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The Datamax Thinking Blog

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


Do Centralized Copiers and Printers Hurt or Harm Productivity?

Buying one, centralized multifunction printer for your office will save money, right? It's not as simple as that.

Centralizing your multifunction copiers makes a lot of sense. You don't need to buy multiple machines to cover all of the departments, the IT team can easily network and troubleshoot them, and you won't have employees wandering around trying to figure out where to get their copies.

This configuration works out great, in theory. In practice, you could end up with the MFP becoming the de facto water cooler. When staff makes their way to the digital copier to pick up their papers, they may take a socialization trip at the same time.

Topics: Printing Printer Management Multifunction Copier Digital Copiers Productivity Tips and Tools Print Management

Want Higher Productivity? Start Ditching Paper

You'll have a tough time delivering a quality customer experience if they have to wait around while you're on a grand adventure for hard copies.

Hard copy documents are talented at hiding away when you need them the most. You have to go on an office safari every time to track them, which cuts into the time you could spend on your work duties. Even a few minutes per day adds up. It's time to throw paper in the trash and get digital with your documents.

Topics: Scanning Printing Printer Management Solutions Multifunction Copier Digital Copiers Productivity Tips and Tools Office Equipment

Ask These 14 Questions to Control Your Print Spend

If you want to successfully manage your company's information technology, the key is to plan thoroughly and completely.

You shouldn't have to be able to print money to afford your business's printers and office equipment. Yet, all too often, it seems like that is what many businesses have to do to afford their office equipment.

The easy excuse is to blame the rapid pace of technology and the unavoidable expenses of keeping up with the latest and the best. After all, it seems like technology is only good for about six months before it becomes obsolete and you have to replace it.

In the end all that is an excuse. If you want to successfully manage your company's information technology, the key is to plan thoroughly and completely. There are reasons why there are numerous clichés about the benefits of planning first to avoid the high costs of mistakes later. When it comes to IT, it is best to pay attention to those annoying, but true, words to live by.

Topics: Printing Business Problems Solutions Digital Copiers Productivity Tips and Tools

The Hidden Cost of a Cheap Photocopier

If you focus on the number on the price tag more than what the photocopier can actually do for you, you'll end up paying more in the long run.

You have to operate with a budget professionally and personally. The same questions come up no matter what you're buying. How much should it cost, where can you find the best deals, and is there a more affordable way to get it?

Many people jump right to the cheapest copier they can find. They think it might match their needs, but their decision is purely price driven. Sometimes they luck out and get the right model with good build quality. Years from now, they're calling the copier "old reliable" and patting themselves on the back for their money-saving move.

However, this is not the case for most people.

Topics: Printing Solutions Multifunction Copier Did you know? Productivity Tips and Tools Office Equipment

Finding Your Audience of One: Personalization With Variable Data Printing

Also known as one-to-one marketing, VDP allows you to use rules and pieces of content in a database to create marketing individualized to a group of customers down to a single customer.

“Hey. You there, here's a product you might be interested in. Maybe.”

That's not really a line that's going to inspire anyone to buy from you, much less customer loyalty. Yet that's what a lot marketing looks like – dull, uninspired, careless, and often so broad that no one knows it's for them.

Who wants to be on the receiving end of that? As a business, is that the kind of marketing you want to be sending to your customers and prospects?

Topics: Printing Technology Solutions Production Print

8 Unexpected Ways Printing is Costing You Time and Money

You can’t manage what you don’t measure. If you don’t know how much you print, then you don’t know how much you’re spending on print – in either time or with your budget.

A commonly used and accepted statistic based on research from industry analyst Gartner is that you can save up to 30% of your printing costs by partnering with a managed print services (MPS) provider. 

But what does that number mean? It’s so abstract. And what are some of the hidden printing costs? 

Here are 8. 

Topics: Printing Printer Management

Fatten Your Bottom Line With Office Printing Rules

With print rules, you can establish different rules for different roles within your office so that they can meet their legitimate printing needs.

As we interact with information more and more online (PC, tablets, and phones); we still need to print documents to paper. The question becomes not if you need to print, but how do you print documents to:

  • Improve print efficiency – and productivity of employees
  • Save money
  • Meet any green initiatives

Printing rules, combined with an office-wide print strategy and policy, will help you achieve all three of those goals. Printing rules are based on conditions and consequences and designed to create effective user printing behavior. These rules are set using print management software. With print rules, you can establish different rules for different roles within your office so that they can meet their legitimate printing needs.

Topics: Printing Productivity Tips and Tools

Green Printing is Good for the Bottom Line

Even if you're not interested in the positive environmental impacts; most of these tips will help you save money and/or become more productive too.

It’s not easy being green.

We all know Kermit the Frog’s lament, “It’s not easy being green.” While I can’t relate to the struggles of a small amphibian (and there aren’t any Martians around to ask), we’ll have to take Kermit at his word.

Topics: Printing Going Green

Enable Mobile Printing, Unleash Productivity

As mobile computing outpaces traditional PC computing, the need to print from any device at any time will become more important.

The biggest barrier to printing from mobile devices, according to research from InfoTrends, is “technical connectivity problems to the printer.”

Many office workers don’t print from their mobile devices because they don’t think they can.

What if I were to tell you that’s not actually a problem? As everyone says these days, there’s an app for that – at least in the business world. There’s an app for printing from smartphone devices. A quick caveat here; for personal printing at home, connectivity and printer support does vary widely. That said, for office workers wanting to increase productivity by printing needed documents directly from phone or tablet, you can. After all, as work becomes un-tethered from a specific office location (and location within the office), not everyone will have immediate access to a networked PC and printer.

Topics: Printing

Printing in Color: A Little Dab’ll Do Ya

Printing in color can improve the action you want taken on the documents you use for business.

In Western culture, white symbolizes “purity” and “cleanliness” (or taken to extremes, “sterility” or “coldness”), while in traditional China white is the color of mourning. Black cats are seen as a sign of bad luck or a bad omen in the West; but are a symbol of good luck in Japan and most of England. Color has meaning (and, yes, the color scheme in McDonald’s is designed to get you to eat more!).

When it comes to communicating with your office documents, a little color can make a big difference. Consider these two statistics:

Topics: Printing Productivity Tips and Tools