3 Ways to Improve Your Office Environment

admin : April 24, 2018 5:36 pm : Blog

A calm, productive office environment is vital for the success of your company. When efficiency improves, employees take notice and are encouraged to work better as a team.

The most important aspect of any office environment is that the team is working towards a common goal. However, there are many obstacles that work against positive attitudes and productivity.

Long commutes or hot summer days can put pressure on your employees. Mix in technological troubles and you’re bound to have a stress-induced explosion.

We don’t want to see any office collapse under pressures, so we’ve narrowed down the top three ways to improve your office environment.

1. Focus on Communication

Communication is the key to any relationship, and the office environment is no different. Employers and employees need an open line of communication to discuss their needs, expectations, and frustrations.

Most have heard of the “open-door policy,” but we encourage open, clear communication during projects. Open communication should be focused on sharing ideas.

Allowing workers to voice their ideas helps employees feel significant at work. Sharing theories and strategizing together builds bonds and heightens the probability of success.

Employees will be more comfortable in an office environment where they feel heard and understood. You’ll also have a strong team, capable of tackling even the most difficult issues.

2. Team Building Workshops

Team building workshops are specifically designed to improve workflow as well as office morale.

Workshops like the Myers-Briggs personality test reveal how employees like to work. There are also inside tips on what could minimize stress. This workshop will also help co-workers understand each other and give them the tools to avoid conflict.

Workshops also provide a free, safe space for employees to voice any concerns.

3. Decor Creates a Positive Office Environment

Believe it or not, decor is a vital part of a positive office environment.

You want your employees to feel uplifted and energized when they come to work. Simple details like lighting or faux flowers can totally transform the atmosphere of a room.

Lighting alone has been proven to improve productivity and mood. We’d also recommend staying away from fluorescent light as the blue tone can be harsh on the eyes. Warm lighting is the best option as it’s both inviting and gentle on the eyes.

A Helping Hand

DocTech wants to be apart of your quest to improve your office environment.

Consider our office solutions to extend your abilities and efficiency. Give us a call at (781) 899-8408 to learn more!

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How Can Good Document Management Benefit Your Business?

admin : March 30, 2018 9:01 am : Blog, Document Management

With the increase in technology, more businesses are turning to their computers to keep up with important documents.

For those who aren’t as tech-savvy, trying to click around a mess of documents in your computer can get confusing.

It doesn’t have to be a headache. Here is a list of ways, you can make your transition from paper to screen with proper document management.

What is Document Management

Document management, to put simply is a software that allows you to store, and keep track of electronic documents.

Some of this software is stand alone, performing the single task of assisting their user in managing files.

Other software comes with business-related tools such as calendars, wikis, blogging, and messaging.

Take the time to do research and decide what kind of software would be best for your team.

Security

One of the biggest benefits of managing your documents electronically is, it’s more secure.

This involves having a clear written policy and a computer system that can store information and supply easy, secure retrieval.

On average, companies share documents with eight hundred twenty-six external domains. With this much information being shared, security is a huge risk.

It’s best to shop around, companies like Xerox are working on making apps that are not only cost friendly but security friendly as well.

Other Benefits Of Good Document Management

As stated before there are many benefits to Having good management. Here are just a few of many.

Collaboration and Communication

By having the ability to quickly access documents and share them through a workspace electronically, you open up the ability for employees to work on the same project with little to no hassle.

Time-Cost Savings

By having important documents organized neatly on your company intranet it makes it simpler and faster to locate them. No more being late for meetings trying to find them on a messy computer desk. Time is Money.

Easy Availability

With the number of employees in the world who work from home and travel to different countries for work, not everyone can be in the office all the time.

Having your files organized and easily accessible allows these employees to still obtain important information when they can’t be physically present.

Increase Productivity

Strumming through filing cabinets can eat up a lot of time. Being able to upload, share, track, and edit documents via a system allows you to use that time to get work done.

Have a system in place

Not having a proper document management system in place for your company can be a breaking point.

