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Managed Print

3 Reasons Office Printers are Essential for Sales Materials

People think continued technological advancements are turning the world fully digital. Since as early as the 1970s, humans have speculated that the future would be completely paperless. The idea seems to be founded on the thought that computers made it easier to think and process information, eventually making printed documents outdated.

Even Stanley Kubrick’s classic film, 2001: A Space Odyssey showed the future and space travel as a paperless future. A 2001 newspaper was merely something to be viewed digitally on a television screen.

But rather than a sudden or even steady switch to a completely digital world, 1980 through 2000 saw paper use increase. In 2017, over four hundred million metric tons of paper were used by business offices alone. Experts predict paper use worldwide will continue to remain high for the foreseeable future – reaching around four hundred and seventy-six million tons by 2032.

While paper remains a key resource, the growth of digital has not lagged. US adults currently average over thirteen hours of digital media consumption per day. Those interactions include emails and social media as well as the PDFs, presentations, and other items regularly viewed throughout the workday. And businesses attempting to leverage digital communications have to compete with the growing clutter and digital fatigue.

Oddly enough, those brochures, direct mail pieces, and presentations that used to get tossed out with the rest of the junk mail have become a novelty. And providing printed references might just be the differentiator a business needs to break through the digital noise.

Printed Materials Provide Effective Impressions

importance of print paper to young workforce

When it comes to making an impression, print is the best option. Over three-quarters (88%) of Millennials believe the information in printed text is more official than anything provided digitally. But trustworthiness is not the only advantage print materials provide.

Studies show humans read printed items seventy to eighty percent faster than digital materials. They also retain more of the information because complicated information that requires more concentration is followed better when it is presented in a printed format. Part of this phenomenon is due to a lower level of stress as reading printed items has been shown to reduce overall stress by sixty-eight percent.

This level of reduced stress, better understanding, and faster perusal is a win for sales and marketing teams. It is especially beneficial for businesses with products and services that are more complicated and require additional information.

Printed Materials Lead to Better Brand Building

Businesses want their targeted audiences to have their brand, products, and services top-of-mind. But that might be hard when companies are competing for keyword share with competitors in the market. And it’s not just keywords for which businesses must compete now, it’s screen time and share of attention.

When it comes to keeping brand names at the forefront, nothing can compete with printed materials. Seventy-five percent of consumers have been proven to remember brand names better if they have seen them on a printed document.

And, when it comes to making sure prospects understand what makes a company a better choice than the competition, there is nothing quite like printed brochures, flyers, and presentations. Prospects can process printed text 60,000 times faster than digital. Even better, complete understanding takes twenty-one percent less cognitive effort. The result is faster, better communication that sticks.

Printed marketing and sales materials provide more engagement

The digital realm seems more dynamic. There are certainly more options for delivery, including video, interactive software, email, and chat. But most of these digital formats are mentally processed in the same way.

By triggering more sensory input, printed materials provide more engagement than anything standard digital can provide. While the digital space leverages sight and sound to its fullest, print leverages something called the textual landscape.

The brain sees and processes words and letters as physical objects. Coupled with the action of turning the pages of a book, brochure, or presentation, the brain registers the materials as taking another step down a walking trail. It then maps the information it absorbs more fully in the mind, bundling additional neurons that increase recall, understanding, and longevity.

While digital delivery may be faster and more convenient, sales and marketing teams that leverage the truly interactive process triggered through printed materials gain an unexpected edge.

Reliable Office Printers are Essential to Sales and Marketing Efforts

While digital advertising and sales materials may be a growing and essential trend, paperless interactions end up making the marketing and sales processes more difficult. Business offices with active sales and marketing teams need a way to provide printed documentation and reliable printers to support their efforts.

Printers help sales representatives give prospects and current clients a better way to differentiate and promote brand, products, and services, through printed brochures, flyers, and presentations. These printed materials help sales and marketing create better, more robust, and more memorable interactions that help build customer base and increase sales for the business.

One of the best ways to ensure reliable, cost-effective printer access is to partner with a managed print services provider. These businesses use their expertise to provide the right equipment, supplies, maintenance, and service to keep the business’s sales and marketing departments running smoothly. With the right printers and materials, the business will be able to create everything needed to provide unique communications that capture attention and keep the brand top-of-mind.

3 Things IT Departments Can Kiss Goodbye with Managed Print Services

Managed Print Services, also known as MPS, are companies that provide an array of office printer services designed to oversee an organization’s printers, scanners, fax machines, and photocopiers. They help businesses save time and money while boosting output and security by tracking consumption, ordering supplies when they run low, and handling all the company’s printing requirements.

