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Electronic Document Management: The Benefits!

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Today, more and more companies are turning to digital document management and process automation to control costs and better manage increasing amounts of information. With greater regulations and more compliance issues along with due dates, reports, and audits, managing paper information is more challenging than ever. Companies are often facing the challenge of managing more information with fewer employees. That can mean more lost documents, more employee time spent on meeting compliance needs and bottlenecks. It’s becoming the new normal.

But it doesn’t have to be that way.

Document management software and business process automation addresses these issues. Here are some of the benefits of deploying a digital document management solution!

  1. Document Availability – When paper is transitioned to digital format, access is guaranteed 24/7. Documents can be easily searched, quickly recovered and less likely to be misfiled.
  2. Manage Re-Certification and Track Due Dates – With date tracking abilities, you’ll never miss another due date. Re-certifications can happen automatically with no spread sheets or paper files.
  3. Eliminate Redundancy – With a digital document management system, workflows and document management integrate seamlessly into existing software. That means no more duplicate entries, eliminating redundant data entry.
  4. Reliable Document Routing and Tracking – Documents can be automatically set-up to go through a pre-planned approval process. Notifications can be sent automatically to the appropriate party when they need to take action. Document edits and updates can be automatically tracked with version control.
  5. Better Organization – Keep tasks organized and in-view. Nothing drops off the radar. Because notifications are automatically delivered via email or pop-ups, you’ll eliminate the need for post-it-notes, whiteboards and the effects of memory lapses.
  6. Keep the Audit Process Stress Free – When compliance is an issue, record keeping takes on greater importance. When documents can be viewed, tracked and accessible 24/7 information is easier to compile and due dates are manageable. Audits become easier and more efficient.
  7. Grow Your Business While Reducing Your Costs – Reducing human error, improving communication, and automating processes can improve productivity, reduce lost time, and cut costs. It also means better customer service.

The fact is, managing documents digitally and automating processes means easier access and management of documents when you need it the most. With benefits like these, switching to a digital document management solution is a smart business decision! Contact us today to learn more!

 

 

Protect Your Business From Cyberattack

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No matter what the size of your business, you need to include cyber security in your business toolkit. Forty-three percent of cyberattacks target small businesses and the threats, techniques and tactics are changing as fast as online technology.

Here are seven types of cyber attacks criminals are using against small businesses today:

  1. Denial of Service (DOS) – Attackers overwhelm your network using multiple hijacked computers to overload your system and shut it down. The best way to prevent these types of attacks is to monitor unusual traffic patterns using analytics and keep your security software updated.
  2. Insider Attack – Some of the worst breaches occur when past employees decide to misuse data access and information you’ve left in place. When people leave your company be sure to terminate their network access.
  3. Malware – Malware is malicious software that lurks online looking to gain access to your system. Malware includes viruses, Trojan Horses worms, and other attacks like ransomware. Antivirus software and never opening unknown emails is the way to avoid problems.
  4. Password Attacks – Strong passwords are important. Birthdays and “1234” are not solid passwords. Password attacks are so common, the last three cyberattacks are all password related.
  5. The Brute Force Attack – Modern day hackers use software that runs different common passwords until one clicks. If your attackers has an employee list they’ll start there and work down the list until they gain access.
  6. The Dictionary Attack – Pretty much the same as a brute force attack, but with a different focus. A dictionary attack gets its name because it attempts to defeat an authentication mechanism by systematically entering each word in the dictionary as a password.
  7. Key Logger Attack – Hackers use software capable of tracking every keystroke. If you’ve ever logged into a portal using a username and password, you’re vulnerable. Use multi-factor authentication to slow hackers down. Access codes can add protection.

Security is a need for every business. Taking simple precautions to thwart attacks can help keep your network safe. Be aware of the risks and stay diligent to protect your network from attack!

How secure are the printers on your network? Take our printer assessment and find out!  You could win one of three Google Assistants!

How Attract and Retain Talented Millennials

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Millennials aren’t like any generation that’s come before them. Money is not their motivation. They seek to work for companies that they can believe in and offer them the flexibility to work their way. They are really looking for a work/life balance in their lives.

If you’re having trouble attracting and retaining millennials for your team, read on. Here are four ways to meet their needs and reap the benefits.

