Eliminating Time Wasters in Your Document Workflow

In business, time is money. Every hour that your employees spend on tasks that don’t generate revenue, you’re losing the opportunity to grow your business. These types of tasks are common in most businesses, and if you don’t manage them efficiently, you could be losing money. Finding ways to improve your document workflow can increase productivity and your bottom line.

The Inefficient Document Workflow
Repetitive activities, such as processing an invoice, can take many steps and involve multiple people to complete.
For example, to pay a vendor, employees may have to go through several steps, such as:

Scanning an invoice
Emailing the invoice to the finance department
Printing the invoice
Filling in any other information by hand
Rescanning the invoice with added data
Sending payment
Entering data into the computer system

These labor-intensive tasks are inefficient with repetition and introduce the possibility for human error and security lapses.
Making Improvements to Your Document Workflow
By taking an in-depth look at tasks that must be repeated frequently, you can begin to identify steps that can be eliminated, automated, or made easier. For example, when you digitize this workflow, it can be as simple as:

Scanning the invoice into a digital workflow
Information is automatically parsed and completed
Alerts are sent to appropriate personnel when errors are detected, or fields exceed pre-set parameters. Employees attend to only these cases.
If no alerts are sent, payment is made automatically

This eliminates wasted time and money, and only requires employees to take control when there is a specific issue identified.
Making improvements such as these does more than simply make this job more efficient. When employees are not tied down to repetitive and time-consuming tasks, they can be better utilized, ultimately improving morale and job performance. […]

By |January 24th, 2017|blog|0 Comments

Clear Your Desk With ConnectKey

Large amounts of paper can be source of stress for most office workers; a visual reminder of tasks which have yet to be completed, or dealt with. Why then, are so many organizations hesitant to embrace the trend of a paperless work environment, knowing the benefits of an organized, clutter-free workspace?
As stressful as it is to work around stacks of unsorted documents, paper has long been a part of doing business, but digitizing those same documents can help propel your business forward, maximizing productivity, while streamlining work processes. Xerox ConnectKey can help, with scanning solutions and applications designed for use with your ConnectKey-enabled multifunction printer (MFP)—so you can put paper in its place.
4 Ways to Clear Your Desk With ConnectKey

Mobile scanning. Mobile Link is a Xerox mobile application, which allows the user to quickly and easily scan, print, or fax from any Internet-enabled mobile device, once connected to a Xerox MFP. Remote capabilities let you capture documents and other images using your device, then manage, and send them wherever they need to go, from wherever you are.
Scanning to the cloud. Send documents to the cloud using advanced ConnectKey technology, accessing popular cloud services such as Google Drive, Dropbox, Office 365, DocuShare, OneDrive, email and more.
Scanning to PDF. Scanning your documents to a searchable PDF allows for fast, easy retrieval when time is of the essence, such as during customer inquiries, or for audit purposes.
Scan and edit. Breathe new life into outdated materials, and enhance collaborative efforts by scanning documents and converting them to editable Microsoft Word files. Documents can later be edited by those with special permissions or passwords regardless of location, eliminating the need for time consuming meetings as members have instant access to materials in […]

By |December 31st, 2016|blog|0 Comments

Use Google My Business to Increase Your Online Presence

Do you have an online presence? 70% of consumers go online to research businesses before purchasing services and products, making an Internet presence essential to be competitive in today’s marketplace. For small and medium businesses, keeping up can be difficult. Google My Business can give you the tools you need to reach your customers.
Google My Business
When a customer does a search on Google, Google Maps, or Google+, they are looking to quickly find and evaluate the services available to them before calling or visiting a location. When you have a Google My Business page, customers can access your full business profile, including photos and reviews, which can translate to more web traffic and sales.
Google My Business is a free service that allows you to:

Update your business hours, location and other information
Upload photos of your business and products
Connect via Google+
Respond and interact with customer reviews
Access important analytics to understand how GMB is helping your business to thrive

All this is accessed through a simple to understand interface, making it easy to stay on top of your online presence.

Tangible Benefits
When your customers can access a full profile of your business on Google, your business will see tangible benefits. Customer interactions and reviews can translate to not only a better reputation and increased sales, but a higher Google ranking, driving even more traffic to your profile and website.
Photos also help boost your sales. Studies have shown that profiles that include photos are significantly more likely to receive website traffic and request for directions which lead to increases in sales.
With the GMB Analytic services, you can see the benefits your profile is having. You can review the search terms and websites that led customers to […]

By |December 16th, 2016|blog|0 Comments

How Secure is Your Printer?

