Meet Your New Workplace Assistant from Xerox!

ConnectKey technology by Xerox has been transforming the way we work today. It offers your team access to the office print environment whenever and wherever they need it. It gives your team the freedom to be more productive and solve problems when they happen, in the office or on the road.

Xerox has recently released 29 new products including 19 new VersaLink printers and MFPs and 10 new AltaLink MFPs as a part of the growing ConnectKey compatible portfolio.

Here are some of the benefits and new features of these great new workplace assistants!

VersaLink Printers and MFPs: These devices are perfect for small to mid-sized organizations. Thanks to ConnectKey technology, they combine innovative functionality with a low cost of ownership. With 19 new devices to choose from, you can find the perfect device to fit your unique business needs.

AltaLink MFPs: This line is designed for larger enterprise organizations. AltaLink provides increased productivity with faster boot times and single pass scanning. Ten new devices offer an assortment of A3, color and monochrome MFPs to choose from.
Both VistaLink and AltaLink workplace assistants offer some amazing benefits including:
• Intuitive Interface – All 29 new devices offer an industry-leading interface that is customizable to meet your unique needs and office document workflows. The design is intuitive and easy to use, meaning fewer clicks to get your work done and that means less time spent at the printer!

• Mobile and Cloud Compatibility – Information flows easily between Xerox devices and cloud apps like Office 365, Dropbox, and Google Drive. This means easier access for mobile workers. They can print, scan, and share documents from any device including laptops, tablets and smartphones while on the road!

• Security Enhancements – ConnectKey technology offers safety for […]

By |June 13th, 2017|blog|0 Comments

Getting Started with Document Workflow Automation

Paper documents can be hard to organize and store and processing them manually can lead to misfiling and loss. By using digital technology, everyday tasks can become streamlined, leading to many benefits for your company. The first step towards automating your processes is to identify where the biggest benefits can be realized.

The Benefits of Automation

Employees spend many hours each week completing every day, repetitive, tasks. During this process, it’s easy for errors to be made – equating to loss of time and money. For some tasks, especially in paper-heavy departments, turning to digital automation can dramatically streamline the way you do business, and add to your bottom line.

Automated tasks reduce the possibility for human error and can be completed more quickly. Additionally, digitally automated tasks can be better tracked for auditing and regulatory purposes. By better monitoring your business, you can better manage it, with the effects trickling down to every department.

Getting Started

Getting started involves identifying those tasks which would benefit most from automation. Typically, these will be paper-heavy tasks, such as in accounting or HR. A Managed Print Services provider may be able to help you quickly identify those processes that are bogging down your business the most, so you can target these areas first.

Once these tasks are identified, they need to be further broken down:

What type of documents are you processing, and what format do they take? (i.e. paper, pdf, word file)
How are your documents currently stored, and do you want to change this?
What is the volume of documents that needs to be processed each week?
How are documents be distributed, and to whom? (i.e. email, fax, paper report)
What does your current technology look like and are you […]

By |May 10th, 2017|blog|0 Comments

Ready to Go Paperless? Take These Steps Today!

Are you still using paper for most of your critical business processes? If you are, you’re spending a lot of time and money managing all that paper. We’ve been hearing about the paperless office for 20 years, yet every year it seems like we’re using more and more paper!

Technology available today makes it possible to significantly reduce or even eliminate paper in the workplace. Digital documents are easier to store, share, search and protect. Going paperless requires the development of a strategy to reduce paper use. Here are a few ideas to get you started!

What do you print? – Start by tracking your current output for each employee over a fixed time period to establish a baseline. Use manual logs and the meters on your copier to track use. Consider working with a Managed Print Services provider who can install tracking software for detailed fact-based data.
Transition to the Cloud – Cloud-based applications allow for easier document sharing and collaboration. Talk with your vendors and customers and see if they will join you on the cloud.
Scan All Documents – Document scanners and multifunction devices are affordable and offer the capability to scan documents directly to network drives, emails, or directly into document workflows.
Digitally Sign Documents – Most countries now recognize the legality of digitally signed documents.
Bank Online – Speak with your bank and other financial institutions request paperless statements. Pay your bills and accept payment electronically when possible. Set alerts to let you know when bills are due.
Offer Incentives – Reward you staff for reducing paper use.

Going paperless, or at least significantly lowering paper use, is possible and can pay big dividends. Along […]

By |April 21st, 2017|blog|0 Comments

How Managed Print Services Addresses Key Challenges Non-Profits Are Facing

In order to successfully run a non-profit organization, you need to be able to operate within a strict budget. Printing is a necessary operating expense that can drive up costs if not managed properly. Many non-profit organizations have complex print environments with many devices (often out-of-date) spread across different departments making it difficult to determine how much  they are actually spending on print.
Managed Print Services is an effective solution to many of the printing challenges that non-profit organizations are facing. Here are just a few of the ways that the right Managed Print Services provider can benefit your non-profit organization:

Reduce costs. A Managed Print Services provider will conduct a thorough print assessment at the onset of your partnership. They will provide you with a fact-based report that will detail the number of print devices in your inventory and give insight into your actual printing costs, volumes and behaviors. The report will highlight opportunities to realize immediate cost savings. In fact, Managed Print Services can help non-profit organizations reduce printing costs by as much as 30 percent.