  1.  Think Flexibility – Those born between 1980 and 2000 are mostly looking for flexibility in the workplace. They’re seeking a good work/life balance and value their  happiness more than money.They are technically proficient device-driven people, but seek an open creative social environment. They’re not interested in cubicle dwelling. If a task is clearly outlined and has a hard deadline, they want the freedom to do it their way, in the style and location they choose. To keep them happy, focus less on the time clock and more on the final result.
  2. They Seek Personal and Professional Development – When it comes to their personal careers, they seek personal development even more than flexibility. They want challenging work and are eager to advance…quickly. The average time on the job for Boomers is 7 years, Gen-Xers is 5 years and Millennials just 2! They will not hesitate to leave if they feel they’re not receiving substantial personal development.
  3. Be a Mentor, Not a Manager – Millennials aren’t interested in over or under management. The right balance gives them the freedom to express themselves, even when they’re bored, and it gives them the mentorship they seek. Studies have shown that millennials who are mentored rather than managed have a 23 percent higher retention rate.
  4. Tangible Opportunities for Growth and Advancement – Millennials want to be challenged and when they meet those challenges, promoted. If they don’t feel that their work is being recognized and working towards advancement, they will get frustrated.

If you want to retain talented millennials, find ways to acknowledge their contribution and reward their talent. Adding additional titles or levels, and creating rotational assignments can help structure momentum into their careers and keep them on your team, happy and productive.

4 Ways Your Scanner Can Help You Reduce Costs

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To remain competitive today requires searching for all the possible ways to cut costs and increase productivity. One area that is often overlooked, yet can yield significant savings is the print environment. Is your business still reliant on paper workflows? Using your scanner can cut print and consumables costs, make documents more secure and easier to share, making collaboration a breeze!

A recent survey by IDC found that 21.3% of productivity losses can be traced back to using paper in the office. Everything from finding information to sharing and document storage can impact your team’s productivity.

Here are four tips to improve your productivity and cut costs just by using your office scanner!

  1. Scan Safely – Multifunction printers (MFPs) equipped with Xerox ConnectKey technology provide end-to-end scanning encryption. ConnectKey can also encrypt and password protect data using the Scan to Email app. External email is encrypted between MFPs and externally hosted servers with ConnectKey.
  2. Scan to Email – Scan to Email allows you to scan a document directly to email and send it to the recipient in one easy step. The recipient can open, view and save any document. This process uses protocols like SecurePDF to keep your data safe from prying eyes!
  3. Mobile Scanning – The Xerox Mobile Link app allows you to scan or fax directly from any device. By connecting with Xerox ConnectKey enabled MFPs, you can send documents to the cloud and print from the cloud, Additional options let you scan or print directly without the need to connect to any network.
  4. Scan Documents for Easy Collaboration and Sharing – Studies have shown that document recovery can eat up office time with professionals spending up to 50% of their time searching for information, taking an average of 18 minutes per incident! ConnectKey-enabled devices using Optical Character Recognition (OCR) software can create searchable, editable documents that are only a mouse click away and can be centrally stored. This alone can simplify workflows saving time and money.

Your ConnectKey-equipped MFP scanner can save your team time, lower your costs and increase productivity. With ConnectKey you can digitize files that are easily searchable, sharable, and can be stored on the cloud for easy access 24/7 on any device, from anywhere at any time!

Download our free ebook 5 Tips to a Greener Office with more tips to help you reduce paper use in your office.

 

How Mobile Print Can Benefit Your Business

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Mobile devices are a part of modern business. No longer tied to the office, mobile devices allow your employees to do work at home, at a job site, or while travelling. However, if you do not have a mobile print strategy, you may be missing out on the full benefits of mobile technology.

“92% of workers want to be able to print from a mobile device.”

Mobile Printing

92% of workers want to be able to print from a mobile device. If your business depends on printed documents as part of the workflow, employees who are not able to print cannot reach their full productivity potential when out of the office. Mobile printing, using cloud-based technology and security measures, allows your employees to print from their smartphones and tablets, keeping your business running smoothly and efficiently no matter where your employees are located.

Mobile Print Security

While mobile printing should be user-friendly, you need a strategy to implement mobile printing safely and securely. User authentication and encryption can help keep your data secure. Developing a strategy can give you full control over what documents are printed and shared and help unify the printing rules across the company and for all devices.

The Benefits of Mobile Print

Mobile printing provides a number of benefits to your company, especially if you have employees who are frequently working out of the office. It provides your employees with the necessary means to be fully productive wherever they are. This convenience helps your employees get their jobs done more efficiently, and reduces unnecessary downtime in your workflow, ultimately saving you money.

A mobile print strategy will also reduce the workload on your IT staff. A cohesive strategy will allow users to easily print from their devices, without needing IT to help with setup and other connectivity issues. Your IT team can then return to other more critical tasks, while your network security is protected by the means established in your print strategy.

