The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.

Safe and Sound with Document Management

The security of a company’s information is of utmost importance. Documents within a business contain this information and if not properly protected, can be leaked out to competitors or the general public. Imagine if your company’s information about future projects, plans, and even products was suddenly available to everyone.

A document management system is a great way to provide multiple levels of security for a business’ vital information. Here are just a few ways that document management can protect your information:

The system can contain multiple password protected access groups and individuals for varying levels of security clearances within the organization.
Tracking of document access can show you who accessed documents, who edited them, and help keep track of who has access to specific data.
You will have the ability to encrypt high security documents to avoid any security breach issues.

These are just a few of the ways that a document management system can increase data security. To take the edge off and be sure that your business information is safe and sound, contact us today to inquire about document management.

This article was originally posted on FaiDC Copiers website Potomac Business Solutions.

Streamline Workflow with Print Management

With so many devices out there like printers, scanners, copiers, and fax machines, the office can become bogged down. This is especially true if the various equipment isn’t in proper working order, aren’t connected to the network or even because they take up too much space. In order to streamline the workflow of the office and its document usage, it is important to consider employing a print management system.

Print management can do wonders to streamline the workplace by saving time, energy and money. A print management service will start by assessing the current system of printers, scanners, multifunction and other machines. The current level of printing and those persons performing the print jobs will also be measured.

 Once the current printing practices of the office have been determined, print management will determine the most effective and efficient method for the office to utilize. Machines, printing practices and employees are all considered and optimized to help the office workflow accelerate by removing or improving bottlenecks.

After the system is in place, print management allows decision makers to monitor and optimize the company’s document usage processes further. For more information on how a print management system could streamline the workflow in your office, contact us today.

This article was originally posted on Copiers Annapolis website Annapolis Office Products.

Is a Cheap Printer Worth It?

When you are in the market for a new printing device, there are many things to consider before making a purchase decision. There are many options out there for different types of printers with various quality, speeds and functions. It is important to know what you are signing you and your employees up for when purchasing office equipment.

Some of the main things that would-be purchasers typically consider first are cost, quality, function and speed. While these features are indeed important, there are a few other considerations that are often overlooked. Many times, if low cost is a high priority for the new equipment, the following elements can be ignored in order to secure that important low initial cost.

 The cost of consumables like ink, toner and electricity invariably increases when you focus on the cheaper models of office equipment. It has been shown time and time again, that printers that cost less up front, will end up costing more in total cost of ownership through the machine's normal life because of its less efficient use of ink, toner and electricity. While you may think you are saving money with a cheaper printer, you may be costing yourself money in the long run.

Another major factor often overlooked when price is the number one influencer is the fact that cheaper printers and office equipment often require more maintenance, troubleshooting and are more prone to breakdowns. It is certainly true with office equipment as it is with anything else, you get what you pay for. If you skimp and opt for the inexpensive printer up front, be aware you may be making up for that in maintenance and troubleshooting costs.

The final and perhaps most significant thing you give up by purchasing cheap office equipment is opportunity cost. Since the printer operates more slowly, is more prone to breaking down and generally requiring more maintenance, you will lose out on operable time. Sometimes, this opportunity cost is negligible, while other times it may cost a client if they receive poor quality documents printed three days late due to equipment failure.

These are all things to keep in mind when considering any office equipment purchase. Think of the total cost of ownership and what it could mean for your business overall. The upfront expense of the machines may be more than the cheap version, but it often is beneficial to at least look at the middle quality machines.

Standardization Around the Office

Continuing our discussion on standardization in a previous article, when any organization increases the number of network devices its IT department is required to manage, management costs can increase. Some of the technology that an IT professional is already required to understand in most organizations include: desktop operating systems, network operating systems, authentication servers, email servers, web servers, telephone systems, document management systems, enterprise resource management systems, databases, copiers and printers. Some organizations will have even more.

Standardization can help to reduce the number of systems that an IT professional is required to learn and maintain. This can help to allow for greater efficiencies in maintaining information systems but can also provide for a greater level of security because your IT professionals and office staff will have a greater understanding of the systems you have in place.

In addition to infrastructure management, the implementation and training of the printing device can be time consuming. Sometimes the device is as simple as plugging into the network and adding an address. However, more often, devices are added to networks that have greater functionality. From different paper drawer options to inline finishing, and from scanning to integrated document management. Printers and multi-function systems are becoming more complicated to manage because that is what is required to create the easiest interface for the end user.

Standardization provides the ability for continuity in implementation. Installing a print device for the end user is the same from computer to computer. Print driver settings are the same from device to device. In addition, if you incorporate multi-function systems, then scanning, faxing or copying is handled the same way from device to device.

You may have only a few print devices on your network or you may have many. Regardless the quantity of print devices on your network, you will likely see cost and efficiency benefits by standardizing your printer and multi-function fleet. Check out some of our other articles to find out how we can help you more effectively contain your costs and increase your operational efficiency.

Improving Morale is Easy

Everybody knows that worker morale may have a significant influence on the daily activities and thinking of the place of work. A corporation with a high overall well-being may make for a fun and friendly location to work where suggestions are encouraged and imagination thrives. After you have a vast majority of constructive attitudes in one place, more targets are completed and your place of work is often more successful. Not only does a corporation become more effective in general, workforce cohesion also really will become normal when everyone is working to do their best. Do you think you're practicing the most effective techniques to boost employee morale at your company?

If not, you might look around and see how your staff or colleagues are connecting with one another. Are objectives and goals really being fulfilled punctually? These are important factors to consider if spirits are low. Follow these simple recommendations to ensure your employees are pleased at their work:

Take Pleasure in the Little Things: Regardless of whether it's delivering donuts every so often or treating your employees to a pizza party for a job well done, little actions of kindness and gratitude will go a long with your workers.