They boost security for your important documents and make it easier to obtain and share them.

This is a tool that can make collaborating on projects among employees easier.

Don’t waste the time you could be working, thumbing through filing cabinets for hours.

Document Technologies have many cost, eco-friendly, options that you can skim through such as energy efficient printers.

Begin your search for a proper system. Your business and stress level will thank you.

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How to Find the Most Economical Printer for Your Needs

admin : February 2, 2018 4:29 pm : Blog, Green

When you’re shopping for your business, everything comes down to dollars and cents. Printers are no exception. With countless options on the market, how do you find the most economical printer for your company?

Don’t worry, we’ve broken it down into an easy-to-follow buying guide for any business!

Make a List of Needs and Wants

Each business printer has its own set of features. And of course, the more features a printer has, the more it will cost. To avoid paying for features you don’t need, list your needs ahead of time. List the features you absolutely need, and the ones that would be nice to have.

Here are a few to consider:

  • Color vs. black and white printing
  • Photo printing
  • High-capacity paper tray for fewer fill-ups
  • Automatic double-sided printing
  • Networking capability
  • High-resolution printing
  • Automatic document feeder
  • Automatic stapling

Decide Between a Basic Printer or an All-in-One Machine

All-in-one machines have become popular amongst businesses. These machines aren’t just printers, they’re also scanners, copiers, and sometimes fax machines.

As you might expect, basic printing-only printers tend to be less expensive than all-in-one machines. However, an all-in-one printer is more economical than buying three separate pieces of equipment.

If you want the ability to do all these functions and you don’t already have the other items, a multifunction machine may be the way to go.

Compare the Prices of Laser vs. Inkjet Printers

There are many types of printers, but two of the most common options are laser and inkjet. The right choice will come down to the list of needs and wants you’ve made.

Inkjets tend to have a lower initial cost, but there is a lower laser printer cost per page. There are a few other cost comparisons to consider, though:

  • Inkjet printers have more flexibility to print photos, oddly-sized documents, etc.
  • Color laser printers cost significantly more than black-and-white ones. Inkjets cost a similar amount whether you choose black-and-white or color.
  • The most expensive of a laser printer you buy, the lower the cost per page typically becomes.

Consider the Print Speed You Need

Another factor that impacts printer cost is the printing speed. Of course, for businesses that print extremely high volumes, a higher printing speed is crucial.

For small to medium-sized businesses looking for the most economical printer, look for 20-40 pages per minute.

Consider a Super-Tank Printer

Super-tank printers are machines that use larger ink or toner cartridges. As with many items, ink and toner are less expensive when you buy in bulk with larger cartridges.

But before you jump onto the super-tank bandwagon, consider your cash flow. These devices cost more upfront, and while you’ll buy ink less often, each cartridge does cost more. If you have a tight cash flow, this might be a challenge.

Look for Energy Star Compliance

Energy Star is an organization created by the US government to identify electronics with low energy usage. If you see printers or multifunction devices with an Energy Star, it’s a sign of a lower energy use which means a lower operating cost for you.

Shopping for the Most Economical Printer Made Easy!

Now that you know what to look for, take your time and shop around. To see all your options, shop online for business printers so you can compare many devices at once.

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5 Reasons Why Quality Printing Matters to Your Business

admin : January 2, 2018 2:31 pm : Blog, Tips

In a world that has become increasingly digital, the value of quality printing is at an all-time high.

It is not enough to simply capture your customer’s attention; you must inspire them to action.

Research shows printed materials help create deeper emotional connections with consumers.

Don’t miss an opportunity to engage your target market. Read on to discover 5 important reasons why your business should concentrate on its print materials.

Quality Printing Materials Are Your First Impression

Before a customer enters your business, he or she will have certain expectations of their experience.

Whatever you’re selling, a great print campaign will go a long way in determining if that customer ever gives you a chance.

The customer will immediately begin judging your brand based on what they see.

The impression created by the sharpness of your logo, the quality of paper, how the design matches your product, etc., is crucial.

