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Many details go into pricing a copier machine that can fluctuate your specific case, though on average you can expect one to cost $7,000 to purchase. Commercial copy machines have come a long way since the days of opening up the platen cover to place a document on the glass to make a photocopy, though that option is still available. Now, you can scan documents directly to a subfolder within your cloud storage platform or print in Pantone matching color, all with a copier machine. Below are some elements to consider in your cost equation for commercial copiers.

Assessment

An office with three employees periodically needing to print throughout the day will require different capabilities than say a 20-person office sharing a common copy room copier. Some situations call for multiple devices or a blend of copiers and printers. It is very important to understand your office layout and what kind of printing initiatives you want to implement before investing in a business copy machine.

Ledger or Legal?

Do you know the difference between ledger and legal paper? Ledger-sized paper is 11x17 inches, while legal is 8.5x14 inches. Ledger paper has phased out in popularity over the years but still serves a purpose and is ideal for excel spreadsheets that may need to be printed or creating workbooks. The reasoning behind why you need to know whether you need ledger or legal is because it can help define the best copier machine for your workplace. A3 devices allow you the capability to print up to 12x18 sized paper while newer devices termed A4, scale down the paper output capability to legal size and achieve a smaller footprint in size and usually cost.

Paper Output & Speed

Much like before, comparing the three-person office to the 20-person, knowing the amount of prints/copies your office does in a day or month helps identify which device is right for you. Say you are a 10-person office and on average each person prints to the copy machine between 100-200 times a month. With this volume, the speed of the device is lesser of an issue though it would be a question worth asking by the vendor. Suppose you printed 20% of your volume each month in casual one or two-page jobs but the other 80% were large jobs of 30 or more pages. It would then make sense to at least consider a device that could get the jobs done quicker so employees were not spending prolonged time periods waiting for their jobs to finish.

Accessories

The commercial copy machine is useless without accessories like the paper tray, paper feeder, and even the stand it sits on (if not a desktop model). Usually, a base model copier machine consists of at least one paper tray, either a reversing paper feeder or automatic paper feeder (scans 2-sided documents in a single pass), and a stand. These features alone may give you all you need, but it is important to address the needs of your user group and not just take the word of the salesperson selling you a particular device. Do you need faxing capabilities? Would having multiple paper trays be beneficial so you don’t have to load proposal paper or checks into the tray each time you need to print them? Would you like to have stapling, hole punching, or booklet-making capabilities? Knowing the finishing options available and what you need or desire, is a key factor in determining the cost of your copier machine because it is additional equipment that must be attached and properly set up, therefore, adding more cost.

Software & Applications

Copy machines these days are for all intents and purposes, computers that print. Being connected and integrated with technology is more important than ever before. The ability to scan directly into your ERM or CRM or the ability to sign in to Microsoft SharePoint at the device with a pin code or ID badge are just a few of the options copiers in today’s age afford you. But every good thing comes with a cost and often these are hard to know without understanding the scope of your organization. Implementing tailored software solutions is a level of professional services that should be considered outside of the “equipment” cost of the contract but should still be considered in the totality of your investment.

Service & Supplies

This price is probably the most important, or at least we think it is. Ensuring that you have a device that works for your needs is great until it starts not working. Making sure you are covered by a reputable and qualified company to keep your equipment operational provides insurance of sorts to make sure you are not liable for expenses such as drum replacements, preventative maintenance, board repair or replacements, users, or any other expensive unforeseen problem that may come up due to no fault of your users. In addition, most service contracts will cover the consumables such as toner and waste toner in their costs. That means that you no longer have to spend time or money ordering ink or toner on Amazon, it’s already taken care of. Many dealers will also monitor your devices remotely and know whether the toner is getting low or if other problems may be on the horizon. It is not uncommon for us to send toner directly to a customer before them being alerted by their copier because of the monitoring and reporting available through our service plans.

Color vs. B/W

Color printing is very popular and for some, a necessity. Though it comes at a steeper cost both on the equipment cost and service side. With a color copier, there are more moving parts and consumables that have to be accounted for. With the addition of cyan, magenta, and yellow toner cartridges, the color devices will have exponentially higher ink costs than that of a pure black & white device. While color copy machines are more expensive, there are ways to utilize economical printing practices to help offset some of the maintenance and supplies costs of the devices. Before diving into a device, it is important to decipher your office needs concerning color output.

