Using MPS to Train Employees

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Training Employees to Get the Most Out of Printing Technologies

The managed print services Las Vegas companies have available to them go far beyond reduced leasing costs for printers and copiers. MPS treats these business machines as resources and strives for a system in which your operation maximizes those advantages. Employee training is often an integral cog in such a system.

Training Included

Many managed print services include training in their flat fees. That means that next year when it’s time to upgrade your leased business machines to the latest models, an instructor will teach your office or offices how to perform the daily tasks regularly required of them. This can completely eliminate the transitional inefficiency that often occurs when introducing new systems to an office.

Training New Employees

MPS often include a mechanism through which you can teach new employees as needed. This is a challenge many offices face. A new employee needs to learn how to use copiers and other office assets ancillary to his or her job. That responsibility often falls to an office manager or another employee, which further diminishes operational productivity and efficiency during the learning curve. With MPS, you can opt for per-employee training that can eliminate the costs of that transitional period.

Giving Employees the Vocabulary for a Better Workplace

Knowing what business machines will best suit your workplaces is often a challenge. Employees often recognize what difficulties they face but don’t know the options available to them and may not even have the MPS-oriented vocabulary to express it when they do. With MPS training, your employees gain a deeper appreciation for the tools they use every day and are thereby better able to express their needs.

Providing Employees With a Learning Outlet

Even if your business has its own IT department, having it shoulder printer problems can put an undue strain on it. With MPS, your employees have another outlet. If they’re experiencing a tough paper jam, or their remote printing accounts aren’t working, they have an avenue other than IT support. If a new feature isn’t working as expected, a discussion about that feature is often just a phone call away.

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Eco-Friendlier Copies With Some Simple Steps

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How to Achieve Greener Copy Machines

Many area companies that offer managed print services also are offering green copy machine services. There’s such a warranted focus on environmental impact and green offices these days, and whether it’s through consultations or hands-on services, MPS providers can have a tremendous effect in this arena. There are also measures that offices themselves can take in being eco-friendlier with their copy machines.

Instituting Green Policies

Your efforts to be eco-friendly will be undermined if employees and vendors aren’t involved in and committed to the process. Involve employees in your strategies and efforts. Wherever possible, present them hard numbers that demonstrate the big effects their small steps can have. Institute policies so that if you double-side print on recycled paper for internal memos, for instance, the team understands that it’s expected of them and not optional.

Automating Shutdown and Sleep Modes

Avoid simply relying on people. Use automation wherever possible. If your office is closed 12 hours a day and on Sundays, that’s nearly 5,000 hours of standby energy consumption annually. That’s not insignificant for the environment or your wallet. If your machines don’t have built-in features for these purposes, simple outlet timers can have a major effect and save hundreds and even thousands of dollars.

Using Less Paper Wherever Possible

Paper usage is the area where most offices are most prone to waste. Analytics can help you determine where your inefficiencies lie. You can also have a great effect by maintaining two paper stockpiles: premium paper used for clients and recycled paper used internally. Print on both sides, and store one-sided printings in bins near copiers to be used for printings that will be discarded quickly.

Keeping Your Machines Maintained and Updated

Cleanliness, maintenance, and upgrading to the newest technology also go a long way toward ensuring you use as little resources as possible. If you take advantage of MPS, then much, if not all, of this concern is taken care of for you. Otherwise, schedule quarterly maintenance and cleanings, and take advantage of short-term leases so that you can upgrade every two years or so.

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How Managed Print Services Help Your Business Grow

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Putting Managed Printed Services to Good Use

Business owners must be careful about what services they use because each one incurs an expense. While most services are beneficial, there are some that just drain your money while giving little in return. You may not initially see the benefits of managed print services, but this can help you save money and time.

Reduce Printing and Maintenance Costs

Printers cost money, there’s no way around that. They cost money to print, maintain and to get supplies. Managed print services in Las Vegas can reduce all that simply by tracking your printers, fax machines and other devices. The first order of business is reducing costs by noticing patterns of wastefulness or improper settings and correcting them.

The second thing is to get you on a regular schedule for supplies and maintenance. By ensuring that everything is down on a specific timetable, this service will reduce overall shipping costs, downtime, maintenance time and expenses and much more. Not only that, but the service is a standard monthly expense that you can easily budget for.

