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COVID Killed the Traditional Office, Not Traditional Office Needs

COVID Killed the Traditional Office, Not Traditional Office Needs

Response to the COVID-19 pandemic changed the world. While some businesses saw the potential for permanent change and began adapting, others waited patiently for things to return to “normal.” Unfortunately, two years on, most major employers are discovering that “normal” may never be the same as back in 2019.

Despite governments relaxing most restrictions, the majority of employees expect to work remotely for at least a portion of their regular hours. Some would even take a pay cut of up to ten percent to stay at home. Today, a mere four percent of employers have plans to bring everyone back into the office full-time.

But a non-traditional workplace still needs to perform traditional tasks.

Keeping Up With Employee Communication

How much has zoom grown

One of the biggest upsets for employers during lockdowns was ensuring an easy way for employees to continue communicating. Some businesses turned to group and individual chat applications. Others selected project organization platforms. But the most significant adoption rate throughout the pandemic was in video meeting technologies like Zoom.

In today’s ongoing remote work environment, video conferencing continues to be a large part of the technology mix. Even employees working in the office are still subject to video calls with clients, partners, and even internal individuals and departments. The continued popularity and prevalence of video conferencing is one of the big reasons many employees are still advocates for remote work. But, with so much of the workforce already transitioning to hybrid and remote work, “Zoom Calls” are quickly becoming seen as a necessary part of modern business.

And as employers continue to build up their hybrid and remote work programs, maintaining company culture has become a large part of the need to communicate. As a result, many human resources departments are working to find new ways to leverage Google, Zoom, and other platforms to build company cohesiveness. They use these systems to generate fun activities, provide training tools, and keep people informed.

Digital Still Hasn’t Replaced Basic Supplies

Whether working from the business office or your home office, employees still need pens, notepads, highlighters, pencils, and other essential supplies. Attempting to operate without their everyday office items has been shown to negatively affect productivity. Lower productivity leads to decreased profits for the business, which equals loss–and nobody has time for any more of that.

Offices with remote and hybrid workers are encouraged to continue providing the same supplies used in a full-time office. However, in situations where the expense of supplies for more than one location per employee is an issue, offering travel totes is an excellent solution. In addition, hybrid workers who typically share desk space with others are encouraged to keep their office essentials with them in either location. This practice both keeps the workspace clean for employees who share desks and ensures workers have access to all of the same materials no matter where they are.

On the other hand, what hybrid and remote offices are saving on stocking coffee, snacks, and other communal supplies can be easily funneled into providing the items needed for comfortable and productive work across locations. Items like sit-to-stand desks, quality headphones, and computer monitors are just a few of the supplies and equipment most likely to help employees perform their daily tasks efficiently.

Print Is Still Essential

Despite the new office environment’s big lean toward digital, printing and paper are still an expected and fundamental part of operations. Over half (64%) of organizations consider printing a critical function. Moreover, some experts consider printing and scanning even more essential to hybrid and remote offices.

Many workers prefer to make notes, red-line, and edit documents in a physical format. Visceral interaction with documentation has been proven to help employees understand and recall information. And being able to scan notes and documents into a digital format improves employee ability to store and share information effortlessly.

That is why office printer manufacturers are providing many new features that support the needs of hybrid and remote offices. These options are heavily weighted toward improved security to help IT departments meet data compliance. Security features include password access, data encryption, network authentication, stored data protection, and many others.

For the standard employee, there is a wide range of convenience options. Things like cloud capability and mobile printing are just a couple of the new services many of today’s latest printers offer.

Finance departments worried about the costs of new machines or the potential for increased monthly expenses can also benefit from the latest printer technologies. Higher workload capacities and lower running costs are just two features designed to make new printers more palatable to the pocketbook.

Companies looking to further manage costs and alleviate concerns around printer functionality and management also have options thanks to managed print services and other printer leasing and service businesses.

Today’s hybrid and remote work world presents new challenges for companies looking to lower costs while meeting the needs of their employees and clients. Fortunately, printer service partners, new printing technologies, office supply options, and communication technologies can help meet workers’ continued “traditional” needs – whether at home or in the office.

Learn more about Power MPS here

3 Ways Service Businesses Benefit from Selling Online

3 Ways Service Businesses Benefit from Selling Online

Office print services are often very hands-on programs. Size of printers and positioning within the office setting are merely two of the essential considerations for efficient printer service. In addition, printer configurations can require on-site surveys, interviews with departmental managers, and information pulled from any current printing equipment. And after installation, maintenance and service also need in-person access.

