Advantages of Digital Production Printing

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Production printing has long been a technology available only by outsourcing projects to a select few companies possessing an intensive print infrastructure. Fortunately, today’s digital production printing technology has transformed the print world, making exceptional quality, high-speed output, and powerful finishing options available to businesses of all sizes. Read on to learn how digital production printing can make a difference for your company.

Remarkable print quality — Internal digital production printing technology is providing print quality at levels never before seen by small and mid-sized businesses. From copy number one to copy number 1,999, color and resolution capabilities of today’s machines mean that businesses can get professional results in-house.

Cost savings — We’ve said goodbye to printing plates, film plates, chemicals, and the complicated tools and costly setups that used to be required for professional print results. Toner and droplet technologies provide fast, affordable printing options and reflect actual usage, rather than per-page cost.

Productivity improvements — Digital production printing makes professional quality outputs available at the push of a button. Having quality devices meant to produce the type of documents you need to run your business smoothly on-site instantly streamlines your team’s workflows, so they can focus on content and sales rather than coordinating the production of hardcopy business data.

On-demand access — With digital production printing, you determine printing priorities. Need to make a last-minute content change? Working a late night to prepare for a meeting? Production printing guarantees that your equipment is readily available, providing you with quick access to exceptional outputs.

Prototyping and short runs — Digital production printing provides you the flexibility to print for testing and evaluation purposes. Low-volume print jobs for proofs or prototypes don’t require extra setup, and there are no minimums required.

With digital production printing, you can print what you want, how you want it, when you want it without sacrificing quality, speed, or finishing options. This is the power of today’s print technology—quality, cost savings, productivity improvements, on-demand access, and convenient short runs. If you’d like to bring the power and flexibility of digital production printing to your business, contact Infomax today. We’d love to help you leverage today’s technology to help your business thrive.

Keep Remote Employees Connected with the Cloud

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The rise of cloud computing has been a boon for American businesses: communication and collaboration are now easier than ever, and productivity is soaring—especially outside of the office. We’ve put together a list of a few ways cloud technology can help keep your remote employees productive and engaged.

Ensure communication — With cloud-based services, there’s no reason to feel disconnected from your off-site employees because communication is easily facilitated via the cloud. Whether for one-on-one conversations or team meetings, video conferencing technology such as Skype and Google Hangouts enable everyone to see their colleagues during a call. Services like Join.me, Adobe Connect, and GoToMeeting make screen-sharing presentations possible. Meanwhile, ongoing conversations can run in a private Slack channel, which also significantly reduces email clutter.

Facilitate collaboration — Working together through the cloud can manifest itself in dozens of ways, from full-fledged project management suites (Basecamp, Asana, CentralDesktop) to document sharing (Google Docs/Drive, Dropbox) and other services (Trello and Evernote). Thanks to version control and detailed activity histories, everyone has access to the latest—and the same—information. Messy email chains and file attachments have been eliminated by centralized tools.

Outsource infrastructure headaches — Infrastructure technicalities can distract a company from its core purpose. Whether managing workspaces or maintaining servers, cloud-based services reduce your admin and housekeeping needs by providing unparalleled scalability, redundancy, and support.

Optimize your mobile workforce — Unlike the haphazard collection of software and devices that used to plague IT departments, strategic technology services can streamline your mobile device fleet, coordinate services, and improve security business-wide. Working with a mobile technology solution simplifies device management and reduces costs for mobile devices like smartphones and tablets.

Manage security and safety risks — Cloud-based services are uniquely positioned to keep your data secure. Firewalls, filters, and access controls limit the encroachment of security threats, while backup systems mean that your files are safe—even in the event of human error, hardware failure, or ransomware.

These days, having your head in the cloud can be a good thing. Your business can take advantage of countless communication and collaboration tools, let specialized service providers handle the headaches of infrastructure management, optimize your mobile workforce, and manage technology-related risk. If you’d like to take advantage of all the cloud has to offer, Infomax iGuard can help with security and device management. Contact us today for more information!

4 Document Management Best Practices

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Document management is a powerful tool for removing excessive paper handling from your organization’s workflows. By keeping in mind the following best practices, you’ll reap the maximum benefit from your document management system.

1. Prioritize system automation  
Take a moment to look at your current operations and determine where you want to invest your time and energy. Is the productivity of one specific department at the top of the list? Or are client-facing processes your priority? Consider a customer service document search that currently takes up to 48 hours; utilizing digital document management for that process can change your business’ response time from days to minutes. Focus your automation efforts on the area or tasks that will make the biggest impact and go from there.

