In the past all offices had copiers, fax machines and printers. Copiers were for making copies. Printers were for printing and fax machines sent and received faxes. Today digital technology has changed all that. Copiers are no longer solely copiers, but machines that can do it all. They copy, print, scan, fax, email and much more.
Nowadays it is unusual to find someone who doesn’t have their cell phone within arm’s reach 24/7. We use our mobile devices constantly and for all aspects of our life. They have become our all – in- one for daily activities such as calls to mom, texts to your spouse, photos of the first day of school, social media, grocery lists, just to name a few. We literally use them for everything. When it comes to work, most people only use their phones or tablets for email.
Is there a need for high-quality jobs?
First, you must determine whether or not your desired materials can be run on your traditional office copier. If you would like to print on thick glossy stock sheets, then an office copier will not be the ideal route for you. The digital presses have the capability to print on thick coated sheets. They can even run banner size sheets through them. Also, digital presses also are able to maintain accurate color through print runs much better than your traditional office copier/printer. Finally, if you have a need for your print jobs to be made into full-bleed booklets, cut, or stapled there are a variety of finishing equipment options available to you.
How much is currently being spent on outsourced print?
One of the key things to consider is how much are you currently paying to have your professionally finished print jobs outsourced? Recently I met a local organization that spent over $200,000.00 in the past year! After meeting with their team, it was confirmed that over 80% of what they were outsourcing could be brought in-house. By bringing this type of printing in-house, this organization was able to save thousands of dollars. Now they could print materials on demand, eliminating waste that was never used or handed to clients.
Does your building have the environment for one of these devices?
This is a key factor to consider while investigating potential production print options for your organization. Depending on your needs, these devices can be over 15 feet in length! You MUST make sure you have the space for one of these units. Also, it is critical that the device is placed in a clean climate controlled room. Humidity and dust can have a huge effect on the performance of these devices. Finally, you must make sure you have adequate power for this equipment. Many of the machines require a 220-volt power line.
Is there staff that will take ownership of this system?
Ownership of this device can vary depending on your business. Some organizations have a designated print room manager that is responsible for this type of equipment. Then there are other organizations that leave other staff members responsible like IT, marketing, or designer staff. What is critical is that you designate a key operator to this type of equipment. Production print equipment is not meant to be used as freely as your typical office printer or multi-function device. Keeping someone in charge that knows how to properly use the machine is extremely important. This way you have someone on staff to train key users who will also need to use the equipment as time goes on.
As long as you consider these four factors in your consideration for production equipment, you will be able to accurately justify whether or not your need is worth the investment!
There's a saying never time to do it right but always have time to do it over.
Today that saying is still very true. It is harder these days to find specialized digital press operators. With unemployment at record lows the pool of industry specialists is much smaller, making time that much more important in a print shop. Time is one of the most important attributes to turning paper into profit for a print shop. With a smaller job market and less skilled workforce it is important to turn our attention to how much time jobs are taking to properly prepare on your digital press.
You have designed a fabulous marketing piece for your company. The colors are vibrant and the graphics are on-point. The next step is taking it from your computer screen to your multi-function device to print. However, as you select the print icon you hold your breath saying a silent prayer there will be no issues. After all, why would there be issues? The copier/printer is brand new; the special paper you are using was just delivered this past week. Nothing could go wrong, right?... Wrong!
With unemployment numbers at record lows where will you continue to find qualified people to help your organization grow? More and more companies need to look at their processes to help get more out of their existing staffs. In order to run efficiently, businesses rely upon more than employees to function, communicate, and process information. A customized Electronic Management solutions will assist your organization with the tools and services it needs to function without putting additional burden on current employees.
1.) Appoint a ‘Printing Manager’. Most organizations view printing as a necessary evil. Although printers or copiers are bought or leased to take care of the needs of a specific department or sometimes a specific area of midsize to large business. Many times that decision is made by a manager of the department. Depending on the size of the company there could be several department managers making these decisions. A better strategy is to centralize the responsibility to one person or a team, depending on the size of the company, to take ownership of the task.
2.) Measure your usage. Once that is done another important task is actually identifying what you are actually spending on the printing and how much actual printing is being done. There are many options available to measure the actual print volume. There are several options available online. Also, most printer vendors out there offer the software for free and most times will offer to provide free reports once data has been collected for a while.
3.) Streamline your Printing Devices. Once actual print volumes are measured it is easier to make informed decisions on the type of equipment to do the job of printing. Many companies have high printing costs from too many personal printers and inefficient device placement. Choosing a centrally placed copier and keeping the personal printers to a minimum usually will help with saving costs.
4.) Go Green. When printers/copiers are set-up it is possible to set default settings to automatically duplex prints and copies. Another default setting if you are using a color print capable device is to print in black & white unless color is absolutely necessary.
Taking these steps should significantly help reduce costs. If this seems to be about 3 more steps than you are willing to take to create the desired savings that are needed you may want to bring in a professional! The potential savings that can be realized in the business world is staggering!
Where faxing documents has fallen away within some industries; the legal vertical continues to be a fax-centric marketplace. Faxes are considered admissible in the court of law, similar to a written letter. Therefore, the importance of sending and receiving faxes in a timely and secure manner is critical to the legal field. Documentation such as fax transmissions must also be tracked for billable purposes. And of course, the security of the information transmitted in a fax is also very important. These are areas that need to be addressed as law firms’ grapple with the use of paper-based faxing.
Traditional paper-based faxing is a labor-intensive process; requiring someone to distribute the documents, file the documents and/or copy and scan the documents to another person(s). All the while, the document’s confidential information is not maintained in a secure manner.
Let’s address each of these potential areas of concern and how they can be alleviated through the use of a cloud-based fax service.
The majority of folks have become well versed in the basic features of your Kyocera copier. Printing, copying, scanning, and faxing have become the norm for your past few business machines. Some freshened up items have been added over the years such as better resolution, a customizable home screen, faster processing, etc. If you search a little further though, there are a ton of new features to make your workday less stressful. Here, we will touch base on some of the more prominent time savers.
Last March my wife and I were discussing the eventual replacement of the tires on her car. I said the tires are in good shape and winter is almost over, there still is a decent amount of tread left, and we should get them in the fall when they are on sale. A few weeks later we had a 22” of snow and she slid off the road….