Despite the very necessary in-person components for office printer services, taking advantage of online sales platforms can move a surprising number of day-to-day processes into the client’s capable hands. And these changes can not only save time and money but build better relationships and provide greater convenience for office print partners. Here are three ways office printer service businesses can benefit from embracing online sales.

Your business can be Available 24/7

Global e-commerce business-to-business (B2B) sales are expected to grow by approximately 17% and reach $1.8 trillion over the next few years. Online sales growth is beginning to play a larger role in how office printer businesses provide goods and services. As a result, many are jumping on the wave of eCommerce to improve business and increase profits.

One of the most significant ways online sales are helping office printer companies is by extending business hours beyond standard brick-and-mortar capabilities. Of course, physical stores must be watched over by actual employees. But online stores can be configured to respond to basic questions, provide standard information, and even take orders for goods and services at any time of day or night.

So, whether it is new client inquiries or current customers looking to order supplies and services, online sales platforms allow office printer services businesses to give clients access to their schedules. As a result, customers can shop when they need to rather than wait to make a call.

Making Maintenance and Service Scheduling Easier

Online buying and selling increase convenience not just for buyers but for the sellers too. One way they manage this is by making service and maintenance scheduling easier.

Online service scheduling can allow busy clients, like the growing number of Millennial IT managers, to use their computers or mobile devices to quickly address issues they are having with their office printers. But this online capability does more than make things faster and easier for the customer. Online scheduling also helps alleviate the number of calls routed to the customer service and scheduling desk.

With fewer phone calls, customers will encounter fewer wait times and have less reason to complain about terrible hold music. In addition, service representatives can stress less about lowering wait times and focus on managing more dire service issues as they happen.

As a bonus, scheduling requests made after hours can either be automatically scheduled or addressed first thing as the office opens. In either instance, customers are provided the ability to take action when their needs arise, alleviating stress and providing a better overall experience.

It’s Possible to Measure What Matters

Online sales platforms allow print service providers to measure just about anything. And that data enables companies to streamline their business more than ever before. For example, office print service providers can easily track their clients’ supply usage and order patterns using the latest technologies. This information allows for simpler management of ink, toner, and paper inventories. In addition, it provides accurate data to help negotiate with suppliers in ways that can lower costs and match the demands of their clients.

It is also easier to keep track of preferred service days and times as well as trends for when and how machines break down. This information can help create appropriate staffing for service technicians. It can also aid in determining more in-depth decisions on printer placement and parts ordering, and stocks.

Finally, tracking online ordering helps businesses manage supply availability and address the needs of current clients in a faster and more efficient manner. The information gathered about online activity, sales, and service provides managed print services and other office printing providers the data they need to help them understand client preferences. It also aids in determining general printing trends to help them make educated recommendations for supplies, printing practices, and maintenance scheduling for their clients.

Leveraging Online Sales Systems

Hands-on and in-person will always remain essential to the office print services business. But adding an online sales platform can prove to be an innovative and potentially lucrative opportunity for managed print services, printer leasing, and office printer maintenance businesses.

The vast amounts of information that can be collected coupled alone provide a range of opportunities to cater to the growing demand for self-service worldwide. Today’s IT managers and office administrators will quickly gravitate to online platforms to make their orders and address their needs independently at their convenience.

Regarding office print services, providing clients with an online sales platform positions businesses to meet client demands and, as a result, reap the rewards of more satisfied customers. Because a happy office print partner is more likely to stay loyal, provide positive feedback, and recommend their preferred partners to other companies.

Need to know more about creating your own e-commerce for Managed Print?  Check out Power MPS here

3 Interesting Facts About Office Printer Paper

3 Interesting Facts About Office Printer Paper

When it comes to printing, cutting costs is not just about the expensive printing machines. Buying, using, and disposing of printer paper can affect printing costs and either boost business efforts towards going green or undermine them.

Understanding the importance of proper paper handling can help business offices save time and money. Here are a few interesting facts about printer paper every office can use to help streamline office printing and tackle costs.

Wasted Pages Make a Big Impact on Company Costs

All those papers employees print out in the wrong color or format usually end up right in the waste bin. The same is true of items that are stapled incorrectly, jammed in the printer, or encounter some other printing mishap. But, despite printer paper purchases often being budgeted under miscellaneous spending, the numbers show not accounting correctly for paper spending might be a mistake.

Misprinted pages average $0.06 per piece of paper. While that price may look small, the dollars add up fast when considering some surprising usage facts.