Make Sure to Listen: Listening to your staff and co-workers can have a huge influence on spirits simply because it notifys you what many people are worried about. Most people will likely hold back from the complete truth, but you can still get a good sense of what your workers really feel by speaking with them.

Reward Excellence: If somebody does a great job or has a accomplishment in the office, you have to be thanking them for that. Not only does it produce incentives for some other staff, but it also can make somebody feel valued and part of the workforce.

Supply Career Training: This might not feel like an apparent way of maximizing morale, but providing education that personnel are able to use later on will help in building rapport and commitment with that particular person.

From the little things to the large picture, a constructive morale and mindset at the place of work is important that will get things done. Contact us today to get more info!

The Invisible Terms of Colors

So you think that you know every little thing you need to understand related to color selection? Although an actual fact, most of us typically neglect the psychology of color and exactly what a number of colors characterize or mean. Many organizations, thus, don't take heed of the fact that color choice may possess an immense result on the receiver of any given text.

This turns us to the matter that color is essential when delivering print or various other marketing. No one is going to respond to a black and white picture how they reply to color. It is deemed an essential aspect to bear in mind whenever creating advertising for the next marketing campaign. It is often claimed that 57% of adult males decide on blue for their favorite shade compared with merely 35% of females, who will select purple 23% of times. Green also makes up 14% of the overall population's favorite color. So what do some of the colors truly signify and bring to mind in just about all of us?

Red - This is observed as sexy, rapid, and powerful. It brings up powerful sensations that can be both good and bad. It's also been declared red may have a actual physical influence on people by increasing hear rates of hypertension.

Blue - This is the most most popular color and may entail thoughts of calm and enjoyment. This has been related to serenity offers symbolism of the sky or a clear, blue sea.

Green - This shade represents nature and the earth. It can offer warm thoughts and it is linked to good luck and wealth.

Black - This will almost always generate a response, though it may be deficiency of color. Such as red, it can be associated with both good and bad emotions. At times utilized to represent grieving or death, black may signify vitality and beauty.

Orange - Brilliant and cozy, orange may be the less-sexy relative of red. It brings about enjoyment to look at but also implies energy and excitement. It is associated with summer time and the fall.

As a business, you might like to reconsider omitting the color element of the next pamphlet or advertisement. Seize the sensations of your viewers and use color whenever possible. Contact us to learn more!

Modest Modifications which Favor High Growth Rates

Getting yourself ready for development in your company can sometimes be an overwhelming task that will need preparing for an uncertain foreseeable future and using costly effort and other methods. While it is often an undertaking disregarded, getting yourself ready the long run progress of your company is significant. To begin with, it places a vital intention within your head which involves success and results within your current business. This also ensures that you're not captured off guard when substantial progress in your company will occur.

So what are some methods that one could prepare for growth in your immediate future? We are really not talking about leasing large amounts of storage place space or getting ready for your Initial Public Offering; we are talking about producing tiny adjustments in your working environment that will make predictable development less complicated to consume.

Increase the flow of products - One thing that can be done is to increase, or otherwise plan for the increase, of supplies in your place of work. This particular will permit you see where your existing amounts reside and can easily help cover the ultimate increase regarding product sales.

Choose the best people - Employing the correct persons for the position may not be simple, but doing so will certainly prepare your group for the long haul. You do not need to hire an staff member that will just depart in the next month or two. You need to think long term during the candidate selection process.

Improved Communication - As soon as you do begin to see expansion, it is essential that the transmission in your own place of work is up to standard. This includes making changes to the method you connect now to properly deal with inbound progress.

Appropriate Managed Services - Checking out workflows and exactly how information moves through your enterprise can save you lots of tension and late days when real expansion starts arriving in. Ensure that you have taken the proper steps to outfit your office with all the correct tools that may be capable of getting the project done.

You now are ready for the inevitable progress you corporation will experience. Do not be caught unaware and unprepared for the long term. Contact us to discover more!

Optimize Client Response to Advertising

We know exactly how difficult it may be to sometimes generate an individual reaction via campaigns, advertisements, as well as other marketing initiatives. That's the reason it's very important that organizations practice marketing communications that are created to count on the greatest volume of responses from a certain market. We realize that this might not be easy as often times marketing communications coming from companies are neglected and the information they attempt to produce tends to be wasted or perhaps ignored.

Developing a brand can be difficult to do via email, print, or other forms of promotions. The best goal of this is to not just achieve a response from your current crowd, but to additionally acquire a conversion from them too. Just because a possible buyer sees or listens to your offer is by no means an assurance that they will do anything about it. Continuing to keep this in your mind, we have provided you with some pointers that may help boost your customer response to your communications.

Make use of color to boost responses: Color can be a highly effective resource to stir up feelings in your targeted target audience and may aid in the preservation of your message. Consumers are 80% more likely to read a marketing piece that is in color when compared with those in black & white.

Provide an incentive: Presenting a motivation to bring about a result works more effectively than just wishing customers may respond to your advertising. Think outside the box with your benefits and make use of things such as coupons, events, gift cards, or a present to drive customer response.

Arrange a deadline: Setting a deadline to answer to communication may sometime establish a feeling of urgency in the buyer. In so doing, you're making your information unique and short lived. This will promote a reply in a smaller period of time.

Offer a number of avenues for any response: The more chances you offer your customer to answer you, the extra likely it will end up being that you will get a response through a certain ad or strategy. You need to have numerous regions of contact established so that it is not hard to discover reply to your interaction.

Making use of these types of tactics ought to give your business the upper hand when dealing with communications sent out to a substantial populace. Increase your efforts by attempting to gain the most reactions to your forms of communication. Get in touch with us today to find out more!