The Managed Printing Umbrella

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In order to maximize the money and time that a managed approach to print services can save, it’s essential to appreciate the core components that are included.

The Core Components of Managed Printing

Document management is an integral service for a business, and print administration oversees a large aspect of that service in order to increase productivity and reduce expenses. Managed print services in Las Vegas encompass much more than just the leasing and maintenance of business machines. The four core components of MPS are process, support, distribution and materials.

The Printing Process

The process encompasses the actual pages printed by workers onsite and offsite as well as through production print projects. The primary focuses in this domain are productivity and efficiency. Employees should have access to print equipment when they need but shouldn’t be wasteful, and the business should seek ways to curb printing wherever possible, such as a document management system that’s available both locally and remotely.

IT Support

This domain covers all of the technical support required to keep the print process moving optimally. This includes the IT desktop support that walks an office worker through setting a print job in a new workstation application as well as the technician who has to maintain, repair or replace a multifunction printer. It also covers any technical services as well as logistical services, such as requests to add, move or change equipment.

Mailing and Distribution

Not all printing will be completed in house or performed for in-house consumption. This domain of print administration covers external print services, such as quick printing, offset printing, specialized printing and so forth. The domain also encompasses mailing and distribution, such as the cost and efficiency of mailing a flyer to customers or hand delivering new rules and regulations to employees.

Printing Equipment and Consumables

Last but certainly not least is the equipment domain. This domain doesn’t cover maintenance but rather the physical possession of the machines and supplies. It covers details such as total cost to own, buying versus leasing, new versus preowned, setting aside physical space for the machine and so forth. It also encompasses the materials that will be consumed during the print process, such as paper and toner.

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The Top Three Ways to Prevent Paper Jams in Your Office Copy Machine

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Paper jams are one of the most common problems that occur in office copy machines. Learn how to avoid these problems and how to troubleshoot them if the copier tells you that there is a paper jam somewhere within it.

Three Methods of Clearing a Paper Jam from the Copier

Copy machines are some of the most heavily used appliances in most office settings. People use them to send and receive faxes, make copies of handouts and documents and to print large jobs. Now and then, a paper jam can develop inside the copier, which causes it to stop working. These tips can help you to solve the problem, but you can always call an experienced copy machine service technician if you need further assistance.

Check the Error Code

The first step to troubleshooting a paper jam in the copy machine is to check the machine’s error code. Some copiers are specific enough that the error code tells you exactly where to look for the problem. This saves you time when clearing the paper jam from the machine.

Check the Trays

The most frequent problem associated with a paper jam error is improper seating of the paper in the loading trays. The copy machine’s paper must be neatly stacked with no ripples or bent edges. Folded corners and tears in the paper can also cause the machine to experience a paper jam error. Try removing the stack of paper and taking out any pieces that are damaged. Then you can reload the paper into the tray and try again.

Check the Feeders and Rollers

Dust, debris and shreds of paper dangling from the trays, feeders and rollers can all cause a paper jam error. A piece of paper could also be stuck somewhere within the feeding system. Double-check that the paper in the tray meets the copy machine’s requirements for size and thickness. Some copy machines will not work properly with papers that are too thick or thin. If the machine is still reporting a jam, it is best to call an authorized service technician for help.

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How to Save Money on Printing Costs

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Per gallon, printer ink is even more expense than many fine wines and Champagne. Thankfully, there are some ways that you can get the most out of your printer and ink.

Saving Money on Printing Costs Made Easy

It is common for ink to run upward of $20 to $50 for cartridges. Most cartridges, even the high-efficiency ones, only yield between 400 and 1,000 printed pages. To make matters worse, it appears that the cost of ink continues to rise. From 2009 to 2012, it jumped 30 percent. Thankfully, there are a few things that you can do to cut down on your printing costs. Since you cannot really change the cost of ink, it all starts with the printer.

Picking the Right Font

While it may not sound like it would save a lot of ink, picking the right font is key to saving on ink costs. Studies have shown that thin fonts such as Century Gothic actually use less ink than Arial. For a company that prints at least 250 pages a week, this is a savings of $80 a year. In the grand scheme of things, this may not seem like a lot of money, but it is not that bad when you consider that all you have to do is switch your font.

Call a Professional

Some people like to think that they are technicians and that they can save money by fixing their printers themselves. Unfortunately, people who do this end up doing more harm than good. One study shows that the most common problem that occurs from people trying to fix their own printers is a reduction in print quality and a loss of ink. When looking for print services in Las Vegas, choose a company that can be your one-stop solution center and be on call for a monthly fee.

Use Two Printers

Having more than one printer is a great way to save money. Dedicate one printer to black and white prints and the other to color prints. For printing black and white, use a laser printer. While these are far from perfect, they do make great workhorses and are easier on ink consumption.

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Reducing Financial and Time Costs of Copier Maintenance

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The cost of a copier repair can add up quickly particularly when you factor in downtime, but there are ways that businesses can avoid repairs and minimize costs when they do occur.

Minimizing Downtime and Expenses Associated with Copier Repair

Copier repair in Las Vegas can get expensive. Costs to consider include the service rate, replacement parts and downtime. Downtime can reduce employee productivity and even lead to a direct loss of profits. Many businesses pay more than they should, and there are steps that a business can take to lessen these costs and avoid interruption.

Employee Training

Many copier problems in an office environment occur due to user error, and one of the big mistakes small businesses often make is not providing adequate training. Companies that specialize in business machines often provide inexpensive training courses that take an hour or so and give your employees the skills they need to use the equipment properly.

Assign a Copier Manager

Any big problems that occur due to user error will usually involve the improper loading of a toner cartridge or the improper feeding of paper. This is not a task you want just anyone performing, but that’s how many offices handle the responsibility. The better way is to have an office manager or secretary responsible for these tasks. That person should inspect the copier each morning and at the end of the day as well.

Schedule Regular Maintenance

Some offices will seek to limit copier costs by avoiding maintenance and just paying when there is a problem, but this approach often leads to higher costs in the end. There are inexpensive plans available through many copier services. A technician will come on a recurring basis, get to know your machine and often be able to identify big problems before they manifest.

Consider Managed Services

Managed print services are a great way for many businesses to meet all of their copier needs without any of the hassle. In this scenario, the managing company is responsible for any maintenance and repairs, and the company can even provide a replacement copier if there were to be significant downtime.

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What Managed Print Services Can Do For You

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If you have never considered using managed print services, you may want to think again. There are several benefits associated with these services that make them a prime option for you.

What Can Managed Print Services Do for You?

If your business is like most others, you make ample use of your copier and printing equipment on a regular basis. These machines require you to regularly use toner, and you may pay for repair and maintenance services from time to time. You may not realize it, but managed print services in Las Vegas are available to help you with all of your printing needs, and they provide you with a number of exceptional benefits.

For All Your Needs

Managed print services are unique from other services because they provide you with assistance with all of your needs. This includes supplies, such as toner, as well as services, such as repairs or maintenance. You will not need to use separate companies for each of them, and there is convenience in this.

Save Time and Money

Managed print services are designed to be convenient, and they are designed to help you save time and money. You can compare the costs you normally spend on unmanaged services and supplies, and you can think about the downtime associated with repair work on your machines. You will find that there is a true benefit associated with using managed services.

Make Your Decision

It can be difficult to decide if you need to use managed services or not, but the answer lies in the convenience and financial benefits associated with the services. When you take a closer look at the options, you will see that managed services are the right option for you.

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