  • The average employee wastes about six pages per day
  • Three-quarters of workers print internet content
  • Nearly half of all pages printed in an office are discarded by the end of the day

While a single piece of office printer paper may be inexpensive, the volumes used by employees as a group get pricey. The typical U.S. business spends over $120B on printed forms, and a single document usually gets copied 9-11 times. Sadly, wasted printer paper contributes a large chunk to these costs. So, it is not surprising to see so many businesses looking for new ways to get a handle on their printing.

For Companies That Are Going Green, Paper Management is a Big Deal

Whether it is to meet consumer demand, tackle office waste costs, or genuine concern about environmental impact, many businesses are choosing to find new ways to “go green.” No matter what the reason for choosing a more environmentally friendly path, paper use is one of the spaces every office can benefit from managing.

A single ream of paper uses close to 6% of a tree, with an entire tree used to produce approximately 16.67 reams of paper. In addition, U.S. businesses consume around 24B reams of paper annually. As a result, American companies consume over 1.4B trees per year.

The trees are not the only thing impacted by office paper use. It takes around 11,134 kWh to produce 400 reams or one ton of paper. That is the same energy the average household uses over ten months. In addition to power, paper production generates thousands of gallons of wastewater, with one ton of printer paper contributing close to 19,000 gallons.

Managing office paper usage and reducing paper waste saves money on office paper purchases. One of the simplest ways to improve paper management is to take advantage of paper recycling.

Recycled paper production uses 43% less water and 26% less energy than new paper. Currently, around one-third of paper materials in the U.S. are generated with recycled paper. While purchasing recycled printer paper may not save the company money per sheet, the savings on water, energy, and tree consumption are more likely to help meet the long-term goals of any green initiatives.

Managed Print Services Can Help Control Paper Costs, Waste, and Recycling

Managed print services (MPS) and other office printing experts can help their business partners get a handle on their paper usage. In many cases, they can monitor printer usage by location, department, or even employee to assist their clients in creating a viable paper management plan.

Many businesses searching to go green or save money will seek new printer paper to use in their offices. But using the wrong paper in a printer is a recipe for disaster. Inkjet paper, for instance, will not work correctly in a laser printer. The type of paper used can also affect color vibrancy. In addition, the incorrect paper might cause additional paper jams or damage printer rollers, resulting in extra maintenance time and money. Fortunately, office printing providers like MPS have the knowledge and know-how to recommend the right paper solutions for their business partners.

In addition to paper types and use management, MPS and other office printer businesses usually offer paper waste solutions such as shredding and recycling. These programs can help control confidential information while allowing offices to handle the wasted paper they are bound to produce responsibly.

Paper is an essential part of how businesses are run and will likely remain a crucial material far into the future. Yet, the costs of unmanaged paper waste and high volumes of paper production can directly affect a business’s green initiatives and bottom line. Fortunately, office printer partners are available to help companies stay on track, provide budgeted solutions, and create a more lucrative relationship with office printer paper.

Need to now more about Power MPS?  Click 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

3 Interesting Facts About Office Printing

Technological advancements have made inter-and-external-office communications faster, more streamlined, and generally paperless. However, despite the decline in faxing, paper memos, and direct mail, printing remains an essential function for any business. When the printers go down or there are service interruptions, it directly affects the office’s productivity.

This importance to both the home office and home office operations is exactly why office printer service providers and printer manufacturers continue to make improvements that will ensure printing continues to integrate well and perform to today’s fluctuating business needs.

Here are three interesting facts that show the importance and evolution of office printing.

1. Highly Sought After

There is something about tangible printed paper that makes people more productive. According to a recent survey from Pharos, more than half of office workers prefer to work with actual paper, while fewer than one quarter leans toward digital documentation. But it’s not just the average worker that turns to the printed word to get things done.

Most IT decision-makers think office print is essential to how businesses run today. Their opinion is supported by over 70% of up-and-coming workers aged 18 to 34. These are the people and generations shaping the future of business. Despite their clear preference for digital interactions, their reliance on print and paper in business is a clear indicator of the future outlook of office printing.

2. There is Room for Efficiency and Savings in Office Printing

How much paper is wasted in an office

One employee or worker prints over 10,000 pages per year. That equates to approximately 27 pages daily and an average total of $725 per employee annually. But not all of those printed pages are necessary. Around 17% end up in the trash bin right off the press, and another 65% don’t make it to see the next day.

Despite the continued print and paper waste, many companies ignore around 40% of their printing costs. These hidden expenses are wrapped up in consumables, cartridges, maintenance, service, employee time, and waste.