How much time IT spends on printers

Without the benefit of a MPS partner, printer management and operations often fall to the IT department – and they feel the pressure. On average, fifty percent of calls and requests to the help desk are printer-related. Each of those calls takes around twenty minutes to answer. So if the IT department receives a hundred calls or help desk tickets daily, around fifty of those will be about the printer. At twenty minutes a call, that would be over sixteen hours spent resolving print questions.

With MPS, IT departments can save a massive chunk of time and energy. Here are just three things IT can happily pass along when partnering with a MPS.

No More Installing Print Drivers

Outdated print drivers are a common issue for employees attempting to print. In many cases, IT departments must schedule time after-hours to do widespread updates. Then there is always the handful of employees who need a time specifically arranged. Finally, there is the issue of print driver update timelines. There is rarely a schedule of upcoming changes, and taking too much time to arrange company-wide installations can lead to an increase in printing problems.

Some companies let employees authorize operation system and printer driver updates. Yet, even these concessions do not take the problem one hundred percent off IT’s plate. User error can quickly result in serious issues and an influx of help desk tickets or calls.

MPS partners eliminate most concerns about print driver problems. For example, managed print services utilize cloud-based printing services, reducing the work on printer server maintenance. In addition, cloud management usually provides a single print driver with back-end support that helps push updates without the need for scheduling or interference from IT.

Added Protection from Security Risks

Nearly three-quarters of IT managers in the United States have experienced data losses due to unsecured printing practices. Yet, only thirty-three percent were confident their print infrastructure was secure, and printers worldwide remain vulnerable.

Today’s consumer, wi-fi-connected printers are especially problematic. With built-in hard drives and practically no onboard firewall or security software, they are easy targets. Hackers can use these printers to open the door to a wi-fi connected computer. In addition, hybrid and remote offices may be the most susceptible to unsecured consumer printers. These potential issues only exacerbate the already worrisome trend of data losses from main office printers.

Fortunately, MPS can help offices maintain better printer security in both traditional office settings and the new hybrid-style workplace. The latest small-footprint networked printers and mobile printing applications are just two ways to improve remote and hybrid printing security.

Providing networked printer options reduces the risk of unauthorized consumer printers while providing point-to-point protection. MPS programs use the printer network and their software systems to monitor printer activity and keep the printer systems separate from the company’s back end.

Print Maintenance can be a Breeze

In most organizations, IT teams are responsible for managing all the printers and ensuring they are in working condition. When there are printer errors, the IT team is expected to identify them, keep track of error codes, and determine solutions for each problem. When the printer problem requires parts and physical repair, the IT team is usually in charge of scheduling service and even monitoring technicians while they are in the building.

Managed print services partners leverage their software, systems, and expertise to fully monitor their business clients’ machines. Their knowledge of the models and printer trends also help them anticipate appropriate maintenance timelines and evaluate error codes quickly. The data MPS businesses collect on client printing usage also helps them map out printer performance data and more accurately predict when maintenance or service will be required.

IT might still have to escort technicians in the building, but service scheduling, maintenance, and error code handling are a worry of the past with a MPS partnership.

IT Saves Time and Money with MPS

The IT department spends a great deal of time and effort managing a company’s office print environment. While office printing is essential to smooth business operations, those long hours add up to thousands of dollars in lost time. Instead, that time could be spent improving operational capabilities, securing the business networks, and building new products and services to expand the business.

Partnering with a reliable managed print services partner alleviates printer headaches. MPS businesses manage maintenance, field printer-related employee issues, and cushion the company from printer security concerns. The result is an IT department that is free of printer concerns and able to focus its time, energy, and budget on more important items – things that are dedicated to building more profits and better business results.

Why You Should Consider Different Types of Paper

Why You Should Consider Different Types of Paper

Today’s economy has most businesses on an active search to save money. But in their quest to cut expenses, some companies may make the mistake of using the wrong paper for their printer or project. However, the type of paper used for printing matters far more than many believe.

How much paper is wasted in offices

Improper printing paper can lead to several problems for a business. The wrong paper for a project could mean something as simple as an unprofessional look. When presenting to clients, paper copies of charts, slides, and proposals must be visually and texturally appealing. If printed materials are miscolored, smudged, or at bargain quality, it could lead to a loss of sale or partnership – and a missed opportunity to expand revenues.

But beyond presentation, using the incorrect paper in a printer can create office inconvenience and even damage expensive machinery. Rollers encountering unnecessary friction from courser papers are more likely to generate paper jams. Long-term exposure to added resistance will lead to increased maintenance and the added costs of replacement rollers.

Similarly, using inkjet paper with a laser printer or vice versa can cause significant problems. Inkjet paper won’t hold up well to the heat of a laser printer, and laser printer paper is not designed to absorb ink. The result is highly likely to cause printer damage.

