Coleman Technologies Blog

Business Printing

In the past, businesses greatly relied on the use of their printers, but it really can’t be said that this use is particularly monitored, even now. As a matter of fact, a survey conducted by Buyer’s Laboratory suggests that a full 90 percent of companies (yes, nine-zero) don’t keep track of their printing costs - a number that can regularly add up to over five percent of a business’ total revenue. If this seems high, take a moment to consider the different expenses that contribute to this total.

Naturally, you have to consider the resources you need in order to use a printer. You need the requisite paper and ink, but not many people would think to include the electrical costs of keeping the printer in operation. You also need to take the time (about 15 percent of it) that your IT department spends dealing with printer-related issues and the 23 percent of help desk calls that are made in regard to these issues.

This all impacts your operational budget, and there’s a chance that you weren't even aware of it.

What Can Be Done?

For starters, you need to begin tracking your printing costs, as it will be beneficial to find out how much of your budget is potentially being eaten away by unneeded spending there. Secondly, you should implement a print management solution to make it easier to continue this tracking in the future.

In order to really get the most out of your print management solution, you should have a strategy that allows you to do so. By granting you with greater insights into your printing, you can figure out ways to minimize or eliminate excessive costs, without negatively impacting the accessibility of printed materials.

When considering your options for a print management platform, we recommend that you look for the following features:

• Comprehensive Assessments - As we said, many organizations don’t use any tools to keep track of their printing costs. This tool in particular will give you a better idea of how much is being printed, where it is being printed from, and when your devices are due for maintenance.
• Print Management - A print management platform can provide you with precise controls over how your printers can be used.
• Paper-to-Digital Conversions - By transferring your printed resources into digital ones, you can evaluate the value that they provide when printed and better optimize your printing costs.
• Better Security - It stands to reason that your data security can improve when you have more control over this data. Hard copies inherently mean that you have less control, and a greater risk of a security issue.
• Tracking Capabilities - By tracking how much is being printed, you can help optimize your costs through implementing certain controls, like user limitations on how much can be printed in a set amount of time.
• Setting Print Policies - You can set up resource-saving policies like enforcing double-sided printing and establishing print quotas to prevent users from abusing the office printer.

If your business’ documents are resulting in excessive costs, reach out to our IT experts today! Coleman Technologies can help you keep your printing under control. Call (604) 513-9428 to learn more.

Today, we’ll be discussing some of the best IT solutions for professional services.

Software as a Service
The cloud has brought about a revolution in the way professional service firms think about and manage their software applications. Software as a Service, or SaaS for short, is the delivery of software through the cloud for a monthly fee. SaaS is usually billed per user, and it includes solutions such as Office 365 and G Suite. Software developers have created solutions that can be deployed through the cloud, providing many industries with cloud-based software that is built specifically for their needs.

Mobile Solutions
Mobility can open up a lot of doors for any business. For a professional services firm, there is more to consider, though. Many of these professional service providers need to consider federal, state, and industry requirements that demand additional layers of security for sending and receiving data. Therefore, the benefit of adding mobility to an infrastructure needs to be approached with considerable caution, as data security must be prioritized.

One of the best solutions to this dilemma is a virtual private network, or VPN. A VPN provides a layer of encryption around your communications between mobile devices and the central network infrastructure for your organization. This added security protects data while it’s in transit. It’s also a great solution for a business that wants to limit its use of paper records in favor of a more digital solution.

Document Management
Having access to information gives professionals the ability to stay connected to clients and other resources as needed, whether they are in the office or not. A document management system is the ideal way to digitally store and access files in a database; and trust us when we say it is much easier to find a document in a database compared to digging it out of a filing cabinet.

Professional technicians can scan an organization’s paper files through the use of a special software to deposit them inside a database in the form of PDF files. This database and a Relational database management system give an end user the ability to search the DMS for keywords found in the documents. All of this is accessible to users through an Internet connection, making it both accessible and convenient.

Through combining DMS with a VPN and SaaS offerings, professional services companies can achieve unprecedented security and data access. To learn more about how your organization can take advantage of these tools, reach out to us at (604) 513-9428.