Waste from laser printers alone in the United States accounts for around 100 lbs in annual losses. The prints thrown away represent toner, paper, and energy lost due to incorrect printing, accidental printing, or even temporary need. The costs associated with inkjet printers can be even higher as the costs for ink cartridges continue to rise.

There is a lot of room for improvement across the office printing environment. Strategies range from helping employees modify printing behaviors to updating equipment and supplies to be more energy and cost-efficient for the office size and needs. Studies from Gartner Group note the potential savings for businesses that implement office print management solutions can reach up to 30%.

3. Sometimes Savings is Just a Partnership Away

For any business, making sure you cut operating costs determines final profits and overall success. So, what are the best solutions to minimizing printer operating costs? Fortunately, it is not hard for companies to start saving money.

One of the best ways to provide the efficiency of printing while managing costs is to partner with a Managed Print Services (MPS) or other printer service provider. These businesses study printing trends, determine potential green goals, and model solutions to their office partners’ printing budgets. In addition, these solutions can help resize print configurations to fit the needs and criteria of each business.

Millennial IT managers are also rising to the challenge of tackling office printing costs and efficiencies. Rather than defaulting to the status quo, these up-and-coming leaders are looking for less expensive options that are a better fit for today’s office setting—solutions like the A4 printer.

In the past, many businesses defaulted to the larger A3 printer model. The decision made sense because printer manufacturers at the time focused heavily on that model as their flagship for the office setting. In addition, these machines were designed to produce high volumes and service large, multi-departmental offices when filing, office memos, and printed text were the primary forms of communication and storage.

Post-COVID, printer manufacturers have seen the shift to smaller office and hybrid office formats, where the sheer capacity produced by the A3 unit is not necessarily what is required. Today, higher-end A4 printers are being built with increased Wi-Fi and wireless capabilities, faster scan speeds, and more robust features, including increased support and more applications. And Millennial IT managers are here for the transition.

But that doesn’t mean there is no place in the modern office for a more robust A-3 machine. It’s possible for an office looking for lower equipment costs to move to an A4 model, only to spend additional time, energy, and money attempting to force the smaller machine to meet office needs. It’s all about sizing the machine’s performance to the appropriate business requirements.

Office printing isn’t going away anytime soon. Fortunately for today’s businesses, there are multiple ways to improve efficiencies and decrease costs while continuing to meet the needs of employees. Understanding employee needs, creating appropriate printer management rules, and partnering with a reputable office printer services business are a few of the ways any company can regain control of their printing operations.

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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.

Recent Advancements in Office Printing Technology

The past couple of decades have pushed the limits of technological advancements. From the home computer launch to the internet’s adoption, the timelines for jumps in data use, software, and hardware capabilities have continued to shrink. Printer manufacturing and office printing services are no different. Just as has been seen in medicine, finance, agriculture, and many other industries, office printing is continually working to develop new, innovative ways to improve printing capabilities.

Through this continued technological advancement, office printing is now more efficient than ever. As a result, high-quality printed documents are more easily attainable, printed faster, and more vibrant than ever before. In addition, printing equipment is more energy-efficient, more interactive, and longer-lasting. But, just as the office space and business models are rapidly changing, office printing technology continues to evolve to better suit new corporate needs. Here are a few ways the office print industry is churning out technology designed to impress.

Artificial Intelligence Enters the Printing World

how A.I. helps the print industry

Human resources are irreplaceable. And, no matter how much technology advances, the employee workforce is still crucial in the office. But that doesn’t mean there is no space for new, improved artificial intelligence (AI) to create a more efficient workspace. For example, AI for printing can help improve a variety of tasks, including:

  • Document Analysis. In the spirit of “going green” in the office, minimizing waste should be a priority when printing documents. The printing industry has designed AI capable of analyzing documents before they are printed to determine the type of formatting required to minimize toner, ink, and paper use. The result is a reduction in supply usage that generates nice long-term cost savings.
  • Print Job Routing. Larger offices and businesses in legal, medicine, and finance that are heavy printers often run into the issue of time lost waiting for items to run through a print queue. Creating a more efficient system in these situations can lead to smoother workflows and better use of employee time. This is why some printer manufacturers have focused on developing AI to appropriately route print jobs for higher efficiency. For some companies, this could mean print jobs are automatically sent to the nearest idle machine. For others, the system could monitor print queue sizes and allocate jobs to devices based on anticipated print timelines.
  • Improving Print Quality. Especially when investing in newer printer equipment, businesses expect the print quality to be higher than what they would receive from older printers. Advances in printer AI help monitor various components within the printer to adjust speeds, heat, and other factors to ensure clearer copies and more vibrant images while generating less waste in ink, toner, and paper.