But how can office managers and IT know what type of papers are needed to produce the correct result? To do this, it is essential to know the different papers available and their typical uses.

Types of Paper Make a Difference in Project and Performance

The final product, when printing, often depends on the type of paper used. For example, using premium glossy paper helps enhance the appearance of a document and make it last longer. Each type of paper has unique features that make them the best for specific purposes. Here is a list of many of the most common papers and their everyday use.

  • Bond – Bond paper is a “text weight” paper made with cotton rags. Historically, it was used to print government bonds. Today, it is considered an all-purpose design for brochures, stationery, and other materials that need to hold clear color. Compared to standard multipurpose paper, bond paper is generally more durable.
  • Cardstock – Trading cards, flyers, and business cards are all frequently printed on cardstock paper. This paper is exceptionally thick and robust, making it ideal for even paperback book covers.
  • Copy – A thinner, budget-friendly option, copy paper is a go-to for many offices. For text-heavy printing and generic copies, copy paper is an excellent choice to save money on print materials. However, its thinner, less durable structure can quickly become highly oversaturated if used for producing images or rich color.
  • Recycled – Recycling is not necessarily a specific type of paper but more an aspect available on multiple paper products. Some government agencies or businesses require presentations and proposals to be presented on recycled paper. There is no right or wrong time to choose recycled paper. However, it is often more expensive because it requires additional manufacturing.
  • Photo Paper – This paper is best used for printing high-quality images on inkjet printers. It usually comes in a glossy or matte finish. Glossy finishes are generally the least expensive and most common. However, a matte finish will diminish reflective qualities and potential fingerprint smudges.

Why Should Businesses Care about the Type of Paper Used for Printing?

Different types of paper can add to or diminish the effectiveness of individual projects. Inkjet versus laser printer paper is one of the best examples. One is specifically designed to produce vibrant images. The other is created for speed, efficiency, and heat resistance.

Bond paper is an excellent resource for business presentations and client materials. But vellum, a type of bond paper, wouldn’t be a good fit due to its semi-transparency. Modern vellum is also treated with plastic, making it ideal for decorative projects than a business setting.

Ultimately, offices must choose their types of paper based on everyday office needs. For example, some companies will require higher-quality presentation-style materials. Still, others are more likely to require plain copy paper for fast and efficient printing and internal use. But businesses that leverage sales and marketing should avoid cutting printing budgets too drastically when creating materials for current and potential clients.

Paper Quality Requirements are Highly Dependent on End Goals

Most items printed in the office setting last less than a day. Memos, emails, and other standard office items don’t usually require much more than inexpensive copy paper. Why waste money when most printed materials end up in recycling?

However, items like legal documents or other printed materials for long-term files require paper that will stand the test of time. Higher-quality papers with thicker weaves will hold ink and toner better and are less likely to deteriorate over time. Bond papers, for instance, can be purchased in weights and textures built to withstand the test of time and travel, whereas copy and multipurpose paper may prove less durable.

When deciding where to cut printer paper budgets, it’s crucial to remember the types of printers and printing the business uses. Fortunately, experienced office printing partners can help monitor and evaluate printer use and requirements to help companies to make better print budgeting decisions. In addition, consulting with a managed print services or printer maintenance company can provide much-needed insight into the types of printer papers and materials available to help save money without damaging printers, disappointing clients, or otherwise impacting office efficiency.

3 Ways Printing and Printers Continue to Hold Ground

The way technology is moving today; it is easy to think that people no longer need to print documents or purchase printers for the home or office. Yet, over and again, it is proven that consumers still show interest in print and paper.

For example, the use of mobile phones and digital cameras has grown fast. In many cases, it has shut down big photography businesses such as Kodak, CPI, and other film-related companies. Competition for providing the best digital camera technology is fierce. Recent ads for the latest mobile phones even focus on photographic capabilities, including nighttime capture and better representations of accurate skin tones. As a result, today’s youth are unlikely to experience the wait times and uncertainty typically associated with cameras that rely on film.

Yet, consumers still have an overwhelming desire to do more than view images on a screen. They want to hold them in their hands, stick them to walls, carry them around in their belongings, and share those same experiences with friends and family. They just don’t want to wait for it.

So, rather than the old school “take the image and get it developed” methodology, instant cameras have become the go-to for people looking for fast physical photos. Today, Polaroid cameras and the FujiFilm Instax are significant players in the consumer photography market. Polaroid representatives note younger customers enjoy their instant cameras and often take digital pictures of their instant photography prints to share on social.

But the human need for print goes beyond imagery. It also holds Ground as relevant in other aspects of the modern world. Here are three ways printers and printing continue to remain relevant.

