How to Cut Down on Paper Costs at the Office

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Going completely “paper-less” in the workplace is quite challenging; however reducing your business printing is not only cost-effective, but also valuable to the environment. Paper is something that many companies’ use large quantities of and is often not questioned. The average American office worker is estimated to use a sheet of paper every 12 minutes, which leads to a ream per person every two and a half working weeks, and ending in a dispose of 100-200 pounds of paper each year*. While recycling is a helpful idea, the most profitable waste management strategy is reduction.  We have provided several solutions that we suggest using at your company to cut down on paper usage.


  • Print Paper Double Sided – Changing your copier setting to default to Double Sided will help reduce the amount of pages printed by 50%. This is beneficial when you have large reports, lengthy contracts, manuals or packets. The Double Sided option can be setup on each computer individually (based on who needs it) or company-wide by adjusting the copier default setting.
  • Reuse Paper – Perhaps you can’t totally prevent printing; but you can promote the reuse of paper. If you only used the front side of the paper, use the back side for notes or scratch work. Or rather than putting used paper in the trash, turn it over and place it into the copier to print on the other side.
  • Think Before You Print –Printing out all emails and documents is easy… but wasteful. Be mindful of everything you print and try to only print what is absolutely necessary. Emails with only 1 or 2 lines of text is not necessary.
  • Try Technology First –Printing and filling important documents causes a huge waste; scanners and virtual storage can not only reduce printing usage, but also allow you to get rid of the bulky filing cabinets used for storage. Another suggestion is instead of printing out employee and office paperwork, such as payroll, newsletters, memos, and forms; simply send it in an email. Also, choose to email recipients information rather than faxing.
  • Updated Billing System – Consider switching to a paperless program to bill your customers their invoices; this will save cost on paper, envelopes, and stamps. Likewise, submit all payment to your vendors online if possible; many companies offer credit card payments via phone, email or website.
  • Recycling – At the end of the day, some printing is inevitable. To help offset that, you should recycle all your paper rather than throwing it away. Some documents are confidential and need to be shredded; luckily shredded paper can be recycled too.

 

*Sourced: Hawken,Lovins & Lovins. Natural Capitalism

The Advantages of a Maintenance Agreement

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When choosing to buy/lease a copier many customers debate whether or not to pay the additional cost for a monthly Maintenance Agreement. A copier maintenance agreement is a “service agreement” where the customer pays a monthly fee based on their cost per copy and in return the contract includes toner, service & repair, as well as parts. A maintenance agreement is beneficial in so many ways: it is economical, it keeps your machine running at its best, and it gives you peace of mind for prolonging the life of your copier.

Here is a list of the some of the advantages of choosing to have a copier maintenance agreement.

  • Saving Money – It is cost effective for a business to have a maintenance agreement so you do not have to pay for each service call or repair. There is never a cost for a technician to come out to fix your machine and a tech will continue to service your copier until it is running perfectly if an error continues to occur.
  • Priority Call Status – You are guaranteed a call from your technician within 2 hours from when a service call is placed to give you an exact ETA of arrival and all service agreement customers are put ahead of others.
  • Unlimited Service & Preventative Maintenance – A technician is available to service your machine even when nothing is wrong; you can schedule cleaning and preventative repairs as often as you need. There is also no limit to how many times a tech will come out to work on your copier.
  • Free Loaner – If your copier is down for longer than a day, we will provide a free loaner machine until your copier is running perfectly again.
  • Toner & Supplies – You can receive unlimited free toner, waste toner, and parts for your machine.
  • Machine Exchange – If the copier does not perform to your satisfaction a replacement machine will be replaced at no charge to you; within the first five years of delivery.
  • Peace of Mind – By not having to worry about your machine breaking down or being able to afford to pay for parts to fix the machine, you can focus your time on other more important aspects of your business.