2. Rethink paper-based workflows 
When moving to digital document management, rethink your approach to the paper-based processes involved. With document automation, rules and algorithms can do much of the work that used to require human management. So, as you transition to document management, do more than just replicate your paper-based processes—redesign them. With some strategic thinking, document management software can transform your business workflows.

3. Index data strategically    
Indexing is about capturing the document information that your users and programs will interface with—keywords, client names, dates, and more. When selecting document data to index, make it practical and useful. How will your end users be looking up the document? Choose fields that frame documents in ways that make the most sense for your business, and you’ll avoid bogging down the indexing process.

4. Track key metrics 
This is a tree-falling-in-the-forest issue—you’ll only know how well document management is working for your business if you track the numbers. Understand what your goals are for digital document management, establish baselines with your current system, and track your progress toward these goals. With regular data reviews, you’ll learn exactly how much time is being saved by automating a given process, and whether or not you have further streamlining to do.

Document management can be transformative for your business, so be sure to follow these best practices to get the most out of your system. To learn more about document management, or for help optimizing your existing system, contact Infomax Office Systems today.

Leasing Business Technology Equipment—FAQs Answered

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Leasing business technology equipment is a viable option for businesses of all sizes. In many cases, it makes more sense for an organization to lease equipment rather than purchase it outright. We’ve put together a few Frequently Asked Questions that can help you better understand this practical and strategic option to determine whether it’s the right choice for your business.

What is a lease?
A lease is an agreement for the rental of equipment for a specific amount of time.

What’s the difference between a lease and a loan?
A lease attaches a formal contract to the use of a machine.

What’s the difference between leasing and renting?
With leasing, you’re agreeing to make payments (typically monthly) over the life of the agreement, instead of one payment for its entire duration. Typically, renting is short-term (days to weeks) while leasing is long-term (years).

When is leasing better than buying?
Leasing is ideal when you want to limit your initial cash output, since with leasing you make monthly payments over a pre-determined period of time. Leasing is also perfect for companies looking to stay on the cutting edge of technology.

What’s the average length of an office equipment lease?
Typically, an equipment lease for office equipment is 60 months.

Who owns the equipment?
Throughout and after the lease, your lessor (the company providing it) owns the equipment.

Who services and supplies the equipment?
Your lease provisions usually include bundled service, toner, part replacement, and maintenance kits. Talk with your lessor about their package options.

What happens to the equipment after the lease is up?
You may have the option to extend the lease agreement, buy the equipment, or return it to the company.

How much does it cost?
Monthly payments vary depending on the lease length and the type of machine (black and white laser printer, multifunction printer/scanner/copier, copier only, etc.).

What do I pay up front?
Like most leases, equipment leases usually start with payment of the first and last months at the time of lease signing.

So, is leasing business technology equipment right for you? Consider the equipment you need, your ideal payment strategy, and whether you want to manage maintenance or have it handled for you. Contact Infomax today to learn about our office equipment leasing options.

Do Your Part: The Big Impact of Toner Recycling

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Electronic waste is one of the fastest-growing types of waste in today’s environment—and one of the most dangerous. From computer components to mobile devices, flash drives to batteries, electronic devices and their constituent parts are being used—and thrown away—more than ever before. Printer cartridges are a major contributor to the electronic waste problem. In North America alone, over 350 million printer cartridges end up in landfills each year. Not to mention, the entire process before the cartridge even gets to your office—drilling for oil, refining, shipping, manufacturing the cartridge, packaging, delivery, and sales.

With such an impact resulting from just a single printer cartridge, a little effort on your part can go a long way. A toner recycling program involving the toner cartridges you use will have a positive impact on the environment.

Disposal and Waste – Let’s start at the end—the final destination of a printer cartridge and its waste. It’s estimated that each laser printer in your office produces about 100 pounds of waste each year.  The majority of that waste ends up in landfills, where—for cartridges made from specialized non-biodegradable plastics—they take 1,000 years to filly decompose. Disposal also contaminates the surrounding environment—landfill-based cartridges can leach toxins into the ground, while incineration produces poisonous air pollution.

Production and Raw Materials – It takes approximately three quarts of oil to produce a single toner cartridge, and production of toner cartridges also takes its toll on energy and water. Fortunately, cartridges can be refilled as many as a dozen times, slashing the cost in raw materials, water usage, and energy expenditure. With consistent efforts, you can save as many as nine gallons (36 quarts!) of oil through recycling a single cartridge. Every component saves raw materials—the plastics, metals, and inks from a used cartridge can all be reclaimed and reused.