People Still Buy Newspapers and Magazines

In the past, printed materials were an easy and commonly used way to pass information to the general public. While radio and news programs added to these avenues of communication, they were generally considered complimentary rather than competitive.

Do people prefer print reading

Today, many experts commonly assume social media and the internet have replaced print as complimentary news and entertainment avenues. But the truth is most consumers consider magazines and newspapers to be efficient and trustworthy sources of information. Over eighty-six percent of people trust printed news sources and consider them reputable resources.

Moreover, many people (63%) believe reading a printed story gives them a deeper understanding of the information they have taken in. Over ninety-two percent of individuals 18 to 23 agree that reading printed material is more accessible because it helps them concentrate.

For instance, it is easy to get distracted from an article on a mobile device by a message, call, or application notification. None of these distractions are available with the printed page. Gen Z, considered one of the most digitally savvy generations, believes reading offline has more significant benefits. Over half (61%) agree that engaging with printed materials is more enjoyable. Over 95% of youths even admit to reading magazines because they consider them relevant and important.

Printed Materials Help Promote Engagement and Health in the Workplace

Engaging staff in contributing to steering the business forward is a critical aspect of any company. Interestingly, using printed documents to help communicate data and generate input is usually easier than attempting to use digital sharing. Often, this can be chalked up to the technological gap. People in every age group have more difficulty or delay in using new software or have a hard time grasping new processes. But it also has to do with the tangibility of paper over digital.

A recent survey from NeoLAB Convergence Inc. confirmed that office professionals prefer taking pen and paper notes over using tablets and laptops during meetings. Over sixty-five percent of respondents stated the reason behind their preference was the ease and effectiveness of written notes. Moreover, ninety-five percent said they found it easier to remember notes they had written by hand than those they typed. Another seventy-five percent believe employees would enjoy and benefit from sharing handwritten notes, memos, and meeting information with and from their colleagues.

In addition to better communications, using printed presentations and handwritten notes in both meetings and interoffice note-sharing can help relieve employee eye fatigue. Studies have proven that computer monitors and indoor lighting often lead to long-term eye strain. Around fifty-to-ninety percent of office workers suffer from computer vision syndrome.

However, taking time to regularly look away from the screen and focus on other objects reduces fatigue and can improve long-term eye health. In addition, using a mix of printed and digital materials can encourage a variety of movement and eye focus, contributing to better employee health.

Printers Bridge the Gap Between Digital and Physical in the Office

Over sixty percent (64%) of business owners believe printers and printing will remain a critical element of doing business for the foreseeable future. After all, there are still packing slips, written notes, printed receipts, invoices, and many other pieces of documentation that need to be securely recorded and stored. And the best way to enter physical data into digital is through scanning.

But the longevity of printing can be attributed to more than transferring inherently physical documents. For example, printing and scanning make it easier for employees to share notes and memos. They also allow workers to print out documents, perform editing mark-ups or add commentary, and scan those notations back into the system for dissemination.

For hybrid and remote offices, the latest printers can be set up to accept mobile communications for printing. They may also allow employees to share scans with multiple participants via application or email. These functionalities make it easier to keep out-of-office workers in the loop and facilitate faster information sharing between office settings.

Despite the steady advance in technology, printers continue to hold their ground. Instead, new software and internet-friendly tools have allowed printing to develop unique benefits for the standard consumer and business office, including reduced eye strain, better communication, and improved trust in information. And as society continues to march forward, it is clear that commercial and professional print materials will play an sessential part in how people retain and communicate information.

Learn more about Power MPS here

Managed Print Services For The Incredible Shrinking Office

Managed Print Services For The Incredible Shrinking Office

There was a time, not so long ago, when American businesses built and rented large office spaces. Those spaces were filled with windowed corner offices and conference rooms. Their main floors were segmented by cubicles and break rooms. And, of course, there was the copy room – filled with giant machines ready to service all of those employees.

The heyday of big office spaces lasted over three decades. They began in the 1960s and continued into the early 1990s. At the time, most new office spaces were calculated at around 500 to 700 square feet per employee.  You can find these large offices featured in cinemas such as “9 to 5” with Dolly Parton, Jane Fonda, and Lily Tomlin. “Die Hard,” starring Bruce Willis and Alan Rickman, is yet another film displaying the office style of the time. Even 1978’s Superman with Margot Kidder and Christopher Reeve featured the sprawling businesses spaces of the time.

A New Way To Look At Office Work

With the growing use of computers and inter-office networking, the 90s saw rapid changes in how businesses saw office space. As a result, office designers began looking for ways to create a more collaborative office culture. The ultimate goal was to increase bonds between employees, reduce the number of meetings, and save money by reducing the space needed to house the business.