How to Establish Printing Policies In Your Office

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Kyocera Neue DIN-A3 Taskalfa MFP

Companies have guidelines and procedures for every aspect of business interaction these days, and it is now important to have rules for office equipment usage so personnel do not abuse their rights. Luckily, Kyocera has customized business applications to enforce the printing policies that you would like to implement in your office. Not only do these rules help protect the company, but they also set clear guidelines and expectations for the staff. Points of concern that may need to be addressed are: employees being permitted to print personal copies, blocking certain people from seeing private documents that have been scanned, and/or disabling people from printing on copiers outside of their department.

The main reason that you need to establish policies and procedures at your business is to  setup security for your confidential papers as well as save money on excess printing to prevent unneeded expenses. Establishing copier and document management rules will help your business control copier and printer usage, track and log usage, potentially cache images of all printed material, and prevent misuse of company equipment and potential privacy issues.

Below are some concerns that you should create office protocol for in your workplace and corresponding Kyocera business applications that can support putting those procedures into effect:

Issue:  How usage will be tracked?

Solution: Pcounter – Easily manage the workflow of documents that are being printed, copied, scanned or faxed

Issue: What copier features are certain users/user groups are allowed to use?

Solution: AccessLock – Give specific MFP user groups or departments access to only the device functions they require for print, scan, copy and fax functionality.

Issue: How do we obtain stored information if our network crashes?

Solution: PreservDOX – Critical documents can be saved to a designated synced folder at your PC for safe keeping and immediate access. To protect confidentiality of the routed files, PIN codes are assigned to each folder – eliminating unauthorized access to the data.

Issue: What employees get to print in color?

Solution: ColorLock – Restrict color functionality to only those who really need it by requiring staff members to login with a password before they can access color print ability. The password can be on a person by person basis, group, or department.

Issue: How do we restrict confidential documents from being seen on the printer?

Solution: CentraQ – Helps to minimize the risk of unauthorized access to confidential paperwork left at the machine by allowing end-users to quickly access secured jobs via their HID cards. It also provide document control by allowing administrators to track user and device specific print, copy, scan and fax usage across all devices.

Other preventative questions you should be asking are:

  • Are personal copies permitted?
  • Who should be contacted if supplies are needed for a copier?
  • Which printers and copiers should be utilized for different print jobs?
  • Who is the point of contact should there be a service issue?

Interested? You can learn more about the Kyocera Document Solutions listed above here.

Why It is Important to Clean Your Toner Supply Closet

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When was the last time that you cleaned your toner supply closet? We just completed this task at our office and it was quite an enlightening experience. We found so many things; from outdated technology, to excessive amounts of supplies that we thought we were “out of”, and tons of loose paper. There are a lot of benefits to straightening up your supply closet and we have provided a few tips that will even save your company money! We have detailed where to start the organizational process, what you will find, and how the purge will benefit you and your office!


WHERE to start

Begin the clearing out process by taking every single item out of the closet. Sort everything from the closet into one of three piles: toss, keep, or place somewhere else. Objects to be tossed should be:old user manuals for machines that you no longer have, dated/no longer used devices (i.e. CD-ROM’s), and anything broken. Some materials do not need to be thrown out but might need to be placed somewhere else in the office. For example, cleaning products should be moved to the kitchen, certain booklets/binders might need to go the specific person in the office that would reference them (IT), and other stuff can be moved to storage. At the end, you should be left with only the tools that are usable and needed in the supply closet. Classify everything by type, label, and place back neatly into the closet.


WHAT you will find

While sorting, pay close attention to decide what you want to keep or toss. Make sure all the toner cartridges in the closet are for the current copiers in your office, and not for an old copier that you no longer have. Should you have excess or expired toner, call Kopier Net and we will have a technician pick these supplies up to clear them out of your office. Along the same note, take an inventory of your toner supply. Make sure that you have a spare set of toner for each printer in your office. If you notice that you are in need of something, simply call us or place an order online on our website.


HOW it will benefit you

Aside from the fact that you will have a tidy space, you will gain from cleaning out your closet in other ways as too. First off, you may save money. Hopefully you will find extra copier supplies (toner, paper, waste toner bottles) that you weren’t aware that you had; so now you won’t have to purchase those resources for a while. Perhaps you can even sell items that your office no longer needs but others might (label maker, printer, phone system, etc.) You will be able to evaluate any excess, old, or obsolete toner and copier supplies so you know how to order ahead in the future. Lastly, organizing the closet with minimal clutter and use of labeling will minimize downtown for employees when searching for what they need.