Quality Printing Builds Brand Credibility

Simply put – if your materials look cheap, people will associate your brand with poor quality.

Taking time to focus on design and investing in quality printing will make customers take your brand seriously. It sends a message that you have a product worth showing off.

It also aids the impression that your business is successful and professional.

Stand Out in the Digital Age

So much of marketing happens online. Many companies have lost sight of the value in print marketing.

You don’t have to choose between having an online and a physical presence. Your online presence should complement your physical outreach and branding.

Quality materials will help you stand out from the competition by tapping into something they are not doing.

It is easy to ignore an email ad. Our inboxes overflow with them. It is nearly impossible to ignore a well-designed physical ad that shows off your product well.

Connect with Your Customers

Well-executed brochures, flyers, and other direct marketing campaigns give your business an advantage.

They can also help your customers remember your brand message better and motivate them to buy.

According to Forbes, customers connect better with paper advertisements over digital ones in almost every metric.

They will spend more time engaging, tend to remember content better, and place a higher value on the product being sold to them with a print versus digital ad.

Focusing on quality printing will help your customers feel confident in your goods and services. Ignoring it could cause them to undervalue what you offer.

Get a Better Return on Your Investment

The most important benefit of quality printing is to your bottom line.

Developing beautifully printed material will increase sales and positive customer engagement.

Having an energy efficient printer can further help your bottom line by reducing the costs of printing quality materials.

Your business deserves to be showcased.

By setting aside resources to ensure your physical marketing tools do this, you greatly increase the chance of customers finding you, supporting your business repeatedly, and spreading the word.

We Can Help

We specialize in helping small businesses with their office and business equipment needs. Because we’re local, we understand and appreciate how to work with our community.

Contact us today to discuss how we can help your company grow.

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How to Choose a Printer That Meets Your Business Needs

admin : December 4, 2017 3:42 pm : Blog, Tips

There are many reasons why businesses haven’t gone 100% paperless. For one thing, backfile conversion just isn’t worth the time and effort. Imagine having to scan, tag, and organize all those files from about a decade ago.

And then there’s the questionable security of digital. No matter how diligent you are with backing up files, there’s always the risk of hacking.

Plus, there’s the cost. Sooner or later, your free cloud storage isn’t going to cut it and you’ll need to pay monthly subscription fees.

Fact is, we still need paper. Which also means you need to choose a printer that meets all of your business needs.

Consider Your Budget

Of course, budget is the first consideration. You don’t want to spend more than you can afford. But you also don’t want to go for the cheapest printer you can find.

If you really want to save money, you shouldn’t just look at your initial costs. Think about how much you’ll have to pay if you have to replace your printer’s ink or toner. Now, if your printing needs are such that you can go a long time before needing ink/toner replacement, then a budget printer model may not be such a bad idea.

Think About Your Printing Requirements

How you choose a printer will depend on what you usually print. If the bulk of your printouts are letters, spreadsheets, and documents with few graphics, a monochrome laser or LED printer is a good option.

But if you need superior photo quality, an office-ready inkjet printer is worth considering. Aside from paper, some inkjet models can print on other media including canvas, CDs, DVDs, iron-on transfers, and so on.

For something in-between – faster than an inkjet but greener than laser or LED, solid-ink printers are worth looking into. Just know that Xerox is the only supplier and ink block refills are not exactly cheap.

Check the Specs

If you’re not the only one who will be using the printer, you’ll need to consider networkability – either ethernet or wireless. You’ll also need to look at your paper usage. You don’t want to be refilling the paper tray more than you have to on a daily basis.

Another thing to check is the printer’s paper-handling capabilities. If your business grows, can your printer handle the increased demand or will you need to upgrade to a model with higher capabilities?

Your office might be better off with a multifunction device, which doesn’t just print but is also capable of copying, scanning, and faxing.

Ready to Choose a Printer?