Better Ink and Toner

When thinking of technological advancements in the print industry, most people might imagine smaller, faster printers. However, rarely does anyone consider the consumables used to create the print. But printer manufacturers constantly look for ways to improve ink and toner for newer machines.

There are various ways manufacturers are looking to improve the ink and toner used in today’s printers. One of those is to meet the demands of environmental conservation. Today’s ink and toner markets are looking to eliminate toxins, lower the use of chemicals, and reduce landfill waste. This is why many ink cartridges are now made with remanufactured materials, and there are a variety of vegetable-based, soy-based, and even algae-based inks.

Additionally, manufacturers are developing water-based inks that dry faster to eliminate the risk of fuzzy images and text. These inks produce clearer, crisper prints and copies perfect for sales presentations and documents heavy in text.

Advanced Inkjet Printing Speeds

When it comes to circulating information in the office, timeliness is everything. The faster a document can print, the quicker it can be sent to all parties of interest and get on with other business activities. In this respect, laser printers have proven to be the consistent winner.

Today manufacturers are working hard on new ways to advance the speeds of inkjet printers. Brother has released inkjet models that print up to 22 pages per minute. HP has options that can produce prints at up to 70 pages per minute.

Integration With Other Services and Technologies

Integration is an essential aspect of any technological advancement. Without the integration of services, printers will be stuck in the pre-digital era. So, it is no surprise that printing manufacturers and service providers are working hard to create connections that make office printing more efficient and effective for today’s business environments.

With so many hybrid office setups and the slow re-introduction of business meetings and events, mobile is considered one of the best integrations for office printers. So, the print industry is working hard to develop and implement technologies that make it easier for office printers to accept print requests and share scanned files with mobile devices.

Another up-and-coming integration is voice-activated printing. Rather than searching for a file and manually choosing print settings, voice-activated printing could allow users to tell the system the document, color, size, and the number of copies – all with a voice command.

In today’s fast-paced technological development environment, keeping pace with business needs is key to staying efficient and relevant. With mobile integration, voice activation, artificial intelligence, and faster, clearer printing, the office printing industry is clearly up to the challenge. And there is no telling what new technologies printer manufacturers and printing services will develop next.

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.

Managed Print Services Reduces Costs & Problems for Remote Offices

Remote transition from office to home (or remote office) has evolved rapidly over the last year. According to Buffer research, almost 98% of people surveyed shared that they would prefer to work remotely, at least part of the time, over the remainder of their career. And if employers are going to keep employees, they will need to focus on fitting a new demand to prevent losing those they do manage to entice into the fold.

Managed print services are a go-to way of ensuring workers are comfortable working away from the office while companies continue to run as usual with no imminent challenges. They provide efficiency, and productivity, and are able to provide information security while managing the organization’s printing needs.

Print Services Can Consolidate Costs and Improve Security.

how to secure remote printers

Regular consumer printers can expose businesses to the potential risks of cybercrime. Unsecured ports and consumer wi-fi connections can offer criminals tempting backroads into a company’s servers. Even less nefarious hackers can pull potentially sensitive data from the average printer’s hard drive. Managed print services providers have the expertise and technology to identify the printer security threats a company faces – and implement measures to mitigate those risks efficiently and effectively.

Some of the options print service providers recommend include printer password logins or scheduled hard drive wiping. But the best option is to ensure each remote workspace is using a networked printer for all of their business-related printing needs. When properly monitored and serviced, these networked machines will provide a wealth of additional security to prevent threats

But it’s not only security that benefits from partnering with a managed print services provider. Most of these expert office printer businesses can help consolidate the expenses of hardware and maintenance, as well. By bundling the entirety of printing services into a single monthly payment, the worry of upfront capital expenditures is eliminated. And, rather than being concerned about ongoing service and maintenance fees, many of these printing partners include typical maintenance and parts in their monthly plans. The result is an easy-to-predict monthly cost.

Managed Print Services Can Help With Employee Retention

According to research by Marketplace,org organizations are facing difficulties hiring (and keeping) workers. Many workers quit their jobs because of low pay. And it is hard to replace them. Employers can help address this problem by giving workers quality standard working environments and other possible benefits that would streamline work communications.

Multi-functional managed print services are part of providing employee comfort by providing fast, efficient, modern equipment for printing, scanning, and other selected printer functions. But it goes beyond what the hardware itself can provide. Managed print services partners also offer easy-to-access customer service, troubleshooting, and service to remote workers – without the need to wait on or trouble their companies already busy IT department.