While technological strides for greener offices continue to advance, we can do our part for the environment today by simply recycling the toner cartridges we use. Consistently applied, this small habit can have a huge impact. Contact Infomax today to get a toner recycling program underway in your organization.

The Right Printing Hardware to Increase Productivity

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The productivity of your office relies heavily on the business technology you utilize. Without the right equipment in place, you can’t expect employees to perform at peak productivity. Imagine trying to dig a ditch with just a serving spoon; sure, eventually you’ll be able to dig something resembling a ditch, but how much time and effort would be required to do so if you were using a shovel instead?

Does your staff have the printing hardware it needs to operate a peak proficiency? Here are some of the devices available today that could help your organization enhance its productivity.

Black-and-white printers – Modern black-and-white printers, built for speed and efficiency, are the workhorse of any office. These devices are excellent for large projects as well as the daily printing of emails, invoices, and documents. Many printers even come equipped with finishing options—such as stapling, collating, and folding—that will help your team complete their tasks on time.

Color printers – Color printers provide you with the freedom to produce stunning photos, logos, marketing materials, and proposals. With templates and in-house printing, you don’t need to spend days negotiating with external designers on standard jobs. Instead, print what you need, when you need it.

Multifunction printers (MFPs) – One device, multiple uses—in the office, a multifunction printer is your jack-of-all-trades. With copy, print, scan, and fax capabilities, MFPs provide a central piece of hardware to meet multiple needs, saving money, space, and energy.

Wide format printers – By cutting out the designer or print shop, you can get right to the business of printing phenomenal in-house posters and banners when you bring wide format machines in-house. The average wide format printer can produce up to 15 posters in a single hour, without ever waiting in line at the print shop. Quickly and easily create gorgeous images for display in the office or for marketing purposes in public areas.

Your company’s business technology defines your capabilities, and having the right printing hardware in place will substantially improve productivity. To take your office’s productivity to the next level of quality, precision, and speed, contact Infomax today.

Dream Big with Large Format Printing

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Large format printers are getting smaller and easier to use every day. Those leaps in print technology are enabling businesses to bring large format printing in-house, where machines can quickly pay for themselves. With improved simplicity, size, and precision, it’s worth considering the possibilities that large format printing can open for your company.  After all, a blank wall is a missed opportunity!

By combining maximum-impact and in-house access, large format printing will open doors and create infinite possibilities for your company. A little imagination will transform your space.

Here are some ideas for large-format pieces that will extend the reach of your business and your brand.

Storefront billboards
Your windows are priceless real estate. With large format printing, you can print posters or clings and use that space to promote current opportunities and attract the attention of potential clients.

Storytelling landscapes
Consider a gorgeous wall mural to brighten your waiting room, or print posters to promote add-ons that may interest clients or prospects. Wall posters are perfect for promotions and educational content.

Mobile brand ambassadors
If your company has a vehicle, that automobile is must-use promotional space. Create a stunning vehicle wrap and print it on your own large format printer.

Community connection builders
Your community wants to get to know you, so show your company’s face wherever you engage. Is a staff team walking in a 5k for charity? Do you sponsor a children’s football team? Shout out your community spirit with a bold, bright banner.

When it comes to large format printing, these few ideas are just the tip of the iceberg. Large format printing is also perfect for maps and schematics, trade show displays, and signage for events or facilities. Large format printing technology provides you unparalleled flexibility and room to dream big.

Contact Infomax Office Systems today to learn more about how large format printing can boost your marketing strategy.

5 Quick Fixes for Common Printing Problems

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We’re moving to a digital world, but business still run on paper. So what do you do when printing problems appear? Sometimes it’s best to call in the pros, but a few common print issues can be fixed with a little know-how and a simple tweak here or there.

Don’t let minor printer troubles get you down. Try these quick tips before calling for backup.

1. Paper jams. Open the printer, check for anything jamming the paper’s route, and remove any obstruction before gently (but firmly) removing the stuck paper. Try to pull straight and smooth, making note of where the pressure has it trapped. If the paper does tear, just collect all the pieces before closing the printer cover.

2. Slow printing. Complex images and huge files can send your printer—and you—over the edge. Check your file sizes and image resolutions, eliminate unneeded pictures, or take advantage of features to flatten layers or reduce file sizes. If those tricks don’t help, your wireless connection speed may need a boost or your printer might need a memory upgrade.