Develop and maintain a predictable operating budget. Because your Managed Print Services provider will serve as a single point of contact for all of your print-related needs, printing costs become more predictable.

Allow you to get the most from your print equipment. For budgeting reasons, many non-profit organizations are using out-of-date printers and don’t always have routine maintenance performed on the equipment. This often results in printer downtime and a loss in productivity. A Managed Print Services provider will proactively perform routine service on your print devices to prevent any gaps in service and minimize the need for costly repairs.

Increase efficiency. With the information gained […]

By |March 7th, 2017|blog|0 Comments

5 Social Media Mistakes You Could Be Making

These days it feels like everyone is on social media, and if your small business is not, you’re missing out on some great opportunities. While Twitter, Facebook, and other social media platforms used correctly can enhance your business, making mistakes in your social media interactions can be costly.
When managing your social media accounts, be sure to avoid these common errors that many small businesses make:

Doing Too Much
In the beginning, it’s tempting to want to engage on all of the social media platforms available – but if you don’t have the resources to regularly post relevant and engaging content you could be wasting your time by spreading yourself too thin. Pick one platform to start, and build slowly as you become more adept at navigating marketing via social media.
Ignoring Feedback
When visitors leave questions or comments – even negative ones – you must respond! Replying helps build an on-going relationship and lets clients and potential clients know you truly care about their experience with your product or service. Own up to mistakes and be sure every person who comments feels valued.
Not Posting Enough
Regular posting schedules helps people get to know your company. If you’re not posting frequently, it’s easy for your message to get lost in the shuffle and overlooked.
No one likes spam. It’s imperative that you know and follow accepted protocols for how to contact visitors. Direct or private messages are often considered spam unless you have previously made contact with that person and are responding to a particular situation, such as a product complaint. Always ask before initiating such contact.
The Internet is forever – and deleting sends the wrong message. If you’ve said something you regret, create a new post, apologize and clarify. If someone leaves a negative […]

By |February 15th, 2017|blog|0 Comments

Is a Copier or MFP the Right Choice for Your Business?

Today, we often use the terms copier and multifunction printer interchangeably, but the fact is they have some pretty significant differences. If you’re in the market for a new machine, start by evaluating your needs to determine which is best for you. Machine size and features should play a role in your decision so be sure to consider the number of users and the functions they’ll need before you take the leap.
Let’s look at and understand the differences between these two different machines:
Multifunction Devices
These machines are workhorses that combine the features of a copier, printer, fax machine and scanner into a single device; many models can fit on a desktop. Here are some of the key benefits of MFPs:

A much smaller footprint saves space and replaces a room full of machines with a single device.
The scanner on your MFP can improve productivity in the office by routing digital documents directly into workflows including saving into network folders, direct to email, fax or directly onto the cloud for secure storage.
One machine saves money on maintenance, supplies and repairs.
Reclaim valuable office space for more productive mission critical tasks, like additional workspace.
Fax capabilities allow you to communicate with clients who still rely on fax technology.


Copiers have evolved tremendously in the past few years. Traditionally, they made copies of paper documents and did little else. Today, copiers are much like MFPs only with a much larger footprint. These machines can produce up to 90 pages of output per minute. Other features include:

Enhanced power and speed means they can keep up with the needs of even the busiest office environment.
Today’s copiers can handle more sizes of paper and other printable media.
They also offer […]

By |January 30th, 2017|blog|0 Comments

The Benefits of Managed Print Services for the Legal Industry

Legal firms are often swimming in paper, in fact almost every function surrounding the law involves paper. Experts estimate that firms spend between one and three percent of annual revenue on document output, with only 30% of this amount going towards toner and maintenance.
As a result, many law firms have no idea of what their total cost of operation (TCO) is regarding print. This is partly due to uncoordinated purchases of equipment and consumables across departments. Add to this the costs of operation for different devices from various vendors, and it’s easy to see why it’s hard to pin down TCO.
Managed Print Services (MPS) offers effective solutions for getting your firm’s print environment under control. MPS can help to reduce costs by improving document workflows and establishing efficient print practices. Here are some more areas where a Managed Print Services provider can help:

Assessment and Consolidation of Assets – Once engaged, the first task your MPS provider will complete is a thorough assessment of your firm’s entire print environment including equipment, supplies and document workflow. Based on their assessment, they will pinpoint areas where print equipment could be consolidated or updated  to best serve your firm’s needs.
Ergonomics: Printer Placement – Many law firms often have more than one device or copy room that may not be convenient for all employees or departments. Waiting to access a printer can create bottlenecks, hamper workflows and impact productivity. An MPS provider can relieve this by shifting devices to alternate areas providing easier access, and freeing resources in high-traffic areas.

