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Posts published in “Digitization”

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How to Choose the Right Printer for Your Small Business Needs

Printer selection is wider than ever before, offering something for every business, of every industry and size. Yet rather than making your printer purchase easier, the scope of selection can feel overwhelming. In this post, we’ll advise you on the most important features to look for in your next printer. It should help you manage your costs Whether you’re ready to put a managed print program into place today or down the line, the printer you choose for your small business should be equipped with tools that give you the ability to track how your printer is being used. Apps like the Universal Printing Assistant can monitor all of your networked printers automatically, from anywhere, right on your smartphone or tablet. You’ll know when your printers are online, alert, or in need of toner. Understanding your printer usage can help you cut your print costs by reducing the number of documents you print and preventing documents from being left sitting in the printer tray, a move that is not only wasteful but also a security risk. It should have security features built-in A 2017 report from smallbiz.com showed that 43% of cyber attacks target small businesses. One of the most surprising vulnerabilities? The office printer. When making your next printer purchase, ensure it has these security features built-in: Authentication options ensure that the printer will only release documents when users enter their PIN or swipe their badge at the machine. Print encryption protects your data as it moves, ensuring it is safe from creation to destination. Password protected scanning allows you to password protect your PDFs so that only authorized people can access the data they contain. Xerox’s AltaLink® and WorkCentre® EC7836/EC7856 multifunction printers come bundled with McAfee Embedded Control software so you can rest easy knowing that your MFPs and any data associated with them are safe and secure. Common Criteria Reports are available for all of Xerox’s hardware devices, so you can be assured that every device you purchase meets or exceeds industry security standards. With so many different printers and multifunction devices on the market, how do you know which one…

How to Get More Done Without Hiring More Employees

For most businesses, productivity is synonymous with return on investment (ROI). For example, the cost of an employee versus the value that they generate for the business (a difficult number to calculate in any circumstance). But what happens when the business is thriving, with new clients and new projects coming in, but the hiring budget hasn’t caught up with the workflow? Small businesses and startups face this challenge often, as the work required for growth often outstrips the personnel on hand to handle it. Handing over additional responsibilities to already busy and productive employees is a great way to find yourself with even fewer employees than you started with, as overwork is one of the most common causes of turnover. It leads to employees feeling undervalued, disrupts work-life balance, and is just generally terrible for employee morale. So, how can businesses improve productivity without hiring more employees – or overworking the ones they have? 1. Minimize Meetings and Emails Meetings and emails have the same end goal: communicate important information to multiple people as efficiently as possible. So why aren’t they more efficient? And why do we dread them so? It’s true that your business can’t do without them entirely, but there are ways to run better meetings and have fewer of them. Reducing the number of emails you grapple with daily may seem trickier, but it’s not impossible. Start from the top down. Research has shown that when leadership sends fewer emails, their employees are likely to do the same. Encourage your staff to use email efficiently (succinct, to the point copy, clear requests or assignations), and to minimize unnecessary replies. Streamline collaboration. Storing information on a shared system can reduce the need to send emails about things like project updates, problems and contingencies, or documents and files related to a project/client. Consider storing files in a central repository, like the Cloud, and enabling collaboration tools to reduce the need for individual emails. 2. Get More From Your Space Factors as simple as your office layout can have a significant impact on productivity, collaboration, and even employee satisfaction. It’s an…

How to Put Emerging Technology to Work for Your Small Business

Digitization. Social marketing. Document Management. Virtual Office. The Cloud. These are the topics businesses everywhere are buzzing about, rushing to implement, and in some cases, just trying to comprehend. From ownership to management, everyone understands that staying abreast of emerging technology is critical to staying competitive, but it helps to see what successful technology implementation looks like in practice, and how small businesses just like yours are leveraging today’s innovations to their full benefit. Focus on People, Not Products Most business owners are surprised to learn that it’s the people themselves who make new technology effective in the workplace. Too many business owners make the mistake of defining or restricting the role of a new solution or device in the office, when the people who are best positioned to leverage it fully are the folks down in the trenches: your employees. Rather than predetermining what their needs are, or what new piece of tech makes sense for your office (or how to use it): Talk with your employees. What are their main workflow challenges? What capabilities do they feel are lacking in the workplace? Engage a knowledgeable channel partner. Not only will they use the feedback from your team to provide solutions for your specific challenges, they’ll perform their own assessment to see what products, services and solutions make the most sense for your business (and your business dollars). You can find one here. Implement a policy that works. Employees need to have access to new technology that can help them work better. They also need to know how to use it to its full benefit. A training program that properly equips them to use smart printers, access the Cloud, or make changes using metrics from social marketing is critical to getting the most from your technology investment. This is another area where a knowledgeable channel partner can help. New technology should provide flexibility and possibility, not limitations. By trusting your teams with the freedom to explore new ways of working, you’ll allow them to use these innovations in ways that make the most sense for their work responsibilities and…