Email Etiquette

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Corresponding via email is the most popular form of communication in business now. In fact, research has shown that we spend nearly 25% of our work time writing and responding to emails.

Yet, even with this being such a vital part of day-to-day business, many professionals are not capable of writing an appropriate email. This goes beyond simple spelling errors or smartphone typing mistakes. Some of the errors you may be making can be profiling you (and your company) in a very unprofessional manner.

Use these Email Etiquette tips below to learn how to construct a better, more engaging email.


1. Your Email Address Matters

If your company provides you with an office email address, you need to communicate using that. However, if you are using your own, personal email address make sure it is fitting and appropriate. The email address should convey who you are to the unknown sender. Some good examples are: FirstName@______.com or FirstInitialLastName@______.com. Some bad examples are: QTsweetie@______.com or BeerLover@______.com; these are not professional and can turn off a future(or current) employer, customer, or co-worker.


2. Make Your Subject Line Short & Sweet

The subject line is a way to summarize what your email is about in a clear and concise way. It should be 3 to 5 words in length, direct, and to the point. Many recipients decide whether to read an email and/or the urgency of reading an email based on the subject. These are some examples of acceptable subject lines: “Meeting Time Change” or “Customer Account Status”.


3. Use Appropriate Salutations 

Business emails should always read professional. Never use laid-back or slang terms in an email, even if you feel like you are friendly with whom you are corresponding with. Terms like “Hey” or “Yo” should not be used to begin an email. Never abbreviate words like in text speak, such as “Thnx”, “U”, and “Ltr”. It’s also good to note that you should never shorten anyone’s name that you have never met; don’t automatically assume that Steven wants to be addressed as Steve.


4. Be Aware of the “Reply All”

Always be cautious of Replying-All on an email. Before you click the Send button think: 1- Does everyone included on this email WANT to know what I have to say? 2- Does everyone NEED to know what I have to say? 3- Would anyone be UPSET or offended by what I have to say? Sometimes it is best to respond to the original sender only. When responding to a group email, always double check to make sure everyone included on the email is intended to read your response.


5. Summarize 

No one likes opening an email to see tons of paragraphs written before them; it is overwhelming and often readers will choose to ignore it before reading it all because it seems too taunting. There are situations were you may have a lot to say; in these cases you can use bullet points to get all your topics across, or break your thoughts into several shorter emails. Always re-read your email to edit anything that might seem like you are rambling. Your email should be detailed so there is no confusion but comprehensive of all your thoughts.


6. Proofread EVERY Email

There is nothing more embarrassing then sending an email with spelling errors; it can make you look unprofessional and lazy. Proofreading goes beyond looking for spelling errors; also make sure your tense is accurate, you use the correct meaning of a word (its vs it’s or affect vs effect), and your punctuation is precise. It helps to read the email draft aloud to yourself to make sure that there are no errors. If it is an email of extreme importance or perhaps for a job application, let a friend or co-worker proofread it as well.


7. Set Up A Signature 

Your email should always end with a proper signature. The signature should include a kind closing such as “Thank You”, “Kind Regards”, or “Sincerely” followed by your full name. Underneath, you should include all of your contact information: Phone Number, Email Address, Company Name, etc. This way it is easy for the person you are emailing to get back in contact with you. Make sure to add this signature setup to your phone too; a sent email from your phone should not just end with “Sent from my iPhone”.


8. Never Assume Privacy 

Remember that your email is never truly private; so use discretion. The person on the other side of your email has the ability to print or forward that email to whomever they want; may it be another co-worker, HR, or even your boss. Never write something in an email that has the potential to lead to a reprimanding by a superior. Also be aware that IT and top level personnel at your company probably have access to your inbox. If you wouldn’t want someone in your company to read what you’re writing, please press delete.