Most of these well-meaning office planners intended to eliminate meeting rooms, reducing down to the minimum required for hosting outside visitors or executive gatherings. After all, a more collaborative office space would mean less time sitting around looking at presentations, and brain-storming would happen on the main floors, right?

But the focus on collaboration often meant smaller cubicles or a completely open office. Break rooms saw a reduction to minor coffee service and food storage locations. And the copy room usually became an open-air central location for general office use. Overall, office space averages decreased by 9.8% by as early as 1994.

By late 2015 new office space was beginning to average around 200 square feet per employee. By 2019, it was closer to 150. Now, with the mass forced closures of 2020, organizations worldwide have begun to realize the march of technology has created an opportunity to shrink that allowed space even further.

Small Gets Smaller

Now, with so much monetary loss and uncertainty caused by fluctuations in trade and the global response to COVID-19, many companies are honestly looking at their office space with a critical eye on cost savings.

Companies considering letting employees work from home full-time

They’ve already been forced to spend money on cloud computing, VPNs, and the equipment needed to allow remote or hybrid work. Adding to this the overwhelming popularity of working from home and most CFOs (74%) are seriously considering letting a portion of their on-site workforce work remotely.

This opportunity to have a segment of employees operate in a hybrid manner or completely telecommute offers a wide range of savings, primarily for a much lower floor space requirement. Even accomodating those who are still on-site becomes less expensive when a business incorporates modular workstations, desk sharing, and flex scheduling.

As an added bonus, cloud computing makes the need for large server rooms much less of an issue. Instead of housing massive servers on-site, businesses can partner with large cloud service providers to provide storage, platform, networking, and processing power managed and secured off-site.

Less Office, Same Printing

But a smaller office does not necessarily equal fewer employees. Moreover, it doesn’t lead to less of a need to print. Instead, the printing environment for corporate businesses choosing smaller office spaces becomes more complicated. Instead of the large copy rooms or single open-area printing spaces, there is a growing need for a secure, networked infrastructure to manage equipment, consumables, and costs.

There is also a greater need for back-end security to avoid information breaches and viruses. But most of all, these new, stream-lined offices require printers with a smaller footprint that operate with the same efficiency, functionality, and reliability as much larger legacy printing hardware.

Fortunately, Managed Print Service (MPS) providers are available to take up the small office challenge. Originally designed to keep large office printer environments serviced and supplied, these organizations are pivoting smartly into this larger, networked printing space. In addition, they are partnering with manufacturers to source more modest printer sizes without sacrificing capability.

They are also partnering with robust online tools like PowerMPS to provide a complete suite of services for these new, smaller office spaces. Businesses using this strategic tool provide their corporate partners with features like a secure e-commerce storefront; online service and maintenance requests, subscription and as-needed ordering; and unique online and mobile printer usage reporting.

So, while the standard office continues to get smaller, MPS providers are ready to help their partners address the printing challenges head-on. And innovative MPS businesses are quickly working on assembling the equipment, tools, and solutions required to conquer the changing needs and printing challenges presented by today’s incredibly shrinking office.

Learn more about Power MPS here

How MPS Can Help Create a Greener Office

How MPS Can Help Create a Greener Office

Environmental conservation is everybody’s duty. This is why offices develop creative ways to go green and preserve the environment. And while print services are essential because they ensure a smooth flow of information from one department to another, many businesses remain concerned about the potential paper, ink, and plastic waste that excessive and irresponsible printing practices can cause.

Fortunately, the office printer industry is actively working to assist offices in building a greener workplace.

Why are Offices Looking to Go Green?

How going green saves a business money

Many younger generations are concerned about changing climates, melting icebergs, and the future of the planet they are inheriting and, eventually, leaving behind. In addition, pressure from governments and environmental conservation groups are pushing for corporations and small businesses alike to make changes that can contribute to a more sustainable marketplace from product to production.

But “going green” can do more than meet government and employee demands. It can also help a business save money. One of the ways it does this is by optimizing materials usage to minimize waste production. Other strategies for improving costs while going green include switching off electronic devices when not in use, implementing power-saving modes, and operating more energy-efficient hardware.

In addition to saving money, many companies are implementing more environmentally friendly options to meet customer expectations. For example, many consumers are concerned about the growing number of reports on global news of wildfires, ozone issues, heat waves, and fluctuating ocean temperatures. And those individuals are actively seeking to do business with organizations that are increasing their efforts to become better stewards of the environment.

Consumption is a Crucial Part of Going Green

A lot of “going green” in the office can be managed by monitoring consumption. Managed print service partners have the software, systems, and services available to apply this logic to the realm of office printing. They make it easy to keep track of the amount of paper, ink, and energy being expended daily and even hourly by printers throughout the business – whether in the main office or at remote locations.