Six Ways to Growth by Thinking Differently about Your Business

In the age of digital disruption, every company needs to think differently about their business – both to grow beyond their core markets, and to head off competition from new entrants. But often the exact skills that helped companies succeed in the past prevent them from finding success in the future. At Xerox, we have reinvented the company multiple times as technologies and markets change over time. While today’s chapter in our history is still being written, we have found several ways to think differently about our business. These six insights may be helpful to other companies with a similar need to transform and grow beyond their core business. Focus on what your customers want, not what you make Your customers buy from you for a variety of reasons, the most important is that you help them achieve the outcomes they want. But it’s all too easy to lose sight of that, and focus only on improving your product or service to keep up with competitors. This tunnel vision can prevent you from helping your customers achieve their outcomes in new and better ways, and exposes you to new entrants that have figured this out. With this mindset, you focus on how to deliver your core value to your customers in new ways. For instance, auto manufacturers will still be around in the future, but they are starting to define themselves as “mobility services companies.” They will increasingly deliver transportation as a service that meets the needs of young people who have little interest in car ownership. When you think about Xerox, it’s not wrong to think “Xerox makes printers.” But Xerox is not just a printer company. Fundamentally Xerox has always helped customers with work – using or inventing the best technologies of each age. Printing, scanning, and managing documents are key components of work, but only a subset of all the activities that define work. It is critical for us to understand how our customers define work. Our office customers don’t just want to print; they want to automate workflows and accelerate decisions and revenue. So we created…

4 Things Your Remote Teams Wish You Knew

Innovation isn’t always about the tools we use at work. Just as often, it’s about the way we work. As more and more businesses begin to appreciate the benefits of enabling their employees to work remotely, the size of the remote workforce is approaching record numbers. It’s easy to understand why. The idea of breaking free from the 9-to-5 mold is the goal of many an office worker. Being able to work where, and in many cases, when they want makes for a happier and more satisfied worker. Millennials, in particular, are embracing this change to the status quo, so it makes sense to consider this option when recruiting them (and you should definitely be recruiting them). But with rapid growth like this comes an inevitable learning curve. There is no handbook for how a remote office should operate; no precise guideline for what percentage of the team should work this way, or for what percentage of the workweek. Business owners who embrace flexible and remote work options are pioneering a new way to work. Due to the innovative nature of remote offices, best practices for managing remote teams effectively are constantly evolving. At Xerox, we spend our days talking to business owners, managers and employees just like you. Don’t you forget about me! Here’s the innovative technology you need to stay connected to your virtual teams & provide a full in-office experience from anywhere Here are the top four things your remote workers want their teammates to know: It’s Any Time, Not All the Time The flexibility of working remotely is one of the largest draws for most employees. But their in-office counterparts would do well to remember that simply because today’s mobile work tools make it possible to work from anywhere, at any time, doesn’t mean that virtual employees don’t struggle to balance work and home life just like anyone else. It makes sense that they want the same freedom as other employees to say no to meetings, phone calls or emails that take place well outside normal working hours. They also have the reasonable expectation of being able…