As many as 86% of SMBs do not have a mobile print strategy and are missing out on the benefits mobile print can provide. Mobile devices are the present and the future of business. Integrating them into your business plan via a mobile print strategy can enhance your productivity and security.

Tips for Choosing the Right Managed IT Services Provider

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Today, as we’ve all come to rely on more and more technology in our businesses, Managed IT Services is one of the fastest growing sectors in the tech landscape. From the cloud to tablets, smartphones and mobile printing, businesses in almost every sector are spending more and more time managing technology.

Managed IT Services can help businesses to manage and control everything from IT security to data management, 24/7 system monitoring and a variety of other business IT services. A Managed IT Services provider can help your business to operate more efficiently and sustain your business operation at all times.

A Managed IT Services provider can give your company access to remote monitoring, help desk support, infrastructure management, on-site support and more, keeping your business safe, secure and your technology updated. If you’re choosing a Managed IT Services provider, here are some things to keep in mind:

  • The right provider will ask you the right questions about your business – They’ll want to know exactly what you need, from your cloud provider, to specific technology to run your business. They will want to know about your workflows and your requirements for data management. The right provider will ask YOU the right questions.
  • Make sure your Managed IT Services provider offers 24/7/365 remote monitoring. – A good MSP provider will have a dedicated monitoring system that can identify problems before they shut you down. Choose a provider that offers all levels of monitoring including servers, your complete network, all workstations, devices, firewalls, switches and routers.
  • The right provider will offer 24-hour support, as well as remote and onsite support – This is a must. You should be able to speak with a live IT tech at any time to correct any issue. The right provider will offer immediate remote service as well as onsite visits if a problem warrants a service call.
  • Make sure they understand your industry – A knowledgeable provider will completely understand the tech requirements of your industry. They will make recommendations beyond hardware and will help improve workflow, training and software. Make sure they are fluent in your industry’s specific needs.

Want to learn more? Give us a call and let us show you how outsourcing your IT can free your time to grow your business!

Have you played our Documents in Jeopardy gameshow yet?  Test your document knowledge and you could win an iPad Pro!

 

Are You Making These Common Social Media Mistakes?

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Social media engagement done correctly is a great marketing tool. Social media is about informing, educating or entertaining your readers. Far too many businesses spend too much time selling and not enough time engaging with readers on their social media accounts.

Here are some common mistakes you may be making online, along with effective ways to adjust your approach!

  1. Spreading Yourself Too Thin – Building a presence on social media takes time, focus and effort. You should be  consistent in your messaging and engage with people by sharing important information that can help you stand out from your competitors. It’s hard enough doing this on a single platform let alone two, or five, or ten! Understand your market and direct your engagement to the one or two social channels that are relevant to your target demographic.
  2. Selling Not Telling – The hard sell is so over! Social media users are savvy consumers who can see a hard sell coming. The key to social relevance is informing, entertaining or educating your readers. Address your reader’s pain points in an informative way and offer solutions. You’ll build trust, gain thought leadership, and increase your brand awareness. Build relationships, don’t sell!
  3. Posting Too Little – Social media success relies on consistency of message and regular engagement, If you are only posting sporadically you will get lost in the sea of users. Develop a regular publishing schedule to show dependability and consistency in your messaging.
  4. Ignoring Negative Comments – Negative communication happens. Ignoring or deleting negative comments is a big mistake. Always respond with empathy, listen to what your reader has to say with an open mind, and converse in an honest way. Social media is about building relationships. Always respond!
  5. Make Sure to Measure – The only way you can know if your message is effective is to look at the numbers. Follow relevant metrics! Many on social media have no idea how it’s working (or not working) for them. Metrics can tell you. Track page hits, social shares, brand mentions, engagement through comments, page views and clickthroughs.

Using best practices can help you to establish thought leadership, build relationships and increase sales. Be honest, offer solutions and address your readers’ needs. When done correctly, social media can help you grow your business.

Have you played our Documents in Jeopardy gameshow yet?  Test your document knowledge and you could win an iPad PRO!

 

MPS Can Help Non-Profits Gain Control Over Printing

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Non-profit organizations often have a high demand for print – from internal memos all the way to creating high end marketing materials. At the same time, budgets are often tight and resources can be scarce, making it hard to balance between ease of use, cost and needs.

Managed Print Services can help your non-profit get the most value out of your print environment by focusing on your technology, streamlining workflows, and increasing efficiencies all while addressing and cutting costs.