Improved Efficiency

How many times have your associates stopped working or slowed down progress due to a printer malfunction or lacking supplies? Your workers need their documents, but without paper, toner or a working machine, they can only sit around and wait. This costs you money, significantly decreases overall efficiency and is bad for business.

By keeping tabs on your printers, this service will ensure that these events rarely happen. Malfunctions will be taken care of promptly, and supplies should be regularly shipped as you need them so that you never run out.

Increased Accountability

You should know by now that accountability is essential in modern business. If someone is printing too much, or printing sensitive documents they shouldn’t have access to, then you need to know about it. Many systems have features like this, but if you don’t have one or if you’d like another layer of accountability, then managed print services can help.

This can help you find out where print jobs are coming from so that you can isolate the user and speak with him or her as needed.

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How Copy Machine Hard Drives Present a Security Risk

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There Are Hard Drives in Your Copy Machines

Many computer users are accustomed to the notion of pulling or erasing a hard drive before discarding a laptop or desktop computer. Many of those same users wouldn’t even consider doing the same for a copier or other business machine. In fact, many offices will enlist disposal and other copy machine services without considering their data.

Your Copier May Have a Data Security Kit

Many copiers with drives, DRAM, and so forth have an optional kit that helps secure that data. The kit can, for instance, clear the DRAM after each operation, such as copying and scanning. If information needs to be stored on an HDD or other internal storage, encryption is an option. Encryption ensures that, without the necessary key, all of the data is useless to whoever possesses it. Many copy machines also have built-in overwrite routines that make data irretrievable. This operation can be performed before a copier is discarded, sold, or returned to a leaser.

Hard Drives Are Removable

If you need to send a machine off-site, for repair for instance, you can remove the HDD beforehand. If you’re recycling an older printer, you can remove the HDD and handle that disposal separately. If your business is selling old copiers and the like, you can remove the hard drives, use enclosures to connect them to a PC, run HDD erasing software, and finally, reattach them to their copiers.

Use a Physical Lock

If your environment calls for security cables and physical locks on computer equipment, then you should also lock your copier HDDs. Some copiers have locks built onto their HDD cages. If yours doesn’t, there are security cables available that are specifically made for this purpose. Be sure to have someone on hand with access whenever your copier is serviced, however.

Destroying an HDD Is an Option

If you lack other options, you can remove a hard drive from a copier and smash it with a hammer so that the platters are destroyed beyond repair. This may even be the preferable option if the drives are too outmoded to be of any real use to anyone.

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Three Reasons Why You Need a Copier

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Three Reasons Why a Copier Is Essential

Even in this day and age, when some offices are fully or partially paperless, having a copier is still essential for several different reasons. A large number of documents are still hard copy, and it is almost impossible to completely digitize your office. Legal documents, especially, are usually hard copy. Of course, these are the most important documents, so you need to make sure you have these in the proper format. Even if the main documents are digital, is always a good idea to have a hard-copy backup in case your computer crashes. Also, even if your office is digitized, there’s a good chance that you’ll be working with people who have not digitized other documents. To learn more about why you should still have a copier in your office, read on.

Legal Documents

Legal documents, especially contracts that must be signed, are almost always in hard copy. There are usually digital copies of these documents, but the primary documents even in this day and age are hard copies. If you’re going to digitize these documents or make paper copies, you’ll need a copier. Even if these are the only documents that you use a copier for, they are the most important documents your business has to deal with, so it is still worth getting a copier for this reason.

Hard-Copy Backups

Even if your office has gone paperless and digitized all its essential documents, it is still a good idea to have hard-copy backups. This is important in case your computers crash or network goes down, or you get hacked. All of these eventualities are very real possibilities and do happen to businesses on a regular basis. If you don’t have hard-copy backups when this happens, your business will be in a lot of trouble. If your copier goes down, you’ll only need to get a copier repair in Las Vegas.

Non-Digitized Offices

While some offices have digitized documents, there are many that do not. Even in this day and age, many offices still use primarily hard-copy documents. If you are working with companies that use hard-copy documents, you may have to use hard-copy documents yourself. For example, if you meet them in person, you’ll have to hand them hard copies of the relevant documents.

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