Finding the right printer for your office doesn’t have to be a long drawn out process. If you follow our guide, you should be able to find a suitable printer that fits your budget and can handle all your printing requirements.

If you need more help choosing a printer or other office equipment, you could benefit from our office assessment service. Here, we’ll look at your areas of opportunity and help you find solutions based on your print environment.

For more information, don’t hesitate to contact us.

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5 Signs Your Office Needs a New Copy Machine

admin : November 6, 2017 12:35 pm : Blog, SMB

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Oftentimes, the most frustrating coworker in an office may just be the copy machine. In fact, copiers that are used extensively may need replacement as soon as 2 years from its original installation.

The only times we really notice our copiers are when things start to take a turn for the worst. Read on to find out 5 signs that it’s time for your office to invest in a new copy machine.

1. Frequent Breakdowns

If you find that your copy machine spends more time out of commission than helping your place of work, it may be time to say goodbye. Frequent breakdowns are the most obvious sign that your copier has reached the end of its lifespan.

These breakdowns may seem like bad luck at first. But, when the repairman comes time and time again to fix mechanical issues, the problem is clearly not going to be a one-time issue. It’s best to move on to the next copy machine in order to avoid further frustration.

2. Increasing Copier Costs

If you’ve noticed a consistent increase in your expenses directly due to your copy machine, it might be time to find a new one. Increased expenses due to labor, ink, or even new parts are all indications that your money can be invested elsewhere.

Though buying a new copier may be a large upfront cost, it will all be worth it in the long term. There is no point in trying to push the issue on a machine that simply won’t cooperate.

3. Your Copy Machine is Energy Inefficient

Energy efficiency is great for any business as it helps the environment and cuts unnecessary costs. So, when your copier is no longer meeting your efficiency standards, there may be another machine that will help your business in reaching its green goals.

Old copy machines require much more energy to operate and can be a drag on your office’s energy bill. Newer copiers have become more efficient every year, as manufacturers are beginning to understand the importance of an energy efficient workplace.

4. Your Copy Times Just Aren’t Good Enough

Are your workers spending less time at their desk because they’re spending more time waiting for their documents to finish copying? If so, a new copy machine may solve many of your efficiency issues.

New copy machine models always have speed and quality as their highest priority, and replacing the old dinosaur in your office may be of primary interest. With faster copy times also comes sharper resolution on your files, so your new copy machine will churn out a crisper, better image in less time.

5. You Need More Security

While every company takes measures to ensure that their files on their computers are safe, other devices may still be susceptible to security breaches. Copiers can also be the target of outside hackers, so it is important that they have some sort of security for your files.

While older versions of copiers do not take many security measures, new brands and models do now, as cyber security is very important to modern businesses.

Moving Forward

Now that you have identified whether it’s time to replace your old copy machine, your next step is finding the best possible replacement for your business. Get a free quote on machines that can help your small business from the moment that they are installed.

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5 Tips for Creating Extra Large Prints

admin : October 3, 2017 3:24 pm : Blog, Document Management

Large format printing on a color plotterEven in our highly-digital world, printing still has its importance.

Printing is more than just briefings and presentations. Extra large printing allows your company to print banners, signs, and posters in-house.

But, extra large prints aren’t simple. There are many factors you’ll need to consider to ensure the prints maintain their quality and color.

Keep reading to learn five tips for extra large print jobs.

Keys For Extra Large Prints

1. Use Vector Images

When possible, use vector images for all large-scale prints.

Vectors aren’t made of individual pixels and can be scaled to all different sizes. Because vectors are defined by mathematical equations, they maintain their crisp look and sharpness at all sizes.

Resizing bitmaps can be problematic as they can appear blocked and jagged as they are resized.

2. Choose Color Wisely

Huge prints are meant to be seen at a distance. This means the colors you choose need to mesh.

Use a background that contrasts with text color. Sometimes a simpler color scheme works best. Avoid overly bright colors as well as overuse of backgrounds and textures.

Aside from readability, color is also important when printing via an office printer. You want to ensure that your colors are CMYK friendly. Otherwise the color balance may be skewed after printing.

