How Gamification Is Improving Managed Print Services

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Hitting Sustainability Goals Through Gamification

Perhaps the greatest advantage of the managed print services Las Vegas businesses have available to them is efficiency. Companies of all sizes can boost productivity while streamlining and accurately forecasting operational costs. There can be a disconnect between the MPS approach and the people who use the system, and gamification is one solution proving to be highly effective for many MPS providers and consumers.

Provide Awareness

The greatest step that many employers can take is involving employees, vendors and other users in the process. If employees don’t know what your print budget is or why what they’re doing isn’t sustainable, then you make the path to change more arduous. Even sending out a monthly memo with weekly updates providing employees a concept of the challenges you face is better than unawareness.

Define Goals and Recognize Achievements

Know what your goals are for each month. Be aware of them in advance, and involve users in that process. Their feedback can be invaluable, and involving them makes them feel more invested in what’s transpiring. Break goals down on an individual basis. If your goal is to reduce costs by $100 this month and you have 10 users, then each person can work toward the individual $10 objective. People who achieve their goals should be recognized, and there should be special achievements for those who excel.

Give Real-Time Feedback

The best kind of awareness is immediate awareness. Companies like Xerox have recognized this and introduced real-time reporting on an individual basis. An employee who has a goal to stay within a $50 print budget this week can receive immediate feedback about how much a particular job costs, how much of the budget was consumed, how much remains and so forth.

Employ Desktop and Mobile Tools

The game angle isn’t just about structured goals but having fun too. Even a small amount of enjoyment can help relieve the stress that can come with goals like these. Awareness tools can be available from desktop PCs, laptops, smartphones and other devices. They cannot only provide the real-time feedback mentioned but help users plan to meet their goals. This platform also provides more opportunities for contest activities, such as leader boards, trophies and so forth.

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Useful Security Features That Most Modern Copiers Possess

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Taking Advantage of User Authentication and Other Copier Security Features

Modern copy machine services are becoming increasingly more sophisticated. The modern MPS technician is often as much an IT professional as copier repair person. These technicians can even help set up the security features that manufacturers are building into their multifunction business machines. These tools help make your data more secure.

User Authentication

User authentication is a feature through which each supported user has a unique identifier, which the machine uses to identify them. Large companies may have a sophisticated user ID system into which their copiers can be integrated. However, even small offices can take advantage of this feature either through local support or cloud-based services. A powerful benefit of user authentication is knowing when and how an employee is using a particular machine.

Access Privileges

User authentication also facilitates access privileges. Another name for this feature is access control, and it means that you can determine not only who uses your copiers but how. A sales associate may have the access to print out receipts, but a sales manager may have the access to print out vouchers and other valuable and sensitive documents. Such control lowers costs because it reduces the need to possess different hardware for different applications.

Secured Printing

Secured printing is a powerful tool through which credentials can be assigned to a document or even all documents within a classification. When a user requests a copy, the machine uses the ID and the privileges to determine if the necessary credentials are met. If so, the copy is printed, and if not, the feature remains grayed out. The power of this feature is that it allows for access privileges localized to the data rather than having to be supported directly by the machine.

Notification of Usage

In an earlier example, a sales manager was given the privilege to print out vouchers that customers could use for future purchases. You may need a higher-level manager to be notified whenever such a voucher is printed so that it can be reviewed. Push notification support lets you hook into any particular privilege or document classification in order to be notified accordingly.

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How Modern Business Machines Help Technicians with Repairs

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How Modern Copiers Provide Repair Assistance

When you request copier repair in Las Vegas, chances are that your copier technician is receiving more assistance from the machine itself than you might suspect. Modern business machines are quite sophisticated, and there are numerous ways that the big manufacturers are using these sophisticated features to build machines that cost less over the long-term.

Preventive Maintenance

High-end multifunction machines for the business workplace have an array of sensors. These sensors collect information that the machine analyzes. The ability to analyze is becoming more sophisticated with each iteration. These machines can detect minor changes in performance that if corrected now can stave off the need for a bigger repair down the line. This also helps provide preventive maintenance as needed rather than on a set and perhaps suboptimal schedule.

Push Notifications and Alerts

What good is such advanced analysis if the machine has no way to communicate it? This where push notifications and alerts come in. An alert can be a simple as a text message that you’re running low on paper, or it can be incorporated into a more complex service order system. If you’re a managed print services client, push notifications can be sent directly to the service provider so that it can schedule maintenance with as little involvement from you as necessary.

