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Little Changes That Will Make a Big Difference in the Office

Nothing is as expected as change, but it doesn’t have to be the huge changes that have an effect on your company. Often, it is the smaller changes that leave a business better able to do business efficiently and to recover more quickly from a disaster. Relying on Paper Paper is important in virtually every office setting, but relying on it too much creates more waste, and expense, than is necessary. When your office gets into the habit of scanning documents and shredding old ones, it will rely less on paper and have digital documents that are far easier to access, to edit and to send to others. Scanning and document management are now common office services that help keep documents easily accessible as well as safe from outside eyes that may want to see their data. Creating Backups Adding more layers of security to your company’s data will keep it safer, but nothing is 100% safe from hackers and thieves. One of the best small changes an office can make is to automatically back everything up in case of a data breach. If the worst should happen and the computer network should either crash or be taken over by a hostile hacker, your backups will give you back everything that was lost so that you can continue to do business.  Naming and Filing With digital document management being so important among your office’s many office services, it may seem that simply digitizing everything is the key to keeping it all organized. However, that isn’t the case. If a document is scanned but either not given a name or given an obscure name that no one will search for, it becomes extremely difficult to find that document later. Every worker should get into the habit of naming each file as it is created. A company-wide talk about an effective naming system can get everyone in the same virtual page about the names they choose. When the names are logical, the pages themselves will be easier to find later.  *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

20/05/2022 0

How to Spot Fake Office Equipment Reviews

The multitude of copiers on the market today may be intimidating when it’s time to choose one. Luckily, there are so many customer reviews available online, and those can help you choose the best one. Or can they? Here’s how to weed out the fake ones so you can get help from the real reviews. Overly Biased Reviews Does a review sound like a reviewer is going overboard with his excitement about the product? If a very long and very glowing review has absolutely no negatives in it, it may just be a fake. For most reviews, the pros and cons are weighed, and the appropriate level of excitement is used in the language. Something indeed over the top, however, may be planted there by someone involved in the business. Abstract Reviews A real review of a piece of office equipment is generally about how well that machine worked in the office. This will include features that came in handy and other aspects that have been either positive or negative. However, some product reviews are completely abstract. These reviews talk about the machine itself rather than the use of it. If your review lists ten features but never mentions whether those features worked well or are helpful to them, it may be a fake review.   It Includes a Call to Action People write reviews to tell others how the machine works and about their own experience with its features and design. A review of an office machine will include something about its use and whether or not it’s recommended t others by the reviewer. If there is a call to action in the review, however, this may be a fake review planted by someone else. A call to action would tell you to buy it right away or tell you that you need to buy it now because it’s on special. These are often faked by office equipment retailers to boost sales.  *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

19/05/2022 0

Does Managed Print Really Save You Money?

The cost of printing keeps climbing for many companies, and it could continue to rise if action isn’t taken to bring that cost back downward. With managed print services, there are several ways that the cost is lowered so that every page printed costs less. Spending on Printed Pages For each page that is printed in your office, many costs go into it. The cost of the paper is the most obvious, but there is also the cost of the ink or toner and the electricity used to print it. Then there is the cost of employee time that is spent on printing, organizing, filing, retrieving, and shredding documents. There is also the cost of the air conditioning needed in the office to compensate for the heat that the printer generates. Altogether, the total cost of printing is higher than most workers think, and printing fewer pages is the only way to lower all of them across the board. Managed print keeps a tally of the number of pages people are printing, making them each accountable for their print totals. Repairs for Printers One of the more substantial costs involved in printing is the repairs that printers often need. When printers are used regularly by many different employees, small problems will soon turn into larger ones. Then, the office will be down one printer until a repair appointment is made and carried out. Adding to the cost of the repair labor and materials, and it’s easy to see why avoiding printer repairs is so helpful for a company’s budget. Managed print services include regular maintenance being performed on the printers. This makes it less likely for them to need repairs now or in the future as they get more use. Stocking the Machines Stocking the printers with the supplies they need can get complicated. For instance, stocking up on ink is often the wrong choice, as the ink will expire eventually. And if the printer is replaced with a newer model, the office’s stock of ink may be the wrong type for the new printer. Your company can save money on printer supplies by keeping track of what each printer needs and when it needs it. Managed print services do just that, and they automatically order the new supplies so that the machine won’t run out. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