3. Properly Resize the Image

All image editing software allows you to resize an image. While this will enlarge the image, it’s also likely to make it heavily pixelated.

For extra large prints, you’ll want to use photo enlargement software such as SmillaEnlarger. This software enlarges images without pixelating them.

Improperly resizing an image destroys its quality.

4. Font Matters

Font is important when printing extra large items. You’ll need to ensure that the sign or banner can be read from a distance.

For extra large prints:

  • Stick to traditional sans serif or serif fonts
  • Test readability using your computer monitor
  • Always use cross-platform fonts

The wrong font can make a sign useless. Readability is key to get your message across to the intended audience.

5. Megapixels Are Important

An image looks much different than it will when printed. For example, a 2-megapixel resolution will lose its quality if printed higher than 4×6.

Before printing, determine the megapixels of the image. Use an image editing program to determine the image’s dimensions.

To determine megapixels, multiply the image height and width. This will give you the number of pixels. Divide that number by 1 million and voila, you’ve got the number of megapixels.

Extra Large Prints: Wrap-up

As a commercial business, printing is a must. From extra large prints to everyday printing, hard copies are needed for routine business.

Want to ensure that your company’s printing services at effective and efficient? Looking for a company to provide managed printing services?

If so, work with Document Technologies. We can help maximize your company’s printing services. In turn, you can optimize your printing budget.

Contact us today to learn about our business solutions.

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4 Reasons to Hire a Document Management Service

admin : September 6, 2017 9:51 pm : Blog, Document Management

Do you feel like you’re drowning in a sea of random documents? Does it take you hours to find what you need?

If the lack of organization in your office is driving you crazy, there are a couple different ways you can solve the problem.

You could block out a couple days’ worth of your valuable time to try to make sense of everything. Or, you could hire a professional to organize your documents and implement a system that will keep everything in order.

A professional document management service will do wonders for your business. Keep reading to find out how.

What Is Document Management?

What does a document management service do? Basically, just what the name suggests.

Document management professionals retrieve, process, and figure out the best way to store all of your electronic and paper documents. They also ensure that your documents stay up-to-date, secure, and easily accessible to authorized personnel.

Why Hire a Document Management Service?

Save Money

Every business owner wants to cut costs around the office. Getting your documents in order is one way you can accomplish this.

Document management cuts your printing and storage costs down significantly. If you’re able to rid your office of paper documents completely — or at least decrease the amount of space they take up — you’ll save money on paper and printing. You’ll also have more room to dedicate to more demanding aspects of your business.

Save Time

How much of your valuable time are you wasting sifting through boxes of documents? Time truly is money, and every minute you waste looking for information is a minute you could have spent working to boost your business’s bottom line.

Hiring a document management professional also means you don’t have to assign another employee to the task. Instead, everyone gets to keep doing what they were hired to do, and no one’s time is wasted.

Create a System That Works

Assigning a random employee to organize your files also will likely only be a temporary fix. That employee probably doesn’t know how to implement and manage an organization system. This means that, over time, things will just get out of order again.

A document management professional will set up a system that’s easy to maintain and will keep everything in its place long term. They’ll also identify the root cause of your office’s disorganization and create the best plan for your business and its needs.

For example, if your issues are mainly with digital documents, the consultant might find that documents are hard to track down because everyone has a different way of labeling them. They will then implement an easy-to-use system for keeping your digital files in order. This kind of system might include setting up a consistent way of naming files so they’re easier to search for and locate.

Keep Important Information Safe

Document management isn’t just about saving time and money, though. It’s also about protecting your business and your clients.

Paper documents can easily be lost, damaged, or stolen. This puts you and clients at risk. To maintain your business’s credibility and avoid having to start from scratch, make sure valuable documents are preserved and safely stored so that only those who can be trusted can access them.

Get Help Today

If you’re ready to hire a document management service to get your business in order, we’re ready to help. Contact us at Document Technologies today!