The Benefits of MPS

MPS also addresses many other challenges legal firms face in terms of print infrastructure, including:

• Maximizing billable hours

• Budgeting and better cost controls

• Disaster recovery strategy and backup systems

• Faster document […]

By |December 16th, 2016|blog|0 Comments

Is It Time to Upgrade Your Copier? Here Are the Signs!

When it comes to print equipment, many small businesses are using some pretty old technology. Often avoiding an upgrade because of the cost, or an “if it’s not broken, don’t fix it” attitude. Your copier is the hub of your print environment; a multifunction device where printing copying, scanning and faxing is accomplished daily. If you’re using older technology, here are a few signs it may be time for an upgrade!
Business Goals – Are your copiers helping you achieve your goals, or are they holding you back? If your team is spending a lot of time waiting at the copier, it might be time for an upgrade. Today’s technology is more efficient, more efficient to operate and offers many options to improve productivity.
Unnecessary Spending – A new machine can actually save you money! New technology uses much less energy and requires less maintenance. Another plus is quality. New machines offer near offset quality allowing you to take jobs back in house, saving you time and money!
Aging Machines – Older machines produce lower quality copies, use more energy and require more frequent repairs. Once a machine reaches the ten year mark, the total cost of ownership usually outweighs the cost of a new feature rich, efficient one.
Repeated Repairs – If you know your copier repair guy be name, it’s time to upgrade! Although repairs can keep an aging machine functioning, the hassle may not only be taking a financial toll – it could be lowering your team’s morale. It mght be time to take the money you’re spending on repairs and put it towards an upgrade!
Security – If your copier is accessible through your network it is vulnerable to breach. Security is an issue for every business today and office […]

By |November 22nd, 2016|small and medium business|0 Comments

What You Need to Know About Managing Your Millennial Talent

If you’re a Baby Boomer or a Gen Xer, you’ll most likely recall using everything from landline phones to VHS recorders. But for millennials, a world full of higher technology is one they were born into.
Accordingly, millennials typically show a greater ease and confidence in technology than do their older counterparts. That can create some friction in the workplace. For some, seeing young people staring at their smartphones or tapping tablets throughout the day suggests a disconnect from society and even a lack of work ethic.
But there’s little evidence that millennials are any different from other employees in their desire to perform in the workplace. It’s their approach to performance that sets them apart.

Millennials typically display a shorter learning curve in adopting new technology.
They’re multitaskers, and they are fast to connect with others online, establishing bonds that stretch across national and global boundaries..
They are quick to accept and embrace change in the workplace and in many cases will eagerly put the latest and greatest apps, functionalities and software to the test.

And don’t take their use of earbuds at their desks as a sign that millennials are cutting themselves off. On the contrary, according to a study cited by Fast Company, the majority of millennials surveyed prefer face-to-face conversation with colleagues on important matters. Texting and IM (instant messaging) are mainly a way to handle minor communication.
Working across generations
Working with millennials means appreciating their technological focus. Your comfort level may vary – for instance, younger people tend to shun email in favor of texting and cloud-based work tools like Asana. They may, as well, question the need to gather in a conference room when a WebEx or GoToMeeting site can bring in […]

By |October 21st, 2016|small and medium business|0 Comments

Your Customer Is on the Phone!

Marketing to the Millennials? You’d better be mobile. More than 85 percent of these 20-somethings own a smartphone and 20 percent of them rely on that little device exclusively for their Internet searches.
Even if your audience is more diverse – including Boomers and Gen Xers – the need for “responsive design” is well recognized. It’s no longer enough to rely on just your desktop/laptop-designed website. As nice as it may look on a large screen, when a “big” site displays on a tablet or phone, some things definitely get lost in the translation: specifically, navigation and user engagement.
That’s because the amount of text and images typical of a computer-based website simply doesn’t fit well on a smaller screen. And because you have about 10 or 20 seconds to convince a web visitor to stay, your mobile site has to accommodate their needs.
Site or app – or both?
Designing for mobile is a strategic task best left to skilled designers and developers. You can choose to adapt your existing site to a mobile format, or you could go the way of some companies and create a separate app for your business. Each option has its advantages:

A mobile-responsive website is generally less expensive and time-consuming to build than an app, and it can be searched by Google, which increases the chances that web users will find your site. You can go “live” with your mobile site at your discretion.
An app appeals to younger audiences, and its highly interactive features, such as “tap to call” and driving directions, can encourage faster response. On the other hand, apps live in a “closed” web environment, so they are not seen by Google, and the app will need to […]

By |September 21st, 2016|small and medium business|0 Comments