18/05/2022 0

Saving Time With Document Management

The processing and upkeep of documents can be extremely time-consuming. Paper documents have to be checked, files, found later, retrieved, and filed again. And if the paper has been at all misfiled, the time it takes to find it again can be extreme. However, there is a better document management system that can eliminate all of those time-consuming tasks. Scanning for Digital Files The first step to a better document management system is to get all paper documents scanned into digital form. This can be a lengthy process that requires high-speed scanners and the right software to hold all of the files and keep them sorted. Once all of the paper copies are scanned, many can be shredded so that there is no more need to spend time physically retrieving them. A few may need to be kept, but in general, most can be converted into digital form with no need to keep the hard copy. Arranging Your Files The arranging of the scanned documents is what will save employees time. Instead of running to look for a paper and bring it back, workers can look through the organized folders that hold the documents in the network. These can be divided however you choose, such as by the date of creation, type of document, or by grouping documents that concern one person or one company. Your personal filing system should then be taught to the other employees and followed by all to keep the documents easy to find. After a short period of adjustment to these document solutions, workers generally like the ease of retrieving files and having them all so accessible.  Faster Service Your customers expect quick results, and if you can’t deliver them, some other company can. To provide faster service, digital document management speeds up many processes. If a customer needs data, it’s all right there and ready to be retrieved. In just seconds, employees can check on certain documents to get the necessary data for a customer. Faster service always gets noticed by customers, and your company’s reputation will be boosted.  *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

17/05/2022 0

Managed Print: Understanding a Print Audit

If you’ve done any research on managed print, then you’ve probably heard of a “print audit”–but do you know exactly what they are and why they’re a great thing for your business? Let’s take a closer look! What is Managed Print? In order to fully understand a print audit, it’s best to have a full understanding of managed print services. Managed print is all about analyzing your habits, identifying personalized solutions, and implementing changes in carefully scheduled increments so that you never have too much of a “learning curve” or are forced to sacrifice efficiency. Basically, managed print services helps you feel more confident about the choices you make and the processes you rely on. Print Audit Basics In order to do all these great things, managed print services relies on a print audit to gather and analyze information about your workplace, habits, and needs. Here’s how it works! 1: You are analyzed. That sounds a little alarming, but don’t worry the job of a print audit is to help you understand what you’re doing and why you’re doing it. This involves studying your expenses, supplies, networks, machines, and more. 2: You get a detailed report. After the initial print audit, your managed print provider will give you a report that helps you understand the results. You’re not getting “graded” or judged; you’re just getting a complete, detailed look at your print environment from an outside perspective (which can be pretty valuable). 3: You make changes depending on the results. A print audit helps you decide what you’re doing well and where you’re struggling so that you can choose and implement appropriate solutions. That way you won’t waste time “barking up the wrong tree,” and you’ll start seeing results fast. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

13/05/2022 0

Document Solutions: Streamlining Distribution

When it comes to distributing products, many companies feel like they don’t want to interrupt something that’s working well enough–which means they miss opportunities to streamline, strengthen, and improve the process. Today we’ll see what document solutions can do for distribution, and why this is one change you’ll definitely want to make. Focusing on Efficiency Distribution is a delicate art. It has to balance internal and external factors, operate over long distances, and remain cost-effective despite a whole host of unique challenges–which means that the best distribution solutions focus on efficiency. Luckily, that’s where document solutions come in. By focusing on day-to-day paperwork, communication, and data storage, document solutions help improve distribution without making any large-scale changes that would require learning curves and too much hard work. A Closer Look Wondering how document solutions can do all this and more? Let’s take a closer look! Getting to the source Many of the inefficiencies and frustrations in distribution can be traced back to the way information is handled–labels, slips, documents, and more. That’s why it’s best to get to the source of these problems and address them with the right document solutions. Prioritizing accuracy It’s one thing to work quickly; it’s another thing to work quickly and accurately. Document solutions helps improve precision when it comes to data capture, information storage, and internal and external communication. That way, everyone is always on the same page. Adapting to unique needs The best thing about document solutions is flexibility. Document management scales to each unique company and can even be specialized for different teams or departments, meaning that every “moving part” is treated uniquely to ensure the utmost efficiency. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

12/05/2022 0

Office Services: Why Choose Mobile Printing?

Printing has been pretty much the same for a pretty long time. Sure, there have been some big changes in the software and the machines themselves, but the basics are the same: sit at your computer, hit “print,” walk to the printer, and take your papers. However, mobile printing is coming along to change all that–and the benefits might surprise you. Better Printing Let’s take a step back here: there’s probably nothing wrong with your existing print processes. If they’re getting the job done, protecting your budget, and staying secure, then they’re just fine–but the truth is that they can always be better. In this case, “better” specifically means “more flexible.” Printing shouldn’t be something that shackles you to your office or your computer; instead, it should be something that helps you work wherever your business takes you, helping meet the needs of both customers and employees. That’s where mobile printing comes in. With the right office services and security measures in place, mobile printing can utilize the phones or tablets you already have, providing a powerful, efficient, flexible printing experience that goes wherever you go. Real Benefits With mobile printing, you can count on: improved customer service, since you’ll always be able to meet customers in times and places that work best for them; better efficiency, because your files will be accessible from anywhere; stronger security, since employees probably already use their personal mobile devices for work–you’ll just be introducing processes to manage and improve those habits; convenience, which allows you to print less and save more money; and a competitive edge, making your company a “fan favorite” because you’re able to provide a consistently excellent experience no matter where you are. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

