Going Green Starts with Your Office Equipment

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There are plenty of ways to “go green” in your office. Many of these eco-friendly practices are intuitive, such as turning off your computer at the end of the day, and using the appropriate waste bins to separate trash from recyclables.

That said, more and more eco-conscious companies are making smarter hardware decisions to meet their green initiatives. Investing in efficient office equipment—such as printers, copiers, scanners, and MFPs—saves energy without sacrificing quality.

Here are some tips for choosing greener hardware for your office:

  • Invest in efficiency. Typically, office equipment usage accounts for up to 40 percent of a company’s energy bill. Highly efficient machines are simply better for your business in the long run—and also provide immediate cost savings. Be sure to select high-efficiency equipment, usually indicated by the ENERGY STAR symbol. This tells you that you’re purchasing an eco-friendly product, and can potentially reduce the energy used by your business’s hardware by up to 60 percent.
  • Consider the features. Does the MFP you are considering offer duplex printing, advanced sleep mode, and other eco-features? If not, you may want to keep looking. These features are essential for reducing energy consumption and chopping that electricity bill.
  • Buy local. In addition to supporting your local economy, buying or leasing your equipment from a local vendor ensures less gas is used for transportation. Big box office retailers use huge amounts of energy in the shipping of equipment from centralized warehouses to your office. Local inventory also means our machines are available for expedited delivery and installation, with on-site training for your staff.
  • Remember to consolidate. Do you really need separate devices for your printer, scanner, and fax machine? Instead of multiple devices that take up too much energy and office space, consider an MFP, or multi-function printer. Multi-functions systems ensure all of your document imaging needs are met, and consume about 40 percent less energy than offices with standalone devices.

These are just a few of the ways smart hardware decisions can help save the planet and your pocketbook. To learn more, contact Infomax today.

Streamline Forms with Digital Solutions

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Data is a vital part of any business, so the method with which you collect that data must be carefully considered. Many businesses rely on forms completion to keep track of information such as customer history, inventory tracking, and client invoicing. Ultimately, these forms can create a headache-inducing paper chain, while eating up valuable resources and negatively affecting your bottom line.

Wouldn’t a simpler solution be to digitize your forms, thereby streamlining your manual processes? By converting your forms to digital versions, you can easily keep track of them and share them instantaneously.

Here are some of the ways forms solutions from Infomax can simplify your data collection processes.

  • Rapid deployment. With electronic forms, you can create all of your forms quickly, and deploy them just as fast.  No more waiting for print services or a form order to come through. Your workflows will be streamlined and more efficient, as well.
  • Mobile functionality. By capturing forms information digitally, you can easily access it from anywhere. Custom templates and version controls provide the same functionality of your physical forms with the added benefits of file syncing and digital mobility.
  • Paper and forms cost savings. By converting your forms to digital versions, you are drastically reducing the amount of paper your company uses and receives. You’ll save on form production and printing, which can add up to tremendous savings for many businesses.
  • Easier signature capture. If your workflows require signatures as part of the approval process, online forms make it easy to digitally sign documents and keep the workflow moving forward. By streamlining the signature process using digital applications, you can save an immense amount of time and frustration.
  • Instant Access to Data. With digital forms, your data is instantly accessible, in real time, and can be easily updated from anywhere. You can make quick and informed business decisions with all the information you need.

To learn more about how streamlining forms with digital solutions can help nearly every area of your business, contact Infomax today.

Production Printing Workflow Tools You Need Right Now

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Let’s face it: your production printing operation could use a little help. Many print shops however, are slow to upgrade their printing environment out of preference for the status quo. We get it, the task of implementing new workflow tools can seem daunting. But, rest assured that workflow tools can make all the difference when it comes to your business’s efficiency.

By optimizing your professional print environment with workflow software, you can maximize the effectiveness of  your existing equipment. A workflow management system will help tasks get completed faster and more efficiently. This way, you can save time and money, and you can ultimately get back to growing your business.

Here are some workflow tools that could drastically improve your printing operation.

