The Datamax Thinking Blog

Over the years, copy machines, printers and multi-function devices have evolved and adapted to fit our business needs. Just like Darwin’s theory of evolution, all of the best traits in printers and copiers have lived on and improved while the less desirable characteristics have fallen by the wayside.

When copy machines were first introduced, they were incredibly bulky, took up a large space in the office, and produced questionable quality copies. Over time, the machines began to shrink in size and produce higher quality scans and copies. Then the introduction of multiple functions occurred. Instead of having a printer and a copy machine, it was now possible to add scanning, faxing and other functions to make one machine to do it all.

 Printers and multi-function devices are now small enough to easily be used in a home setting. The interesting part is that since all of the technology is available to make multi-function devices that can serve all of our needs, many firms and individuals are going back to having separate machines for different operations. This is because each machine can specialize in that action creating a higher quality product. This is especially true for specific applications like wide-format printing. The volume a machine produces regularly also affects the amount of consumables used so different machines make sense depending on the usage.

It is interesting to look back at the evolution of our office equipment as business has changed. If you are interested in state-of-the-art printers, copiers or multi-function devices for your office, contact us today!

This article was originally posted on Juneau Copiers website The Competitive Edge.

When talking about the ‘cloud’, all this refers to is the ability to store and access a business’ documents online. This brings with it a host of advantages and for that exact reason, is becoming more and more popular for businesses today. The basic benefit that using the cloud facilitates is the ability to access work documents from any location and on any device with internet access. This single advantage opens doors for improving many systems and operations within the company. Here are just a few:

Workflow – The ability to access work documents anywhere vastly improves workflow through current business systems. Whether this is internal distribution of important procedural documents or the process a business uses for its customer service. It allows the company to connect with customers and give them access to specific documents and files improving the customer experience and creating more value.

Teamwork – When members of a team can access essential documents and files from any location, employees no longer have to be in the same meeting room. This enables work, sharing, and collaboration on the go. It also makes it easy to get an outside opinion on projects and to track progress remotely.

Security – Information is the lifeblood of any organization and is stored in the company’s important documents. In order for a user to gain access to specific documents on the cloud, they must have the credentials and the correct account information. Permissions can be granted and withdrawn at management’s discretion.

With all these fantastic benefits, it only makes sense to consider a cloud sharing document management system for your business. Contact us today to learn more about the cloud and how it can help your company!

This article was originally posted on Concord Printers website Continental Business Systems.

If your business is still using personal photo printers, then you can save a significant amount of time and potentially money through using a color multifunction device. If your business already owns a color multifunction device, then it only makes sense to utilize that piece of equipment to improve your processes. Here are just a few of the reasons why printing photos through your multifunction device can benefit you.

A multifunction device is multiple times faster when printing photographs and can maintain the same level of print quality.
With a multifunction device, you have far more sizing options. You can print many different sizes up to a regular 8.5 x 11 letter size while with a photo printer, you will be restricted to select sizes, and sometimes only 4 x 6.
You don’t need another printing device. Multifunction devices can handle other printing jobs and can serve multiple purposes.
With a multifunction device, you can scan photos or pictures directly into your computer and then store or distribute them as you please.

With multifunction devices being very sophisticated these days, it only makes sense to optimize your business equipment to fit your needs. To hear more about the power of multifunction devices and how they can serve many purposes in your business, contact us today!

This article was originally posted on Omaha Office Supplies website Capital Modern.

All businesses are seeking to cut unnecessary spending to improve their bottom line. With everyone out there looking to cut costs, there are many different areas of your business where expenditures can be reduced. One less common method is to reduce the businesses spend on printing costs. Here are a few ways to reduce your costs in the printing department.

While both print and document management services can lead to savings within your office, combining the two services will maximize savings, waste reduction and productivity. These simple steps can lead to many new productivity-enhancing methods within your business as well. Simply enhancing the productivity of your employees will increase the quality of work and the quantity of work that is completed, meaning that you have higher savings that are not reflected directly by your annual budget.

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.

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.

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.

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.

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!