This level of tracking does more than predict the cost of office printing; it allows each business partner to make better decisions about the materials they order. It also provides actionable data to help educate employees and direct printer use behavior.

Another great way to go green is to tackle the issue of energy consumption. A straightforward way to reduce power use at the printer is to turn the machines off when offices are closed. But additional opportunities are available on newer printers beyond shutting down the devices. These power-saving options include low power idle modes and year-over-year improvements in general energy efficiency. A reputable managed print services, printer leasing, or printer service provider can help their business partners understand the best energy-saving options that fit each office’s printing needs.

Evaluate Materials and Usage for Eco-Friendliness

The use of materials is a considerable contribution to creating greener office policies. Fortunately, there are materials and processes that can be utilized to avoid waste and allow businesses to operate in a more environmentally-friendly manner. When it comes to office printing, the right service partner can help:

  • Manage materials usage and ordering
  • Advice on the best ink and toner for maximum paper coverage and minimal waste
  • Provide guidance on reliable recycled papers products
  • Include programs for paper, ink cartridge, and toner cartridge recycling

Becoming more eco-friendly may seem like a daunting task. But, when it comes to office printing, meeting consumer and employee demands isn’t as out of reach as it may seem. The right printing partner can help any business discover a wide range of ways to pivot to greener printing strategies while saving money and improving efficiencies.



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How Office Print Partners Help Your Business How Office Print Partners Help Your Business

How Office Print Partners Help Your Business How Office Print Partners Help Your Business

Businesses are always looking for ways to reduce costs and increase profits without affecting the quality of products and services. Unfortunately, office printing is often one of the last pieces to be evaluated in these processes. Yet, it is one of the most important aspects of any business, directly affecting the flow of communication and overall business performance.

One of the simplest ways a business can reduce operating costs is by partnering with an office printing service provider. These companies leverage their in-depth knowledge of office printing, printer hardware, and printer servicing to help improve efficiencies for their business partners. Here are three significant ways businesses can benefit from office print services.

Businesses are Fighting Inflation

In today’s markets, inflation is rampant. And businesses are currently taking some of the most significant hits when it comes to the cost of labor and materials. Yet, companies of all sizes are often blamed for the rising prices as they attempt to keep up with the costs of their operations. The result is a battle on two fronts, managing customer opinion while trying to maintain a level of profit that supports the company.

Office printing is one of the many items that, though essential, contributes to the ongoing expenses of the business. And, just as with other aspects of operations, printing equipment, services, parts, and supplies are affected by ongoing microchip shortages, interrupted production, and increased demand. The result is spiking costs that make their way up the supply chain. But increasing efficiencies and streamlining printing processes can lower the impact office printing has on the business’s bottom line.

Improving Print Efficiencies

With their deep understanding of the office printing environment, printing service partners can work with their clients to provide a complete picture of the weaknesses within any office printing system. Some issues printing professionals often include:

  • An imbalance in printer use. Often, some printers are overused while others sit idle. Office print partners help configure the office print setup to fit the use trends found within each of their client’s offices.
  • Improperly configured printers. Machines not set up correctly often use too much ink and toner or have a more significant number of paper faults. Both situations can increase supply usage while wasting employee time. Print service partners configure machines to match the business’s needs and help optimize printer settings for optimal output – saving time and supplies.
  • Increased energy consumption. Many offices end up buying too-large printers or too many machines for their office. Either situation quickly creates a draw that can easily raise energy bills for the office. Print service partners evaluate each office’s needs to determine the correct number and size of machines to help increase energy efficiency and improve general operations.

But operational enhancements are not the only way print service providers can help their office clients battle inflation.

Office Print Services Cut Costs

One of the best ways to address inflation’s impact on a company’s bottom line is to cut operating costs in as many aspects of a business as possible. Fortunately, there are several ways office print service partners can help lower the costs associated with office printing, including:

  • Reduce or eliminate capital expenditure for office printers. Office-grade printers are not cheap. Even the lowest-level models can run several thousand dollars. However, many office print partners have ways to reduce or eliminate these expensive pieces of equipment from a business’s bottom line.

For companies who prefer to own their equipment, it is essential to understand individual office printing trends and requirements. Managed print services and other office printer businesses can help evaluate these needs to make recommendations for the least expensive, energy-efficient option rather than older, energy-consuming, and ink-guzzling hardware.