Managed Print Services Know how to Handle More Locations

Many business offices would rely on the IT department to manage on-site printers for the company. Allowing staff to address minor fixes and updates could, in some instances, save time and money. The same is not true in the new remote work environment.

Managed print services have experience and expertise in providing service to multiple offices within a specific area. And, in addition to their capabilities of maintenance to more than one location, many of these businesses load specialized performance monitoring software configurations onto each of the machines for which they are responsible. This software provides insights into individual machine usage and errors that allow the print service provider to keep printers running better through increased response times and faster analysis when things go wrong.

Businesses who work with an expert printer services business can save on time and money while reducing employee frustrations (both in-house and remote). The result is an increase in the business productivity without the need for accountants or anyone else to gain experience in IT and troubleshooting. And, with built-in security measures, partnering businesses can relieve the stress of many printer-related threats. For business working to fit the needs of employees in this rapidly changing office environment, managed print services are a fast and effective way to tackle business needs.

Semiconductor Shortage Update

Before COVID-19 hit, insufficient capacities had already created a shortage of semiconductors worldwide. But the pandemic response, with government rules and regulations generating widespread lockdowns, forced manufacturers to temporarily cease production.

Once shut-downs began to ease and production started to ramp back up to normal levels, the demand for these tiny microchips had grown beyond what the industry could meet at normal production levels. The issue was compounded by ongoing supply-chain disruptions keeping necessary materials from being delivered to feed production.

How much money has been lost from the chip shortage

Economical Impact of Semiconductor Shortage

It is estimated that the shortage in 2021 cost the USA economy over $240 billion dollars. The $240 billion is up $30 billion from 2020. As the shortage continues, and it continues to be a struggle to keep up with current demand, let alone make up for the past shortages, the total impact to the USA economy may be over $1 trillion by the end of 2024.

The printing industry, though not often mentioned in the news, has been particularly impacted by the semiconductor shortage. And, unfortunately, it does seem that the impact will continue to get worse through 2022 with relief not likely until 2024 or beyond.

How Semiconductors are Used in Printers and Ink Cartridges

Semiconductor chips are a necessity in the production of ink and toner cartridges. These tiny chips communicate ink and toner levels to the printer’s monitoring software and provide notifications for low levels, blockages, and other information. In addition, these tiny machines have been designed for the highest accuracy, capable of calculating delivery down to the number of droplets a cartridge can release.

But semiconductors are not only used in a printer’s ink and toner cartridges. Like most electronics, they are used in the printer hardware to help regulate the electric current flow throughout the device. This regulation directly affects the digital display, rollers, heating components, spray arms, and other components. So, it is no surprise that the semiconductor shortage has hit the industry hard, directly impacting printer manufacturers, printer management businesses, printer supply companies, and even the business offices that rely on printing.

How is the Semiconductor Supply Shortage Progressing?

As the second half of 2022 rolls in, companies are resuming semiconductor chip manufacturing, and the gap between demand and supply is slowly dwindling. As a result, experts predict the semiconductor shortage is likely to ease in the latter half of the year. However, a full recovery will likely take more time, with predictions showing 2023 at the earliest. Continued supply chain problems and additional COVID responses are the leading causes of the delay.

One significant contributor is the situation in China, where a large number of semiconductors are produced. The country reports a substantial increase in new COVID infections and is taking extreme lockdown measures in response. With large cities such as Shanghai and Beijing either partially or completed closed, manufacturing facilities are again having problems with production schedules and supplies.

A direct result of the high demand and significant shortage for semiconductors is a rise in pricing for electronics across the board. Printers and printing supplies are no exception to the rule. But even as semiconductor supply shortages begin to ease, demand and inflation are still predicted to keep prices higher than in the prior year. As a result, office printing businesses should continue to factor the higher pricing into their pricing and budgets for the foreseeable future.

How Can Office Printing Business Help Their Customers?

Business offices can’t wait for semiconductor supply shortages to ease. They need a solution right now. Managed print services, printer leasing, and printer maintenance businesses are in the perfect position to help companies through this difficult time.

One way that these print service businesses can help their customers is by providing alternative products. Many offices are unaware of manufacturers’ steps to keep printers running despite the semiconductor shortage. Offices with printing partners can rely on those partners’ expertise to provide them with reliable options and alternatives that will work correctly with their printing equipment and keep operations running efficiently.

Pricing is another issue striking office printing clients. Rather than letting partners balk at rising printing costs, managed print and printer supply partners can help their clients evaluate their print usage and make educated decisions to meet the business’s needs without breaking the budget.