  • Job submissions. By creating a simplified system for job submissions, tasks can be completed in record time. Furthermore, as the process of job submissions is made easier, customer satisfaction will skyrocket.
  • Pre-press. By streamlining and automating print jobs, you can reduce the amount of waste used throughout your print shop. Furthermore, it ensures the integrity of each individual job prior to going to print.
  • Color management: With color management, you can ensure that you will have consistent color on every job. Whether you are using the same color today or next month, the colors will remain uniform.
  • Makeready. With just a few clicks, you can easily adjust particular jobs. By integrating Integrate labor-intensive document preparation activities under one visual interface, you can shorten job preparation and complete more jobs in less time.
  • Processing. Make sure your server is capable of fast turnaround, intuitive use, and consistent high-quality output. Digital front ends (DFEs) control the printing operations across multiple devices and printing environments, ultimately resulting in faster turnaround times for graphic-intensive jobs, as well as personalized jobs.

To learn more about production printing workflow tools, contact Infomax today. We will show you how to take your printing environment to the next level.

Why Make the Switch to Managed IT?

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Integrating managed IT services might seem like a complicated, painstaking process. But, on the contrary, making the switch to managed services provides your business access to specialized tools and services that can alleviate your overworked in-house IT staff. Managed IT maximizes your budget and provides your business with lasting benefits.

Integrating managed IT into your business is not only easy, but it also provides many lasting benefits, including:

  • Improving productivity. It’s actually much easier to improve productivity with managed IT than without it. Your typical lawyer would rather spend his or her days practicing law, rather than attempting to be IT professionals—the same goes for your IT developers and admin staff. By integrating managed services, your team can focus on core objectives. This means your business environment improves right alongside your bottom line.
  • Reducing risks. Don’t just install an off-the-shelf anti-virus software package and hope for the best. There are a lot of ways threats can enter your IT network, and it’s actually much easier to reduce security risks when you have a reputable IT vendor—like Infomax—that is able to safeguard your entire business network against incoming threats. With managed IT, you can rest assured your data and your network is thoroughly protected.
  • Lowering costs. Think managed IT services will hurt your pocketbook? Think again. There is a common misconception that in-house IT always saves money. However, considering how quickly things change in the world of technology. You need a dedicated team to stay up to date on all of the latest solutions, so your technology doesn’t become dated and obsolete. Your existing in-house IT staff is best suited to focus on profitable, business-building projects, rather than day-to-day IT management tasks.
  • Accessing enterprise capabilities. Relying on a few people to perform in-house IT services might seem like the easier solution, but imagine having access to enterprise-level expertise across all IT areas. This means that the advancements made by your IT vendor are yours to utilize, resulting in a better functioning network and a more efficient business.

To find out just how easy switching to managed services really is, contact Infomax today.

Are You Missing Out on Scanning Savings?

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Scanning has been around for quite some time, but many businesses refuse to incorporate a document imaging solution. There are several assumptions made about the world of scanning, many of which are outdated and misleading. There is a good chance that your business is missing out on drastic savings, simply because you are unaware of all of the benefits document scanning can bring to your business.

Here are some facts about how your business can be boosted by incorporating a document imaging solution.

  • Saving your workflow: Maximizing your day-to-day operations so that your business’s workflow is optimized is one of the chief benefits of a document imaging solution. In fact, your workflow can actually improve by 30%. Imagine if all areas of your business could be boosted by such a high percentage. Optimized workflows save time and money, so embrace a scanning solution sooner than later.
  • Saving time: In addition to improved workflows, document scanning also saves time when it comes to finding your documents. Scanning software makes indexing all documents easy, which then makes finding those documents later on a breeze. Instead of sorting through filing cabinets or stacks of paper, you can find exactly what you’re looking for in a matter of seconds.
  • Saving paper: Businesses need paper, at least for now. Exactly how much paper depends on the size of the company and their specific needs. However, by incorporating a document imaging solution, you can drastically reduce the need for paper, which saves on storage costs and reduces your carbon footprint. In the United States alone, there are 4 trillion paper documents, and that number grows by 22% each year. Utilizing double-sided printing, and incorporating certain paperless functionalities, can help you not add to that pile.