Overage

Most service agreements are structured with a contracted amount of volume for a set period (monthly, quarterly, etc.). If you go over these set amounts, you are billed for the overage. These rates vary and are based on per-copy pricing for the machine you have. Color overage is more expensive because it is more expensive when you run a color copy versus a black and white copy. While overages are something to consider, they are not necessarily a bad thing. If you over contract yourself in terms of allowances and end up not using nearly what your contract was based on, that is a sunk cost. But if you end up paying overages, at least you are paying for something you actually used. Either way, when considering the investment required, spend time on how much, or little, you want to contract in terms of allowances.

Additional Obligations

If you have already invested in a commercial copier before, there may be obligations you must adhere to that will affect your costs. Leasing is a very popular avenue for companies investing in copiers. It provides a monthly payment and the flexibility to stay more up to date with technology by allowing organizations to upgrade to a newer model without an upfront lump sum. Buyouts occur when you are trying to end your current lease agreement and offer different avenues you can take. If you are leaving your current vendor, the buyout will be more expensive, although it can be rolled into a new lease with your new vendor. If you choose to stay with your current vendor, you can utilize the upgrade option with the same leasing company, which will allow you to have a lesser amount due for cutting your obligation short since you are staying with the same leasing company. While buyouts can get confusing and have contractual language and timelines you must be aware of, the most important thing to note is that they will increase the cost of your investment until you completely pay it off.

The Costs

While this will not be an exact science, it is a transparent approach to show you how to plan for and better understand a copier contract. There are many different factors to consider when addressing pricing, many of which I have mentioned above. With that being said, I have broken down the devices into subgroups of base, intermediate and advanced. The base group is devices in the 20 page per minute (ppm) to 40ppm range. The intermediate group is 41ppm-60ppm and the advanced will run 61ppm-80ppm (90ppm for B/W).

The following prices are ranges based on our experience and findings. It is important to note that we are a North Carolina business and that prices may vary from state to state. These are models that are equipped with a document feeder, stand, and two paper trays. Additional accessories were not added for the sake of pricing since they are costs that are not necessary for all users.

Scenario 1: Black & White copier contract that is allotted 3,000 B/W copies a month. Based on 60-month lease pricing. **No Buyout Included**

B/W Copier Base Intermediate Advanced
A3 $146.43 $157.20 $300
A4 $96.80 $101.50 N/A

Scenario 2: Color copier contract that is allotted 3,000 B/W copies and 1,000 color copies a month. Based on 60-month lease pricing. **No Buyout Included**

Color Copier Base Intermediate Advanced
A3 $242.93 $304.70 $359
A4 $217.80 $221.50 N/A

For the following charts, the following data was used. They are represented as part of a 60-month lease amount:

Average Prices Base Intermediate Advanced
A3 - B/W Service $103.54 $84.17 $77.38
A4 - B/W Service $108.18 $85.03 N/A
A3 - Color Service $338.75 $316.75 $278.50
A4 - Color Service $349.75 $316.75 N/A
A3 – B/W Equipment $108.33 $120 $270
A4 – B/W Equipment $57.50 $70 N/A
A3 – Color Equipment $133.3 $200 $360
A4 – Color Equipment $105 $122.50 N/A

For additional subgroups and detailed breakdowns, download our pricing guide. In this guide, you will explore scenarios such as A3 vs. A4 devices, B/W vs. color, service pricing based on monthly usage, and the average cost to lease a copier in the subcategories of base, intermediate and advanced.

At Copiers Plus, we help you prioritize your organization’s goals and work alongside you to put an office solution strategy in place that can help propel your productivity while maintaining harmony with your budget. If you would like to further examine your current copier leasing contract or investigate the next steps towards what one could look like for your organization, we would love to help you. Reach out to us at 800-648-7081 or click the button below to request an appointment.

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With cases of COVID-19 increasing across North Carolina—and indeed throughout many regions of our nation and the world—businesses large and small are seeking ways to safely re-open offices. Bringing employees back into the workplace amidst a pandemic requires, at minimum, a plan for infectious disease preparedness and response. And while guidance from governmental entities like the CDC and OSHA have provided guidelines, these are neither standards or regulations governed by federal law.

“The bottom line,” said Kevin Oberman, V.P. of sales at Copiers Plus, “is that, no matter the sector, management is responsible for developing policies and procedures that align with state and municipal regulations; that’s going to look very different from one office environment to another, depending on lots of variables.”