Businesses in need of new or additional hardware will continue facing higher equipment costs for the foreseeable future. Unfortunately, many companies may find the added expenses daunting or even prohibitive. But printer services partners can help alleviate that burden by providing alternatives such as managed print services and printer leasing opportunities.

The semiconductor market looks to be making steady progress back to normal production levels. However, the progress is slow and hampered by many factors, including supply chain difficulties and new lockdowns. Fortunately, the ongoing office printing market volatility gives printer services businesses the perfect opportunity to come to the rescue, offering office print partners reliable and convenient products, services, and options to fit their ongoing needs.

3 Reasons Office Printing Suppliers Should Consider Online Sales & Service

Since the pandemic and the volatility of lockdowns, the business world has been forced to make a rapid change into the digital realm. To support a myriad of new office configurations companies have adopted a multitude of online and cloud-based services. And this shift to digital has led to boosts in online retail markets, including office printing supplies. Managed print services, printing supplies, printer maintenance, and printer leasing companies have an opportunity to embrace and adapt to this change. But why?

Safer for Everybody (Partners, Customers and Employees)

Offices want to resume their normal working routine without putting anyone at risk. After all, if the health of employees is at risk, a business can see increased sick leave and quickly become overwhelmed. Outside sales and physical retail establishments may be a potential health concern for some employees and a deterrent for current and potential business clients

To address these concerns, many businesses are adopting new ways of making purchases to minimize risks for both clients and their employees. One way to handle this is to limit office visitors. And a large part of that is defaulting to online office supply ordering options rather than working with outside salespeople or visiting a physical location.

So, for office supply businesses, especially ink, toner, printer and copier service, maintenance, and supply companies, visiting clients or operating a retail frontage is no longer necessary. Most people and businesses in the 21st century prefer to make their orders on their phones, on the go, or from the comfort of their office. And, as the world shifts to more remote workspaces and hybrid office environments, printer businesses can take advantage of online sales technology.

Using both a physical and online shop broadens the potential customer base while providing the opportunity to redistribute physical retail and outside sales efforts. In addition, the online world offers a global presence, providing an opportunity to expand the business quickly and easily. By moving into the online market, print industry businesses are almost guaranteed to increase sales and enhance local, national, and global reach.

Reliable Access as Online Becomes the Go-To

Customers are always looking for convenience and reliability in the marketplace. Moving to a cloud-based eCommerce service gives them what they want by consistently providing fast ordering and smooth delivery. Added perks like customer-specific discounts, multiple shipping options, and advanced order tracking—all of this makes shopping convenient and help alleviate the pains of rising average selling prices (ASPs), according to The NPD Group.

In addition to offering the convenience, clients have come to expect businesses that provide comprehensive online shopping options are showing customers that they are paying attention to customer needs. Print industry businesses that couple online ordering with comprehensive information on past orders, ordering timelines and product usage are allowing partners to make more informed selections and orders.

How much money did the supply chain issue cause

Helping Partners Deal with Shortages

According to Toner Buzz, the pandemic response created multiple roadblocks in the supply chain for printing businesses. Businesses stopped buying supplies, production at many manufacturing plants were temporarily halted, and shipments from other countries slowed down. And all the chaos caused a significant backlog of out-of-stock items to the tune of $1.44 trillion.

The cloud-based, online shopping experience allows businesses to shift inventory and offerings quickly to reflect availability and meet demands. The flexibility of an online order format helps give print business clients additional transparency and fast solutions when supplies of ink, toner, printers, and other equipment change. The result is more trust and stronger customer relationships.

Online Maintenance and Service

Another key benefit to implementing an online store within the print industry is the capability of adding online service and maintenance scheduling. Supplying this option allows clients to address their printer issues quickly, efficiently, and at a time that is most convenient for them.

For businesses especially concerned about managing health risks, online scheduling helps the company arrange service to occur at a time when fewer employees might be exposed. In some cases, the client may even arrange for an employee that can help walk the service person through sanitation procedures.

Conclusion

For managed print services, printer leasing, print supply, and printer servicing companies offering online sales and services can help these unique businesses in a variety of ways. First, online functionality is capable of catering to safety-conscious clients and companies by giving them the ability to reduce or manage face-to-face interactions. It also provides the ability for printer industry businesses to be more flexible with listed supplies, parts, and equipment. Finally, it provides the capability to meet the growing demands of customers for self-service convenience. But perhaps the most innovative and beneficial part of taking business online is that it offers businesses an avenue through which they can expand sales and services beyond their current reach.