Another option is to lease the equipment rather than perform an outright purchase. Leasing offers several benefits, such as reducing ownership to a monthly fee rather than a hefty initial price tag. Additionally, you can draw up an agreement with your office print partner depending on the size and needs of your organization. Finally, it is possible to include the cost of a printer placement as part of the managed print services contract, further reducing operating costs. why you should lease a printer

  • Lower ongoing printing costs. Printer hardware is the first step in an office’s ongoing printing needs. Proper maintenance and service are required to keep that hardware adequately configured and running at peak efficiency.

Partnering with an office printer services business can help offset some costs. In addition, many printer leases and managed print services contracts include a maintenance and service plan to help cover these necessities and reduce unexpected parts and labor expenses.

  • Reduce printing supply costs. Many businesses rely on printing partners to handle equipment but turn elsewhere to source ink, toner, and printing paper. But many office print partners can manage more than hardware and maintenance.

The most advanced businesses in the office print industry can fully monitor supply usage and help their clients regulate their paper, ink, and toner usage. In addition, appropriate monitoring can give insights into how to configure printing equipment better to reduce waste and maximize the use of consumables.

While inflation continues to drive up costs and irritate consumers, there are ways for businesses to battle rising prices and benefit their companies. With the ability to streamline internal operations and reduce ongoing hardware and supply expenditure, partnering with an office print services company provides several options to help savvy businesses battle inflation.

Paper is not Dead: Long Live Paper

Paper is not Dead: Long Live Paper

Futuristic science-fiction films and series primarily differ in politics, outlook, and technology. But they almost all have one thing in common, paper is practically non-existent. Rather than paper currency, the residents of the future use cards, chips, or codes to access digital funds.

Even the offices and workspaces are highly digitized, with records, agreements, and communications all held in computers. Access to this information is through fancy-looking tablets or floating holograms.

While all of this looks amazing, it is hardly practical. Yet, despite these visions of a paper-free world, there are many reasons physical documentation is here to stay.

The Security Issues with Going Paperless

Paper filing systems are large, cumbersome, and take up too much space. But, in today’s technological world, they are also broadly safer than digital filing systems. Today criminals have developed a wide range of tactics to gain access to anything stored on company servers, including pretending to be someone within the company or a person of importance to trick loyal employees. The same level of access is much harder to gain in person. So, while carrying company files on a tablet may seem convenient, are the risks worth it?

Admittedly, security for digital files has come a long way in the past decade. But hackers are constantly coming up with new and creative ways to access those documents. Unfortunately, their innovations regularly test the most vulnerable points in any company and often find the weaknesses they require. And too often, data breaches aren’t detected until it’s too late.

On the other hand, paper files are much harder to access and far more likely to be noticed should they go missing. This is why so many businesses still rely heavily on paper documentation for personal notes, contracts, and legal and financial documents. While having digital versions scanned and stored is a good idea for easy shareability with clients, paper documentation is a vital backup to keep hackers from holding information hostage.

Lack of Access/ Loss of Information

When filed correctly, paper documentation provides reliable accessibility. Simply enter the file room or open the appropriate drawer to view the file needed. Digital files, on the other hand, require internet and server-specific access. So, should the internet go down, the electricity goes out, or a server crash occurs, access to any electronic files can be temporarily halted.

Some of these emergencies can do far more than block access; electrical outages or surges can cause issues with sensitive computer and server equipment, leading to data losses. Other increasingly common problems such as malware, hacking, computer viruses, and general user error can all result in files being corrupted or deleted from the system.

Paper files, if only as a backup system, are a reliable alternative to keep business information safe and accessible in times of crisis. In particular, legal, finance, and medical facilities should maintain a hard copy database to avoid losing important data and hiccups when serving customers.

Paper Remains Part of Business Workflows

According to Wakefield research and Infotrends, 73% of businesses with less than 500 employees print at least four times daily. But the trend is not limited to smaller companies. Even medium and large businesses depend on paper for a variety of uses, including:

  • Personal notes
  • Copies of necessary documentation such as resumes and recommendation letters
  • Work calendars
  • Documentation for team-building trips and brainstorming sessions
  • Notes during hiring interviews or in case of complaints to human resources

Larger businesses especially enjoy using paper for items that are unlikely to be kept long-term. Things like notes, documentation that is likely to become redundant, document mark-ups, vendor or client presentations, and other short-term items are usually printed or written down with no intent to place them in long-term storage. Scanning these items into a digital format would waste time and server space.

So, while science fiction envisions a paperless future for all of human society, even the most prominent businesses have trouble eliminating paper from their processes. Paper as it was once known, used, and loved may well be over. But the need for its existence and use to keep businesses running smoothly is unlikely to disappear anytime soon.