Communication is Key

According to the World Economic Forum, the communications that employers deliver to their staff will be “among the most important information they get about this epidemic.” The Edelman Trust Barometer confirms “a person’s own employer is the most trusted of all social messengers… the tone, accuracy and relevance of employers’ advice can make all the difference between calm and panic.” Communications should be clear and concise with transparency serving as the guiding principle. For example, management should outline all policies and procedures regarding:

Cost-Effective Measures

When it comes to preventing the spread of COVID-19, experts agree the most cost-effective measures are often the simplest and most successful. Before offices reopen, management should:

Please, Don’t Touch

“We’re seeing lots of creativity in the way managers are addressing office layout and shared equipment such as multi-function printers with high-touch surfaces,” said Oberman. “Many of our customers are re-designing office space that embraces collaboration technology and remote work.” This includes investing in Blue tooth technology for in-person conferencing, personal tablets, laptops, and phones for employees so they aren’t sharing keyboards. Occupancy sensors, voice recognition software, and touchless, app-controlled elevators are also increasingly in demand.

Walk this Way

Global real estate company Cushman & Wakefield has designed and implemented the Six Feet Office, in compliance with the six feet distance rule mandated by many governments. Central to the plan are a plethora of signs including circles around desks; directional arrows in corridors; and those encouraging workers to walk clockwise.

Technology to the Rescue

From the outset of the pandemic, technology has played a crucial role in enabling businesses to pivot efficiently. Collaboration suites like Microsoft Teams and OneDrive, that allow employees to work in real-time, as well as secure, remote access with multi-factor authentication, will continue to be essential. “There’s no going back to the old ‘normal’ anytime soon,” said Oberman, but at Copiers Plus our goal remains the same: to provide excellence in sales and service, supporting our customers, especially in these challenging times.”

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As Covid-19 cases spike in many states across the U.S., small- to mid-size businesses are finding it especially tough to keep pace with the shifting tide of public health recommendations and regulations. Among the first business sectors to re-open, restaurants are on the front line of the pandemic. With each passing week, restaurant owners must balance concern for the health of their employees and patrons, along with the economic feasibility of new business models and—increasingly—the possibility of additional closures and restrictions.

Staying Nimble

“Despite these unprecedented challenges, we’ve seen remarkable examples of ingenuity here in Wilmington and the beaches,” said Kevin Oberman, V.P. of Sales at Copiers Plus. “Some restaurants that were primarily dine-in have shifted exclusively to curbside pick-up and delivery. That might sound simple but there are lots of moving parts to this transition, a lot of changes in operations, communications, and technology.”

This may involve creating around-the-clock shifts to accommodate social distancing for employees prepping food and to meet the increased demands and quick turn-around on carry-out orders. While many restaurants streamlined their ordering processes with apps like GrubHub, DoorDash, and Seamless, long before the pandemic, contactless ordering and payment has taken on much greater significance now.

Paper Please

For restaurants offering outdoor seating, a transition from laminated to disposable menus is a safer option. Desk-top printers are being pressed into service for this application, along with on-the-fly communications with staff about changing protocols. In the Kyocera ECOSYS series, mobile printing gives restaurant owners the flexibility of wireless/remote access in an affordable, compact product line.

Communications is Key

According to a recent post on Eater: “Broadly, restaurants are encouraged—or ordered—to reduce capacity and space out tables, but the exact rules vary from state to state, and with no universal guidance, restaurants are left to design their own protocols for creating safe spaces for their employees and customers.” This makes communications one of the most important aspects of operating a restaurant through the Covid-19 crisis.

The marketing platform Constant Contact recommends frequent, clearly articulated messaging for both employees and patrons.

These updates should contain basic information like:

Keeping it Local

One restaurant staple in Wilmington has embraced this robust communications strategy by using an app for no-contact customer ordering and by having employees post daily updates to the restaurant’s Facebook and Instagram pages.

National Sources

Meanwhile, the Centers for Disease Control (CDC) recommend on-site signs and messaging in highly visible locations like entrances and restrooms, promoting protective measures like hand-washing and the proper use of face coverings. Restaurant owners can access free CDC print and digital resources at the bars and restaurant page, as well as on CDC’s communications resources main page.

“While the dynamics change from day to day,” said Oberman, “our goal is to support our customers through this challenging time. We see Copiers Plus as a resource for organizations large and small. Keeping employees and customers safe and healthy while promoting smart business practices—that’s the bottom line.”

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With the advent of the Covid-19 pandemic, businesses the world over are traveling uncharted territory as they struggle to remain economically viable and—equally important—keep their employees and customers safe and healthy. In the U.S., we’ve seen an aggressive shift to electronic payment systems such as Apple Pay, Venmo, and PayPal, a direct response to the unprecedented spread of infection and virus-related deaths. And while cash has been at the heart of the American economy for over 200 years, seemingly overnight, this has changed for businesses and individuals alike.