Is your printer secure? When it comes to network security, every device matters. Why then do more than 50% of companies overlook one of the most commonly used devices on the network – the printer? (IDC) Hackers know this, making the printer an easy target for cyberattacks that can affect your whole network and cripple your business.
Printer Vulnerability
An unsecured printer provides an open door to your entire network. Once inside, hackers can gain access to other devices and sensitive information on the printer’s hard drive. Hackers can change printer settings, have your printer fax and print at random, and otherwise disrupt your business, while also stealing data. If you don’t use encryption for your printer, your information is easy to read, putting your business at great risk.
Printers are vulnerable even if they’re not connected to a network, though. Any time sensitive information, such as your payroll data is printed, any employee or other unauthorized person could see – or steal – the printed pages.
Closing the Gaps
Securing your network requires that you secure your network printer. Any device not currently being used should be removed from the network, and ports that aren’t being used should be disabled. This reduces the number of entry points onto your network.
Protecting your information is also key. Encryption can help prevent extensive damage being done if hackers do gain access to your information. Even so, you should regularly erase the data from the printer’s hard drive, and be sure it is wiped fully clean, or outright destroyed, when taking the printer out of service.
Pull-printing protocols – whereby a user initiates a print job from a workstation or a mobile device, and then releases it at a printer through […]

By |November 30th, 2016|blog|0 Comments

Is Leasing Your Copier the Best Choice for Your Business?

Copier Leasing Copiers are important staples in many offices. Today’s copiers have evolved into multifunction devices that offer the ability to copy, print, scan and fax. And copiers also serve as an on-boarding tool for electronic document management systems as well.
While most businesses realize the value that a quality copier can offer to their workplace, they face a difficult decision when acquiring one: should we buy or lease?  Is there a right answer? The right decision really depends on your company’s individual needs, goals and budget. Whether you choose to purchase a copier or lease one, you’ll want to make sure that you go through a reputable independent agent that can offer both options and the best rates possible.
To help you determine whether to lease or buy a copier, here is an overview of how these options will impact your company:
Leasing a Copier
As you well know, technology is rapidly changing, and leasing allows you to have the latest and greatest technology without a large investment at the onset. Similar to leasing a car, leasing a copier will mean that you’ll get to upgrade your copier every few years with little to no hassle.
While leasing is typically more expensive, you’ll likely realize some savings on utility bills because you’ll have the most energy efficient technology in place.
You’ll have a predictable expense with predetermined lease payments, which can help with budgeting. As a down payment isn’t required at the onset of your lease, businesses who might be in need of new technology, but are tight for funds, can acquire much needed equipment.
On the other hand, depending on your lease agreement, you may still have to make lease payments if your business goes through a period of change or growth and you […]

By |November 14th, 2016|blog|0 Comments

Can’t Decide Between a Copier or MFP? Here’s What You Need to Know.

Can’t Decide Between a Copier or MFP? Here’s What You Need to Know
When it comes to your office equipment, choosing the right device can have a positive effect on every aspect of your business. If you’re at a crossroads deciding between a new copier vs. a multifunction printer, be sure to make an informed decision based on the needs of your company and your budget, and learn the facts about each, as outlined below:
Multifunction Printers (MFPs)
Multifunction printers perform a variety of traditional office tasks with the push of a button including printing, scanning, copying and faxing. There are a number of advantages to choosing an MFP over a copier, including:

Smaller footprint. Although they can perform the duties of several machines, they take up a lot less space than a copier.
Multitasking capabilities. MFPs can perform the duties of several different machines such as printing, copying, scanning and faxing.
Cost savings. Overall cost of operation and purchase is significantly lower than buying three or four different machines.

Multifunction printers are suited for offices of any size.
Copiers
This workhorse has been a staple in offices around the country for decades, but the copier of today is a far cry from older versions. Though they require a much larger, dedicated space than their counterparts, many models have the same functionality as an MFP, but are faster and more feature rich. Benefits of choosing a copier over an MFP include:

Function. Stapling, collating and three hole punching increase the functionality of the copier.
Versatility. They can handle a wide variety of paper sizes and types.
Speed. Increased speed, with advanced models reaching up to 90 pages per minute, or more.

Copiers are ideal for large offices or workgroups where speed matters and dedicated space is available.
For additional information, or assistance […]

By |October 26th, 2016|blog|0 Comments

Social Media Pitfalls SMBs Should Avoid for Success!

Avoid these Social Media Pitfalls In today’s marketplace, social media has become a way for potential and current customers to interact with a business, leading to loyalty, trust, and greater sales. Done well, social media is a great tool for small businesses, giving them the ability to reach many potential customers with virtually no cost. However, if you don’t handle your social media strategy correctly, you can quickly damage your brand. Small businesses should avoid these common social media mistakes:
Not Posting Enough (Useful) Content
To be effective on social media, you have to post regularly and reliably. It’s important to have your target audience in mind you’re posting. Users want relevant content, not just a sales pitch. Choose wisely to show how your company can provide real-life solutions that your customers can use.
Not Interacting
Customers want to feel heard, and social media is an excellent platform. When a customer provides feedback, asks questions, or otherwise comments on your material, you should take the time to engage with them. Responding to negative feedback can boost your brand, so don’t delete the negative comments – spin them to your advantage!
Spamming
Interaction can quickly become spam if you overuse the direct and private messaging features on social media platforms. These private forms of communication should be saved for interactions over a specific issue.
Not Utilizing the Platform
Twitter has a limited character count. Facebook is a great platform for sharing images. Both of these, and others, can be used effectively, but only if you tailor your message to the platform. When starting out, take the time to plan a strategy for each individual platform to make sure you’re using it to your best advantage.
Not Measuring Your Impact
Any time you invest in a marketing campaign, […]

By |October 17th, 2016|blog|0 Comments

Do You Have a Data Backup and Disaster Recovery Plan?

