printer up and running and stocked with printer supplies.

Document security

Does the multifunction office printer provide the appropriate amount of document security your company requires? If necessary, is the MFP scalable to provide more security if your company needs change?

 

Infomax Office Systems provides businesses with print management services. If your company operates with a multifunction printer and you’re interested in our Managed Print Services, contact us today for more information!