Today’s Challenges Facing Non-Profits

Many non-profit organizations need to get by with reduced funding levels and cutbacks. Because of these issues, budgets can fluctuate and become unpredictable. Often many organizations are already operating on a shoestring and as a result have few opportunities to reduce or control costs. Add to this often underutilized or old technology and you can begin to understand how controlling print costs is important!

MPS Can Help!

Managed Print Services can help you to get your print costs under control. An MPS provider will work with you to develop and maintain predictable operating budgets while controlling costs.

They will perform an assessment of your current environment to help you manage and improve your printer fleet to make it more user friendly and efficient. Their job is to keep your print environment running smoothly, which can be a huge asset when your funding is limited and every dollar counts. You’ll also have a single point of contact for all of your consumables, service and billing needs.

Today, data security is important.  An MPS provider can help you to secure your important data. Options like digitization of your document workflows can improve data security, increase productivity, lower document management costs and improve workflows.

Working with a Managed Print Services provider makes good business sense. You’ll improve your workflows, increase productivity, enhance security and reduce costs, which can help your non-profit organization to better allocate already tight budgets. If you’d like to learn more, contact us today and see if your organization qualifies for one of our special non-profit programs!

Reach Your Customers Where They Are With Google My Business

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When a customer is in need of a product or service, their first stop is most likely at their computer or mobile device to do an online search. Using websites, consumer reviews, and other online information, customers are making more informed and deliberate decisions than ever before. If your business doesn’t show up on their search, you may lose their business. Having a Google My Business listing helps you target your customer base.

Google My Business

Google is one of the most popular Internet search engines, with associated services including Google Maps and Google+. Consumers searching on Google can quickly access a map of your location, your website, phone number, and other information – but only if you have provided that information. Google My Business is a free, simple, and convenient solution for small and medium businesses.

With a Google My Business page, you can easily update your business’ profile, including hours, location, website and photos. You can also interact with consumers via reviews and inquiries. GMB provides analytic services that allow you to visually see the benefits of having a competitive web profile.

GMB and Your Business

Google My Business targets your customers where they are – online. When a consumer searches on Google, Google Maps, or Google+, your complete profile will show up, allowing them instant access to your information. Before even visiting your website, they can learn about your business and services.

The ability to upload photos of your business provides great value. Studies show that businesses that have photos on their profile are 42% more likely to get requests for directions and 35% more web traffic. These are tangible benefits from the simple step of adding your business photos.

Customer reviews and interaction also help boost your reputation, and GMB allows you to manage this all in one place. Good reviews will also increase your ranking on Google searches without you having to pay for sponsored or ad space. The higher your ranking, the more likely customers are to see your business.

Google My Business is a free service that could prove invaluable to your SMB. With the ability to post relevant business information online, interact with customers and access analytics, your online presence will be more robust and competitive. Without an online presence, your business can get easily passed by. Google My Business puts your business right where your customers are.

3 Tips to Help You Maximize Your MFP Purchase

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We don’t spend a lot of time thinking about our printers. Often, it’s not until there’s a problem like an old machine that needs replacing that we focus on our print needs. But even then, a replacement is often the result of a crisis with little thought put into the purchase.

Today, 40% of business processes in virtually every office rely on printing as an essential part of daily office routines. If you’re relying on a multifunction printer to move information throughout your office, when it comes time to replace it, isn’t it a smart business decision to purchase one that can grow with your business?

Here are three tips to help you maximize your next MFP purchase!

  1.  The Right Printer Can Reduce Costs – While you can pick up an inexpensive multifunction print device at almost any big box store, over the long-term it may not be the best choice for your business. Print makes up about 15% of the average small business budget. Buying a slightly more expensive machine that is scalable can offer a lower total cost of operation and grow with your business needs.
  2.  Get The App! – With advances in technology today, you can find a printer that does more than just print, copy, fax and scan. For example, Xerox’s ConnectKey technology offers users an app that can help manage your workflows and extend the capability of your multifunction printer.
  3. Increase Productivity, Grow with Your Business – Scalability is important when considering an investment in new technology. ConnectKey can grow as your business does. Using simple tools you can:
  • Remotely scan documents with smart devices like tablets and smartphones.
  • Scan content directly to email for easier sharing
  • Wi-Fi Direct Certified boosts productivity by allowing users to print directly from smart devices with no network connection needed.

Want to learn more? Give us a call and let us show you how Xerox ConnectKey technology can benefit your business!

Take our SMB Office Challenge today and find out how you compare with other SMBs like you!  You’ll receive a copy of our Office Print Policy Guide full of money-saving best practices you can start using today!

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