How Digitizing Documents Can Give You a Competitive Edge

How does your business compare to the competition? Whether you’re confidently riding high as the leader of the pack, or nervously eyeing a contender who is gaining on you, staying ahead of the competition is every entrepreneur’s obsession. Did you ever stop to think about how digitizing documents could give your business a competitive edge? Overall, some 65% of businesses have begun digitizing paper processes, while an additional 12% plan to start digitizing paper processes in one to three years. Source: Infographic – Small and Mid-sized Business Intelligence at the Intersection of Physical and Digital Worlds Almost half (46%) of small and midsized businesses say they waste a significant amount of time on paper-intensive processes every day. Simply eliminating those time-consuming process is one obvious benefit of going digital. But there are certain industries where going digital can really benefit your business. Here’s a closer look at what those industries are and why digitizing documents can have such a positive impact. Get the Digital Advantage Healthcare Healthcare organizations have to deal with strict HIPAA regulations regarding patients’ personal data. Filing, discarding or printing paper documents can put this information at risk. Almost 70% of healthcare organizations are already digitizing paper processes. Retail Retailers, especially those that engage in e-commerce and collect customers’ payment card data are frequent targets of identity theft. Inventory management, shipping, and accepting payments can all generate huge amounts of paper, too. More than 70% of retail companies are either well advanced in digitizing paper processes or have begun doing so. Financial services Companies in the financial services industry are heavily impacted by paper — and not in a good way. More than three-fourths say they spend $1,000 to $5,000 per month on paper processes. No wonder 84% believe digitization of documents will improve the bottom line. Professional services firms Professional services is a fast-paced world — but this is one of the top two industries that wastes a significant amount of time daily on inefficient paper processes. (The other is law firms.) In addition to the time savings from digitizing documents, professional services firms can protect…

Six Reasons Why 24/7 Printer Support is a Spectacular Feature of Managed Print Services

Have you ever suffered through a copier jam that you just couldn’t fix? You probably called support to book a time to get your printer repaired. But what if you didn’t have to? Managed print services from Kelley Imaging provides 24/7 technical support and monitoring to eliminate annoying service calls and appointments. Because of this constant support, you and your IT team can use your devices at all times without worrying about maintenance. Day or night, rain or shine, if a machine needs fixing, a technician will come to your location, assuming the problem can’t be fixed remotely first. 24/7 Printer Support Benefits 24/7 printer support is just one of the many benefits of managed print solutions. The following six reasons why 24/7 printer support is a spectacular feature of MPS are only a few key aspects of constant copier support is so beneficial. 24/7 printer support provides you with the ability to scale your printing environment in accordance with the growth of your organization. With the support provided by MPS, your IT team is free to focus on other tasks while saving you on associated costs. You’ll also enjoy 100 percent uptime of all equipment as a result of preventative maintenance and remote monitoring. And with 24/7 copier support, your consumables can be replaced automatically. Automatic Consumable Replacement MPS helps organizations cut costs and minimize waste through the use of print control software like PaperCut to apply print policies to control how their printing supplies are used. Managed print services can help organizations to lower print costs, operate at maximum efficiency, and print with the highest quality. MPS devices can send data from a device through your network to your MPS team that tells them a printer needs ink, toner, or if a certain number of pages have been printed. This allows for automatic consumable replacement by delivering supplies at the needed time. With 24/7 copier support, you can focus on the things that matter most to your business Remote Monitoring With MPS, printing devices are monitored remotely. Remote monitoring gives your MPS provider the ability to anticipate problems before…

The Biggest Cybersecurity Threats and How to Protect Your Business

For small businesses without an IT staff, cybersecurity can be a huge worry. There’s reason for alarm: Small Business Computing reports 58% of all data breaches last year occurred at small businesses. Ponemon’s 2017 State of Cybersecurity in Small and Mid-Sized Businesses reports 61% of companies surveyed had a cyber attack in the past 12 months, and 54% of these suffered a data breach involving employee and/or customer information. Source: Ponemon Institute What Are the Most Common Threats? The most common attacks against small businesses involve phishing/social engineering (48% of respondents). One social engineering scam on the rise is “pretexting,” in which attackers send emails appearing to come from an executive or co-worker in the company. Pretexting often targets financial and HR departments in an attempt to access the business’s bank accounts or its employees’ personal data. According to Symantec’s 2018 Internet Security Threat Report, each user at a small business receives an average of nine malicious emails per month. The second most common type of attack is web-based. In this situation, malicious software, or malware, installs itself on victims’ computers when they’re using the internet. Some 43% of Ponemon respondents suffered a malware attack. Ransomware, in which hackers use malware to compromise your computer system and then demand a ransom to give you back your data, is also on the rise. In last year’s Ponemon report, just 2% of respondents reported ransomware attacks. This year, 52% of respondents say their companies experienced a ransomware attack; of those, 53%  faced more than two ransomware incidents in 12 months. Cybersecurity is constantly evolving. Here are the biggest threats to your business’ security today and how to mitigate them ConnectKey Technology transforms and adapts to the office and anywhere employees work, giving them the freedom to be more productive and solve new business challenges as they arise. Problems and Solutions Employees continue to be the weakest link when it comes to cybersecurity. Of the respondents whose companies suffered data breaches, 54% say negligent employees were at fault. Proper use of passwords and authentications can help. Some 59% of respondents in the Ponemon…