3. Using too much paper. If a simple project comes out in a stack the size of War and Peace, it may be time to rethink your defaults. Choose automatic duplex (double-sided) printing or 2-up printing (two document pages per sheet of paper), and reduce your margins to fit more content on a page.

4. Nothing is printing. You’ve hit print and are expecting the happy whirr of the printer coming to life. Instead—nothing. So, what happened? First, make sure the printer is powered on, then check your print settings—maybe your document went to another device. If your job is still in your print queue, try restarting your computer and then, if needed, the printer.

5. Low-quality images. Does your printout look like you forgot to put on your glasses this morning? Blurry, over-pixelated images indicate that you need a higher print resolution. Look for images that are 300 dpi (dots per inch) at a minimum. If something is still off, consider switching to paper designed for printing color images.

If these simple solutions don’t solve your printing problems, call Infomax Office Systems today for service, or to learn about alternate business printing options.

How MPS Improves Team Workflows

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Your business workflows are the machinery, people, and processes that make up your day-to-day operations. With Managed Print Service (MPS)—a holistic approach to print infrastructure—your print-related tasks are centralized and outsourced.

Read on to learn how MPS improves team workflows.

Provides customized solutions — From the quality and type of documents you print to the frequency and volume you need, your provider will identify which solutions will work best for your business. Anytime equipment can automate workflow processes, you’ll realize improvements in staff productivity.

Improves device sharing — If your office is like most, you are working with a hodge-podge of printers and devices that your company has cobbled together over time. MPS streamlines your printing fleet, eliminates redundant devices, and integrates group printing needs.

Eliminates interruptions —MPS includes troubleshooting and device maintenance, so your team can focus on their work. These solutions particularly help your IT staff, freeing them from lower-level print concerns.

Optimizes office layout — With a thoughtfully designed print fleet, your office will benefit from fewer machines, located at strategic locations. Individuals will save time, and space is available for other uses.

Automates document finishing — Is your staff spending time on manual activities like stapling, hole punching, and folding? MPS can ensure all of your document finishing needs are met by implementing the right equipment. With the touch of a button, these repetitive and time-consuming tasks can be completed in seconds when you have access to the right devices.

Ends maintenance headaches — Inventory monitoring, ordering, and regular maintenance are all handled for you with MPS. This is a principle tenet of MPS—to streamline the management of your printers and all print-related tasks so your team can focus on critical projects.

Collects data — Today’s MPS provides a vast amount of data to help you understand your workflows. From device usage to individual print habits, you’ll have the information you need to identify and address areas of improvement.

Whether making the most of your office layout or outsourcing maintenance and ordering, MPS will improve productivity and bring your business into 21st century technology management.

To see how Managed Print Services can improve your workflows, contact Infomax Office Systems for a free MPS assessment.

Data Backup and Disaster Recovery – What’s the Difference?

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When a computer glitch strikes and you get the “Blue Screen of Death,” your heart leaps into your throat. Then you remember your automated backup program. Whew, everything is safe.

But is it?

Backups can give us a sense of security, yet there’s a significant difference between backing up your data and recovering it after a disaster. Despite their distinctions, both are critical for a healthy information technology system.

Data backup is a standard and sometimes simple process—saving a copy (or multiple copies) of information in case the original or working copy has a problem. Backup may occur as a process automated by software, a physical action required of a human being, or as part of Managed IT or cloud services. Backed-up data might be stored in an external hard drive on your desktop, on CD- or DVD-ROM, on an offsite server, or even with a cloud-based service. Regular data backup is an essential part of business, often done on a daily basis to keep copies of records.

But data backup alone isn’t enough. Backed-up data is like a parachute: good to have, but not very helpful if you can’t use it! A recovery plan is the parachute pack and deployment system. A tested, staged, and properly deployable pack is mandatory if you hope to survive disaster.

Disaster recovery includes the processes and people that make backed-up data usable. Since disasters happen at any time, it’s essential that your recovery system be ready and available whenever needed, and your staff must know how to activate that system. Disaster recovery is about the outcome.

There are numerous failure points (human or software), and faith in untested systems can provide a false sense of security. Moreover, everything must be accessible when you need it. Do you know who to call? How to get your data back into use?

Using a Managed Service Provider (MSP) can be a critical part of a robust backup and disaster recovery system. Through service-level agreements, your provider becomes an extension of your company, but one with industry-specific expertise and tested recovery systems. A relationship with a Managed Service Provider also functions across your organization, rather than through isolated departments or individual sets of files.

To make sure you’re prepared to bounce back if the worst ever happens, contact Infomax about backup and disaster recovery solutions.