To learn more about the myriad ways that a document imaging solution can benefit your business, contact us today.

How to Capitalize with an MPS Solution

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MPS is about more than just managing your printer fleet. It’s about creating opportunities for your business so you can capitalize on growth and focus on core competencies. And that’s exactly what a Managed Print Service (MPS) solution can do for your business.

Here are some of the ways Managed Print Services from Infomax can help your business.

  • Cutting costs: Secure digital connectivity means that your IT and printer-fleet costs are kept at bay. Rather than allowing your printer-related problems to grow or, worse yet, be improperly handled, you can rest assured all issues will be handled by your MPS vendor quickly and properly. This allows your IT staff more time to focus on other areas of your business, which grow your operation and increase profits. This will ultimately boost your staff’s productivity and will save your business money over time.
  • Increasing efficiency: Sooner or later, every hardware or imaging device will have a problem. But, your company depends on your copiers, printers, and MFP for its day-to-day operations. And, that’s where the value of an MPS solution really comes into play. With MPS, there is always a plan for immediate action to remedy the situation and get your office back on track. This maximizes efficiency and productivity so your business doesn’t miss a beat.
  • Reducing your carbon footprint: “Going green” is not just a fun phrase. On the contrary, taking steps towards a greener office is actually is hugely beneficial to all companies, as well as the environment. An environmentally conscious business has an improved reputation, as well as a greater chance of taking advantage of tax incentives. MPS can help find the middle ground between what you need, and what is best for the planet Earth.
  • Staying competitive: Taking advantage of MPS can help you stay ahead of the curve. You are not only more aware of your printing environment and its output, but you are able to implement this knowledge in a way that saves time, money, and energy.

To learn more about how MPS can take your business to the next level, contact us today.

Why Recycle Toner Cartridges?

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In a perfect world, businesses would never produce waste. After all, waste is not only bad for the environment, it’s also bad for the pocketbook. Because of how prevalent waste can be, oftentimes businesses overlook easy steps that could reduce their waste, such as recycling toner cartridges.

Here are some of the benefits of recycling those old toner cartridges.

  • Reducing emissions: By recycling toner cartridges, you help reduce the more than 40,000 tons of plastic and metal that goes into landfills, meaning you are also reducing air and water emissions. Landfilling, incineration, and the manufacturing of new cartridges are all cut down when you recycle your cartridges.
  • Conserving natural resources: Recycling means that you are taking part in a global effort to reduce the need for raw materials. This way, resources such as water, timber, oil, and minerals are being used less.
  • Saving energy: The amount of energy consumed when unneeded waste must be processed is astronomical. This is because the energy required to make a new cartridge is several times that of simply reusing or recycling an old one. Currently, only 20-40% of empty cartridges are recycled, meaning up to 80% go to landfills.
  • Improving quality: Saving the planet is great, but your business must still rely on high-quality cartridges. Fortunately, recycled cartridges are just as reliable as new ones. Also, recycled cartridges are cheaper. This way, you are saving money in multiple areas, and helping to reduce the 300 million cartridges that are thrown away each year.
  • Simplifying the process: Many businesses hesitate to begin recycling their cartridges, for fear that it is a tedious task. After all, business are busy places, and who needs one more thing to worry about? The reality is that recycling toner cartridges is easier than ever and can quickly be incorporated into your business.

Several of Infomax’s vendors accept toner cartridges for recycling. Click here to learn more, or contact us directly to learn more about the benefits of recycling toner cartridges and how you can get started.

How to Keep IT Costs Down and Security High

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Everyone wants a safe and secure IT network. However, everyone also wants to make sure they are not spending an arm and a leg on unnecessary steps or convoluted security measures. Keeping your IT network secure should not break the bank. In fact, keeping your IT costs down and your security high does not have to be difficult at all. With a few tips and a little diligence, you can keep your IT network safe and your costs down.