The Best Technology Makes Improvements to Familiar Routines

I love technology that makes my life a little easier. My bank app is, from my perspective, transformational. With nothing more than a few simple taps, I can check my account balances, transfer money, pay bills, even deposit checks—from anywhere, anytime. I’ll go months without having to actually go into the bank. What a timesaver! Here’s one that I learned about not long ago: instead of typing out my text messages (I’m famous for sending long ones—and yes, actually using punctuation) I can press a button my iPhone, record a voice message and send it right alongside regular texts. Not only does this save me time, but it fixes an inherent problem with text-based messages: you can’t hear inflection so you might not know if someone is being facetious or serious. If you’ve ever confused someone with a text—or even worse, made someone mad—well, you know what I mean. Real value: simplification where you didn’t know you needed it Both of these technology examples sought to improve upon familiar routines, ones that most people probably felt were already pretty simple and not particularly burdensome. In my view, technologies like these, which bring a new level of simplification and efficiency to routine processes, are the most beneficial to daily life and thus the most valuable. They can be particularly valuable in small to medium-size businesses, as employees wear many hats and pick up ownership for small, yet critical, tasks outside of their primary job function. One such small task is maintaining the printers, which means making sure there’s paper in the trays, that the printer is operational (no jams or anything like that), and that the toner/ink isn’t out or running low. Pretty simple, actually. But when one of your other ten side-line responsibilities blows up—or worse, your primary day job—and there are several printers throughout the building (some possibly on different floors) that you need to check—it’s easy to see this slipping. As a result, printer(s) go down, print jobs back up, employees start scrambling, and chaos ensues. You can picture it, can’t you? Meet the new app from Xerox…

How to Find the Best Office Layout to Maximize Productivity

Open-plan offices, closed-door offices, cubicles—with so many options for your small business’s office design and layout, how do you know which is the right one? Too often, a small business’s workspace layout evolves by accident, as you add new equipment or employees. However, purposeful planning can make your workspace and your team more effective and efficient. In this blog, we’ll look at the factors involved in designing an effective workspace, how to design the best layout for your business, and the latest workplace design trends. What makes a good workspace? There isn’t one workspace layout option that’s right for every business. The best office layout to maximize productivity at your company depends upon what you and your employees need to get done in a typical day. That said, there are some common denominators among workspaces that promote employee satisfaction and productivity. According to global architecture and design firm Gensler’s latest US Workplace Survey, workplace design that prioritizes both individual and group workspace can enhance collaboration, employee satisfaction, and business innovation. Both open-plan and traditional office space can be equally effective, Gensler reports, as long as they are optimized for employee performance. Gensler identified three keys to optimizing your office layout: Design (including the look and feel, layout and adjustability) Noise management Access to people and resources Flexibility is key to a well-designed workspace. When employees at all levels have the option to work wherever is best suited to the task at hand, Gensler reports, employee satisfaction and productivity increase. That includes working remotely: Gensler found that employees in highly innovative workplaces spend more time working outside the office (26% of their time on average, compared to 14% for businesses that scored poorly on innovation). Form AND Function: How the layout of your office space can impact its productivity How to Plan Your Office Layout A workspace designed around your company’s individual needs is called an “activity-based workspace,” or ABW. To create an ABW, determine what your team needs to achieve peak performance. This may include: Meeting spaces with closed doors Open areas for informal meetings, breaks or socializing Open workstations…

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