Online sales and service programs have grown significantly since 2020, driven by consumer and business habits built throughout the lockdowns. But intelligent businesses throughout the print industry are capitalizing on this new trend to help develop deeper customer relationships, tackle new challenges, and build their businesses into the future.

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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.

3 Reasons Offices Should Have A Printer And Copier Servicing Partner

3 Reasons Offices Should Have A Printer And Copier Servicing Partner

Printing and copying are important enough for businesses to transcend even the 2020 COVID-19 pandemic response despite growing technology and hybrid workplaces. Well over half of all workers (59%) continued to print and copy the same amount or more while working from home. But catering to the continued need for print, already a challenge for the standard office becomes increasingly difficult for the large number of businesses moving to remote-first and hybrid formats. Here are three reasons offices should work with a reputable print and copier servicing partner.

How was print volume affected by covid

Equipment Efficiency Matters

IT and Administrative departments handling these continued print and copy difficulties have a great deal more on their hands than some may expect. They must understand each department’s copy and printing needs and work to deliver the equipment, security, and materials required. This responsibility includes managing proper equipment service schedules and ongoing maintenance.

But IT and administration are not printing experts. So while IT has a handle on security and admin has organization under control, neither department has expertise in the proper printer and copier maintenance. And it’s essential. An appropriate maintenance schedule can prevent most of the issues that lead to paper jams and mechanical failures that delay print jobs or put equipment out of commission. It also ensures consistent, high-quality printing and productivity.

Software updates and consumables like ink and toner might be in the IT and administrative wheelhouse. But what about the cleaning and lubrication of the small internal parts? Do they know how to check the rollers for wear and tear? Office printers and copiers also need regular configuration checks to calibrate them properly for maximum print performance.

As experts in the printing and copying industry, printer service businesses know the differences between the different makes and models of equipment. This knowledge includes their peculiarities as well as their required maintenance schedules. Their expertise helps them keep their clients’ printing and copying equipment in top working condition throughout its lifespan.

Increase Equipment Life

Dust is a known enemy for computers and other electrical devices. It is the same for printers and copiers. But, in addition to standard air particulates, loose toner is a similar problem for these sensitive instruments. Both dust and toner can build up in printing and copying components. The materials can short out circuits on electrical boards or get in gears and bearings, creating misalignments.

Inkjet printers do not have to deal with the added issue of loose toner. However, they have problems with ink build-up as pigment from the ink can cake onto the print heads. The compressed ink creates streaks or gaps on prints and copies, damaging production quality.

Due to the accumulation of dust, ink, and toner, both types of printers are subject to paper jams, breakdowns, electrical and mechanical problems. Continued issues can lead to more extensive machine breakdowns and decrease the longevity of the equipment. However, regular cleaning and maintenance services will remove unwanted debris deposits, reducing wear-and-tear on sensitive machinery.

Industry specialists, such as printer and copier servicing businesses, will know the dangerous areas for standard dust and other particulates to build up. They will also be able to advise appropriate countermeasures such as reliable toner and ink cartridges. The result will serve to increase the lifespan of the machines.

Upfront Costs

If something goes wrong with a printer or copier, the parts and service fees can add up fast. If the printer is owned outright, there may be a warranty to cover some of the costs. But printer and copier warranties often have loopholes that place costs right back on the equipment owner. In addition, expenditures for maintenance and repair vary widely by machine and servicing company, making the overall fees unpredictable. All of this is on top of the loss of productivity and delays caused when a printer or copier suddenly stops working.

It is precisely this type of time loss and budget variance which makes finance departments cringe at the idea of investing in standard or expanded print and copy services. Of course, these problems were already prevalent in the standard office setting. Adding additional machines in remote locations only exacerbates the issue. But it doesn’t have to be that difficult.

Contracting with a printer and copier servicing partner reduces costs by first helping to prevent more significant repairs and emergency service calls. They do this by keeping machines properly maintenance, calibrated, and running smoothly. But the real benefit for finance is the set and negotiated pricing they can count on for regular budgeting and bookkeeping without the inconvenience of unexpected expenses.

Maintenance And Service Matter

Even the COVID-19 pandemic response couldn’t stop employees’ needs for print and copy. It is safe to assume that these services will continue to be necessary as businesses continue to decentralize their office spaces. But more a more extensive printer network does not have to mean more headaches for IT and administrative departments – especially for general printer maintenance and services. Partnering with a reputable service and maintenance company can offer better cost controls as well as greater performance and longevity for the business’s investments.

If you’re looking for other ways to save money and increase operational efficiency, read: 3 Reasons Businesses Should Lease Their Printers.

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