Here are some tips on how to save cash and secure your IT systems:

  • The basic three. It is paramount, when securing your IT network, that you keep a close eye on the three basic types of IT security. First of all, there must be a proper system for backups. Backups are an essential part of any IT security setup. Secondly, there is maintenance. Ongoing security includes things like firewalls and spam filters, and will catch problems before they manifest, ultimately helping your bottom line and saving your from massive headaches. Finally, be sure you have a proper recovery system in place. Disaster can’t always be prevented, and in those instances, a good recovery system is essential. Focus on these three areas of IT first, and then add on as your budget allows and as your business grows.
  • Getting everyone involved. It’s important to remember that you alone cannot handle your company’s IT network. The security put in place is only as efficient as those maintaining it. Educate your employees on just how to handle the security of the business. Turning off computers at night, avoiding potentially harmful emails, and other basic steps will ensure everyone in your company is doing their best to keep information safe.
  • Get a partner. Finding a reliable partner for IT security is one of the most beneficial steps you can take for your business. Rather than going at it blindly, hire a group of experts who understand the intricacies of IT management. This way, you and your partner can work together to customize plans for your business.

To learn more about IT security and how it can be affordable for your business, contact Infomax today.

Back to Basics: The Importance of Monochrome

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Color printing is great. It captures the eye, holds readers’ attention, and direct them to the information you most want them to see. However, there is no replacing black and white printing. Monochrome printing is still the king of the printing hill. For that reason, monochrome MFPs, or multifunction printers, are often an affordable and wildly beneficial addition to businesses.

Here are some ways that monochrome printing devices can aid your business.

  • Lightning speed. When you need something printed, you do not want to have to wait around for that old inkjet printer. Monochrome laser printers will blast out your printing projects quickly and efficiently. High-volume jobs are a piece of cake with monochrome laser printers, too, as they are as reliable as they are speedy.
  • Lower costs. Sure, that fancy color MFP might have all the bells and whistles, but why waste money on features your business doesn’t need? By going with a monochrome printer, you can solve your printing needs without breaking the bank. This way, you can focus on your work, rather than trying to pay off unnecessary equipment.
  • Going green. Ironically, sometimes going green is black and white. Monochrome printing helps the environment by using fewer consumables, such as toner cartridges, so that your conscious is more at ease every time you hit the print button.
  • High quality. Monochrome printing is not what it was ten years ago. In fact, the advances made in monochrome printing have resulted in some of the highest-quality document printing to date, and it’s available for your business. Furthermore, these advances have actually made printing more affordable over time. Color is great, but monochrome printers often offer finishing options that add that special something to your projects, so you can be as versatile as ever.

To hear more about monochrome printing and if it’s right your company’s needs, contact us today.

Let Leasing Work for Your Business

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It’s time to replace that old printer, copier, or MFP. Fortunately, this likely means that your business’s needs have outgrown your current printing solution, and that means things are going well. Still, the thought of replacing equipment and the hassles associated with purchasing it can make the process far more complicated than it needs to be. For example, an alternative solution to purchasing new equipment is leasing.

If you’ve never considered leasing your printing products, here are just a few ways it could benefit your business.

  • Improve cash flow. Everyone loves cash, so why not hold onto more of yours? Leasing equipment frees up cash flow, as it reduces the need for painful setup costs. Furthermore, very few lease financing options require a down payment. Companies will usually work with you closely to tailor your printing solutions for your specific needs.
  • Easier financing. Unlike the traditional purchasing process, in which approval can take months, leasing companies typically only need six months to a year of credit history. This means you can start solving your printing needs right away, regardless if your company is newer than most.
  • Up to date. When purchasing new printing equipment, it is only a matter of time before that machinery becomes obsolete, or at least out of date. Fortunately, with leasing companies, you can keep pace with technology, updating your equipment as you go.
  • Planning for the future. Leasing your printing solutions means that you are set up for the future. When your business is booming, you can adjust accordingly. Conversely, when rough waters occur, you can rest assured knowing you are paying for what is required for your business, and you can adjust accordingly.
  • Short terms. Typically, a leasing company will lease equipment for a two-year term. This way, as situations change, so too can your printing solutions.

To learn more about how leasing your printing solutions can be beneficial to your business, contact Infomax today.