Why Office Printing is Making a Surprise Comeback

At the onset of the COVID pandemic response, many markets predicted a steep drop in office printing. Many business experts predicted the death knell for office printing in general. Instead, with so many working remote, home office printer sales and printing volumes increased dramatically. As people come back to the office, will they bring that thirst for printers and printing back to the office? Yes. But why?

Going Digital

Do people take more written or digital notes

Going digital takes time and money. First, there is the issue of converting physical documents into stored data. Then, there is the problem that employees of all ages find it beneficial to print out important pieces of information to review and make notes. Over seventy percent of employees believe they gain a deeper understanding from printed or written material than from digital. The benefits of physical note-taking are even supported by research. A 2021 study showed people who use paper for note-taking perform their note-taking tasks 25% faster than those who use digital tablets or smartphones. Their speed of recall for information was also faster than those who used digital tools for note-taking. Fortunately, office printers can easily create a bridge between the physical office and the digital world.

Employees can print out the documents they need to prepare for meetings, evaluate the information for tasks, and take necessary notations. But office printer machinery is also able to take in records and written documentation through a scanner to digitize that information for safe-keeping. Some printer equipment can even support high-volume scanning, capable of pulling in and digitizing hundreds of documents in a single task. Businesses looking to transfer years of backlogged files into a more easily accessible format can turn to office printing equipment to help and rely on these machines to transition ongoing contracts, documentation, and notes.

What Happens When Digital Fails?

Despite the noble motive for companies to “go green” and move entirely to digital documentation, the truth is that a completely digital office has its downfalls. For example, today’s versions of digital solutions require two things to operate correctly; electricity and internet/intranet access. And having worked remotely for over a year, employees have felt the frustration of losing one or more of these features first-hand and, often, alone.

Electrical outages at the office have had a standard solution for decades in the form of generators. Many office buildings are already equipped with backup power as an added benefit for businesses renting the space. However, some locations, including employee home offices, are still not equipped to deal with an unexpected power outage. Companies that do not currently have backup power options should take this potential issue into account when considering moving digital records or eliminating paper records.

Another critical consideration is how to ensure ongoing intranet or internet access. When housing records in a digital format, there is always the possibility of the pathways to those records being shut down. Though housed entirely on internal office servers, intranet access requires employees to be logged directly onto the office’s in-house network or logged into remote access through a VPN. For remote employees, even intranet access requires internet connectivity. When one or more of those networks goes down, it directly affects employees’ ability to review stored documentation and perform their jobs.

It may be a good idea to consider housing essential data in some physical form as a backup in case of an emergency. As for remote employees, it is a good idea to offer secure small-footprint printers, battery backups, and other solutions that will relieve employee stress or provide options for continued productivity.

Cloud Services Can be Risky, too.

It is not only a loss of electrical availability or server or internet access that can cause problems for employees. Even well-known, big-name cloud computing and software services have a history of hiccups. Google, for instance, experienced a large-scale Gmail glitch in March of 2011 that left many individuals and businesses in a lurch for at least several hours. In addition, some locations continued to have problems with access for several days.

This was not the only instance of a Google service issue, either. In March of 2022, the company again experienced a widespread issue, this time with Google Workspace. The 2022 problem affected popular business features such as Google Meet, Gmail, and Google Drive. As a result, companies that rely on Workspace to store and share files, perform meetings, and provide reliable email communications were forced to a virtual standstill.

Accessibility issues are not relegated to the one big-name provider. Other well-known companies have had similar problems, including Oracle, Amazon, and Microsoft. There is always a risk, no matter what service is used for digital storage or whether it is an internal or external server. Especially as more businesses take on post-pandemic “hybrid” office models, creating reliable backup resources such as physical paper documentation is becoming more critical than ever.

No matter how much a business wants to go truly green, employees know that going fully digital is more complex than it appears. So, while companies look for new ways to offer convenient file sharing and access, employees turn to their trusted printers to help them make notes, provide backup documentation, and turn their most important papers back into a digital format.

New Survey Posted for Cost Effective Print Management

A highly cost effective print management SaaS that enables dealers to have differentiated conversations with customers addressing their print management needs.

Commercial overview

  • Low upfront costs
  • Generous initial margin
  • Recurring margin Yoy
  • Huge feature set
  • Ability to differentiate vs other dealers selling same bundle (e.g. copier + PaperCut)
  • Over half a million users
  • Direct support reduces dealer overhead: Setup, aftersales, ongoing updates.
  • Transparent dealer support through a dedicated portal

Technical key feature

  • Cloud based - easy setup, no hardware required
  • Windows, Mac and Chromebooks supported
  • Universal driver supporting all advanced finishing and security features
  • Office 365, Google Workspace integrated

There is a total of 7 questions for the survey.  We're hoping you can take part in our survey because your help may bring another player to the US market that could give us additional options.

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