Usage Patterns

These printers can also use this technology to monitor your usage patterns and make recommendations. Suggestions about the paper you buy and the toner you use can result in significant savings. There may even be add-on components that you’re not using but could save you money or increase performance or the feature set of the machine in some manner.

Faster and More Efficient Repairs

Technicians are also able to interface with these capabilities both on-site and remotely. In many cases, technicians know precisely what tasks they have to perform and what parts are required before they ever leave their field offices. That saves the trouble of identifying the needed part, leaving to go get and so forth. After the repair has been made, the machine can run self-diagnostics again in order to confirm to the technician that performance is once again within acceptable thresholds.

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Print Service Diversity Through Cloud-Based Services

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How the Cloud Is Transforming Modern Print Services

The various print services in Las Vegas are more diverse and sophisticated than ever thanks in large part to cloud computing. If a provider is able to deliver a service off-site, then just about any office or other workplace has access to it because the overhead, equipment and other requirements are lowered to such a great degree.

Cloud-Based Diagnostics

Perhaps nowhere is this more evident than in the ability for even low-end business machines to perform self-diagnostics. All these multifunction copiers need are the sensors to collect the pertinent information. That data can be transferred to the cloud in real-time where a single server or series of servers dedicated to the task analyze it and perform diagnostics. This cloud-based analysis eliminates the need for printers to have that hardware onboard.

Automated Maintenance and Repairs

Another way MPS providers are reducing costs and making the client experience more convenient is through automated scheduling, which is possible in large part because of the cloud. Traditionally, MPS technicians have schedule maintenance visits quarterly, which was often suboptimal. Either locally or through the cloud, many business machines can now detect performance outside acceptable parameters, which spurs the provider to schedule the maintenance then. This as-needed preventive maintenance can result in significant savings for both the client and the provider.

Non-Hardware-Supported Services

A big advantage to many small businesses is the option to access printing services that once required hardware support. Today, those hardware requirements can be off-loaded to the cloud. Your printer, for instance, may only be able to count the number of pages printed, but a cloud-based service can time-stamp those jobs and attach other relevant data. As that data collects, it can then be analyzed in the cloud to provide you useful information about usage patterns.

Server Push Notifications

Having smart business machines that communicate with us is a powerful tool. Not all office copiers support it, however. In those cases, it’s possible to provide these notifications via the cloud. It’s even possible to provide some messages when the appropriate sensor isn’t available. The cloud can, for instance, track—or estimate to a highly accurate degree—ink usage and have your next toner cartridge shipped so it arrives just in advance of needing it.

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Managed Print Services Are Evolving with Accreditation

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How Accreditation Is Changing the MPS Landscape

The managed print services in Las Vegas are quite advanced and customizable, but MPS is still a relatively young industry. It’s evolving quickly as businesses determine their needs and providers and manufacturers position themselves to meet them. In order to have greater control over this process, some of the major manufacturers in the industry have begun seeking accreditation for copier technicians and other partners.

Certification Builds Client Confidence

The business machine landscape is diverse, and just because a technician is an expert with a certain printer series doesn’t mean he or she is knowledgeable about your printers. A consistent level of skill is what big brands like Xerox are seeking to achieve with their accreditation programs. When a technician arrives at your office with accreditation for your particular printer series, that provides you a great deal of confidence that the technician will be able to meet all of your needs in an efficient manner.

Forward Training

These certification programs also open the door for forward training—or training for a particular feature set before it reaches the market. Modern printers are sophisticated, multifunction machines, and each iteration is adding new features. New features are often slow to be embraced because the technicians have to learn them before training your employees. With forward training, a company like HP can have all accredited technicians up to speed before that machine is in your office.

Reduced Costs and Special Offers

You can look to an industry like the HVAC trade to see how accreditation can lower costs across the board and how a significant portion of those savings can be passed on to the consumer. Knowing an accredited technician will perform all services also makes it more feasible for the big brands to offer enhanced warranties and other special offers.

Cloud-Based Knowledge Bases

Providers have always had access to the manufacturers for support purposes, but accreditation programs are making it more practical to institute cloud-based support tools that certified technicians can access from anywhere at any time. If a software bug for a particular copier series has been recognized by a provider in New York, providers in Las Vegas will have access to that information in minutes, and vice versa.

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