What is a Data Backup and Disaster Recovery Plan?
Imagine what would happen to your business if you suddenly lost the key data, records and documents needed for your day-to-day business. Unless you had a backup and disaster recovery plan, your business would probably come to a grinding stop!  Are you prepared?
The Danger of Technology Failure
Just think about how hard your job can be when you’re having problems with your smartphone or laptop. Now imagine you’ve lost your data, or your email, maybe your phone system. Documents, sales orders, billing, customer support…GONE!
How much business would you lose for every hour, or worse, day without this essential information or key services? How would this impact your business? This is a key element of designing a disaster recovery plan. First, you need to prioritize:

Recovery Point Objective (RPO) – What data do you need to regain access quickly in order to continue or resume operations? While you don’t want to lose any data, older archival records may not be critical to operations.
Recovery Time Objective (RTO) – How quickly do you need to regain access? Within a day? An hour? Less?

Protecting Your Paper Information
A recent IDC study found that 58% of businesses still rely on paper records. The problem with paper is that the processes most heavily reliant on hardcopy documents are the ones that would be most disrupted by a loss. In order to be effective, a disaster recovery plan needs to address this issue. Fortunately, it has become much easier to convert your critical paper documents into a digital format.
Along with your technical and hardcopy plan, consider the non-technical side:

Do you keep a list of key phone numbers and email addresses offsite?
Do you […]

By |September 25th, 2016|blog|0 Comments

Managed Print Services: A Cost-Saving Solution for Non Profits

MPS No business wants to spend more on printing than they have to, but when it comes to non profit organizations, it’s not just a matter of want, but of need. If you are a non profit looking to regain control over how much you spend on print, Managed Print Services (MPS) can help with a number of proven methods designed to cut costs, streamline work processes, increase workflow and save you money.
Common Challenges in the Non Profit Sector
Non profit organizations must perform a delicate balancing act between delivering necessary prints for private and public use, and remaining within the confines of their budget. Additional challenges include:

Technology – Keeping up with the latest technology can be tricky, especially when budgetary restraints don’t allow for much-needed upgrades in print equipment.
Cutbacks – Reductions in public or private funding can stretch thin budgets even further making it a challenge to meet printing needs.
Control – Cost controls are limited as equipment is often spread out over a number of departments, with no centralized purchasing, ordering or maintenance.
Security – Private and public data can be compromised without adequate IT personnel or security measures in place.

How MPS Can Help
There are a number of benefits to partnering with an MPS provider, including:

Expense control – With centralized purchasing, you’ll experience greater cost control.
Reductions in spending – Achieve a savings, on average, of around 30 percent.
Budgeting – An MPS provider will help you develop and maintain a more predictable operating budget.
Management – Assist with the configuration and management of print equipment to increase efficiency.
Ease of use – Simplify your print environment, with a single point of contact for billing, service and consumables.
Uptime – An MPS provider will ensure your equipment is kept […]

By |September 15th, 2016|blog|0 Comments

5 Effective Ways SMBs Can Improve Customer Support

How to Improve Customer Support If you think customer support simply needs to consist of a 1-800 number, you may need to re-think your strategy. Today’s businesses dedicate a tremendous amount of time, money, and resources to promote themselves; however, giving little attention to customer support is one of the fastest ways to create a negative impression of your business.
In order to deliver customer support that gives your customers the help they need when they need it, here are five expert tips to incorporate into your strategy:
1. Make customer service available 24/7.
If you have the resources to do so, a great way to differentiate your business is to offer 24/7 customer support.  There is nothing worse than calling a help line and receiving the automated recording to call back during business hours.
2. Embrace text-enabled customer service.
Does a large portion of your customer base consist of millennials? If so, consider offering text-enabled customer service. Considering that millennials prefer to text, this method of delivering customer service can greatly improve customer satisfaction.
3. Provide a live chat option. 
You can make it extremely easy for customers to reach you by incorporating a live chat option into your website design. Live chat can help to remove the barriers of contacting customer support as it’s quick and easy to type a message versus hunting down a contact number. Another best practice is to include a link to a live chat page in your email signature.
4. Be social.
Considering that most of your customers are already on social media, incorporating social channels into your customer support strategy is key. However, in order to do this correctly, your business needs to dedicate the resources needed to ensure that social media conversations are addressed promptly and professionally.
5. Offer a self-service […]

By |August 31st, 2016|blog|0 Comments