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Simplify and Maximize

admin : August 23, 2017 3:30 pm : Blog, Document Management, Managed Print Services, Xerox

If every day at the office is a jumbled mess of too many processes, it’s time for you to take control of your business. You can work smart while you work hard and make the most of your time. Businesses all over the country are finding areas of opportunity within their work structure where they’re cutting costs, saving time, and improving productivity.

Is your office running as smoothly as it could? Do you often find yourself repeating tasks when it’s unnecessary due to a lack of uniform processes? If you’re spending too much time righting wrongs, focusing on menial tasks, and not getting enough valuable face time with your customers, let us help you take the office reigns. Simplifying your business doesn’t have to be hard.

Automate

When it’s right for the situation, automating a response or process can be incredibly beneficial for not only you but the consumer. Save time and resources by creating a series of questions or processes that will direct your customers to the right solutions. Automation can be in the form of a form, voice over, or any other process that can be designated to technology.

It’s important to remember that now everything should be automated. Face to face interactions are the most important aspects of a customer-to-business relationship. Only automate when needed so you can focus on your customers!

Leverage Technology

The tool that will save you the most time is right at your fingertips—literally! We all know, love, and use technology but you’ll find that many businesses aren’t properly leveraging their technology to its maximum capacity. We’re not just talking about your laptops, tablets, and phones either; we mean printers, copiers, scheduling, and software.

Consider your print environment, for example. Does your machine have the ability to copy, print, fax, and scan? Do you utilize these features? Do you print front and back? These are all questions every business should be asking themselves. Understanding and using technology appropriately can save you a lot of unnecessary headaches.

Get On a Schedule

From the time you have your morning coffee until you shut down your computer and pack up for the day, you should be on a semblance of a schedule to keep you motivated, productive, and proactive. Do your employees work closely to each other, or is it more of individual tasks? No matter what your office environment is, a schedule of daily activities or goals can put everyone in a better work mindset.

Document Technologies is helping Boston businesses work efficiently and effectively so you can focus on what really matters; your customers. For any and all of your office needs, give us a call! We’re ready to help!

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To Toner or To Inkjet: 5 Things to Consider

admin : July 25, 2017 3:06 pm : Blog, Xerox

A big investment like purchasing or leasing a printer should never be taken lightly. When your company decides to invest in high quality, high-volume printers, the whole team should take a few things into consideration. Printers are build with the future in mind, more specifically, your future.

However, we’ve found that the biggest point of hesitation in the printer buying process isn’t the hefty price tag of the device, but the continual cost of toner.

Toner costs can be a shocking, initial charge to the printing novice. It’s cost is one of the factors towards a shift to inkjet printing.

Particularly with production printing, the biggest decision you and your team will need to make is between toner and inkjet machines. Each have their own unique advantages, as well as disadvantages. You can make this decision based on total cost for your operations, workload, and how your office operates.

There are so much that go into a high cost investment like production printers but thankfully, Xerox is helping companies all over the world sort through and pick out what your business should be looking for.

Howie Fenton has been in the graphic communications industry for over 25 years and has become a voice of authority in all things printing, with focuses in operational production and digital printing. He has identified some key considerations when it comes to comparing toner and inkjet fleets.

  1. In general, inkjet presses are usually more productive and cost efficient, however the size of their workload determines its cost efficiency. Large workloads equals more cost effectiveness. What sort of volume does your business have?
  2. Think about your staffing the square footage of your space? What is more efficient, twelve machines or four high speed devices?
  3. Don’t forget about those energy and electricity bills! Inkjet machines can drastically increase your electricity bills depending on where it’s located.
  4. Consider paper costs and which devices may have an environmentally friendly alternative.
  5. What’s inside your machine? Depending on your choice, you may have reusable or self-service options. This is a big saver on parts and travel costs.

Document Technologies is your Authorized Xerox Agent. Contact us for any and all of your questions about your office solutions. #WorkingBetter with Xerox has never been easier in Boston.

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