11/05/2022 0

How Selecting the Right Office Equipment Helps Your Business

As a small business owner, you know that selecting the perfect office equipment for your company can be challenging. And, with so many options available, wading through all the bells and whistles can be daunting and time-consuming. Whether you need a top-of-the-line multifunction printer or a basic black-and-white copier, here are some guidelines to help you find the best match for your business. Features When it comes to device features, think wants versus needs. Yes, there are a ton of great options, but it’s imperative to recognize which ones you truly need. A multifunction printer that can handle copying, printing, and scanning might be all you need. However, there are tons of finishing options like folding, stapling, collating and are available if required. Consider what types of jobs you need your office equipment to perform and start there. Your business needs may not demand the need for a full-color printer, meaning you can save money with a black-and-white one. Print Volume How much you print is just as important as what you print. Before selecting a printer, consider how many pages you print on a daily, weekly, and monthly basis. You need a copier that can keep up with your demands regardless if it means 20 pages a day or 200. A print assessment is a great starting place to determine your volume demands. Budget Although it might be the least fun consideration, the budget is one of the most important. First, explore the option or leasing versus purchasing your printer. Then factor in your current costs, such as your average cost per page, current expenses, supplies, and service agreements. If this seems too daunting a task, don’t worry a print audit and managed print services can do the heavy lifting for you. Beyond these three considerations, you also want to take into though the types of documents you print and who your target print audience is. For example, if most of your documents are for an internal audience, such as meeting agendas and handouts, the device you select will be very different than if you are creating graphic-based jobs for clients. No matter your needs or budget, there are various office equipment options available for your small-to-mid-sized business.  *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

10/05/2022 0

Smart Ways to Save on Printing Costs

Printing costs are often one of the major costs in an office. The office printers use a lot of paper as well as ink or toner, and they cost money to maintain and repair. To keep your printing costs as low s possible, there are several systems that you can implement. Going Digital There are printing jobs that simply have to be done, but there may also be printing going on the office that isn’t necessary. When possible, find out whether the project really needs to have hard copies or whether the documents can stay in digital form. Bring up unnecessary printing at the next meeting sand ask employees to think about whether they really need to do that next printing job. Managed Print Services Getting managed print services saves on printing costs in a number of ways. By outsourcing the maintenance and stocking of your printers, you can have problems taken care of before they get larger and more expensive. This saves on repair costs, but it also saves on the downtime that would come w from printers not working. Printers that don’t work often mean spending more work time going to print shops to outsource the printing projects. Less employee downtime means more time spent productively in the office. Printer IDs When each employee has an ID number that they must input before any printing job, you will discourage printing that has no real need. This also allows you to see who is printing items and how often they are doing so. By discouraging unnecessary printing, you save money on paper, ink or toner and on electricity. As employees stop to think more about whether they really do need a hard copy, it will eventually become a habit to reconsider whether they need to print that document. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

09/05/2022 0

Document Solutions in the Age of the Cloud

Documents are one of the most integral parts of a small business. Those documents stored in your office are vital to employees, to management and customers. However, there is a far easier way to deal with all of those hundreds, likely thousands, of documents. Today, it’s all about the cloud. Organization Solutions With so many documents that must be kept, maintained and organized, it’s easy to see why so much time in an office can be used in dealing with papers. However, having all of these documents on paper is just one solution, and it’s not the best one. Today, using the cloud for digital storage is a far better way to deal with documents and to keep them both safe and accessible to those who need them. With this document management solution, the paper documents are scanned and converted into digital files. Document Management Once your files are in digital form, they are more readily available in the office. And because they are kept in the cloud, they will stay ready and accessible even if your computer system has major issues. In the cloud, you will also have a high level of security for those files. It’s an excellent way to add a level of protection to the data that your documents contain. Retrieval Made Easy Instead of spending valuable working hours engaged in filing papers and finding them later, documents can be retrieved immediately. This makes several other tasks take less time, and that leads to faster service for customers who need the data in those documents. It also makes it quick just to pull up a document to double check the information in them. All of this means better customer service and a higher level of productivity. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

06/05/2022 0

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