Enterprising retailers, restaurants, and service providers are deploying strategies for contact-free (or limited contact) transactions, all anchored by electronic payment systems with no cash changing hands. Simultaneously, technologies like PIN pads at grocery stores for credit card payments and Square—that staple of craft fair vendors and other micro-business owners—are suddenly suspect. Who wants to touch a surface that so many others have touched? This April, the regional grocery chain Publix Supermarkets, Inc., and its GreenWise Markets, rolled out contactless payment via Apple Pay, Samsung Pay, and Google Pay, for all of its 1,243 stores across the Southeast. Publix CEO Todd Jones cited safety and efficiency for this major shift in operations after resisting the move for years.

New Opportunities

Touting digital payments as quick, clean, and easy, Fintech (financial technology) firms view the current crisis as an opportunity to promote and implement faster and safer financial transactions. And while banishing cash altogether may not yet be feasible (or necessarily prudent), Fintech thought leaders envision electronic payment systems accelerating across all sectors of commerce. With innovative technologies already in the pipeline, this transition seems imminent.

Business Process Automation (BPA)

“We see this segue to electronic payments systems as a natural progression in business process automation,” said Tim Smith, General Manager at Copiers Plus. “So many of our customers are already using technology to automate repeatable, day-to-day tasks. Accounts payable and receivable are prime examples. Anytime a business can streamline a process, particularly when it comes to reducing or eliminating paper and bolstering best practices, efficiency is going to improve.”

Three Key Elements for business process automation include:

“But it’s not just about replacing paper with PDFs,” said Smith. “The goal with process automation is to produce a system that’s transparent, error-proof, and cost-efficient.”

Laserfiche, a multi-national leader in intelligent content management and business process automation, provides an exceptional case study for transforming the paper-intensive accounts payable method for the city of Boca Raton, Florida.

As the U.S. Treasury Department and the IRS continue to distribute urgently needed stimulus funds to Americans under the CARES Act, direct deposit and pre-paid debit cards will be favored over paper checks. At this time of uncertainty, these modes are undoubtably both faster and safer.

“On a macro level, it’s easy to see how electronic payment systems can make a huge impact,” said Smith. “But even on a local level, we see how nimble the professional, retail, and service sectors have been in this public health crisis. Copiers Plus stands ready to partner with these innovators as we face the ongoing business and human impacts of Covid-19.”

If you would like to learn more about how your organization can implement innovative business process automation we would love to help! Reach out to us at 800-648-7081 or via the button below.

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With the onslaught of the COVID-19 Coronavirus pandemic, workforces around the globe are deploying new technologies to accommodate quarantined employees in efforts to deliver vital services and—when possible—keep people working. As U.S. health care professionals fight to save lives and reduce the spread of this deadly virus, IT professionals also play a crucial role, helping every sector of American commerce to reshape and retool operations. Now, more than ever, personnel need to collaborate efficiently as they work from multiple locations and “meet” in virtual spaces to deliver cohesive messaging.

In recent times—with the U.S. job market booming—HR staff rushed to distribute handbooks of company policies for onboarding new employees. Now, it’s far more likely employers are delivering messages heralding layoffs or limited hours.

“In this unprecedented public health emergency, generating updated policies and procedures is the first step for any organization,” said Kevin Oberman, Vice President of Sales at Copiers Plus. “Document management (DM) software provides a seamless transition from a print-driven task like this into a much more streamlined process.”

As the COVID-19 epidemic progresses, information continues to arrive via federal, state, and local authorities, seemingly daily. “Business leaders have to respond quickly and accurately,” said Oberman. “This applies to internal and external communications, alike. Document management is a powerful tool in this context. Like all over the country, our customers—many of them small to midsize businesses (SMBs)—have been suddenly forced to revamp policies and procedures to incorporate all the new COVID-19 regulations. At the same time, they still have to ensure they’re meeting the operational needs for the company, and staying in compliance with industry regulations.”

Guiding the Way

DM software encompasses a wide range of features and functionalities. Automating processes for generating and disseminating new policies and procedures is only one. The professionals at Copiers Plus are available now to help you evaluate your current paper-based process and deploy a DM solution that best meets your needs.

Big Benefits

DM systems for paperless policies and procedures like Ademero’s deliver capabilities to:

In addition to improved efficiency, DM systems can also act as collaboration tools, enabling business to:

While DM software has been trending across all sectors in recent years, the current COVID-19 crisis highlights the importance of pivoting toward paperless systems that prove more efficient, secure, and cost effective. Security features like data encryption, system event logging, and customizable permissions and access make DM an excellent future-facing investment for any business.

At Copiers Plus, we’re confident our nation and community will weather this storm. In the meantime, we’re here to help businesses through, positioning them for a return to prosperity and good health. If you would like to learn more about how you can foster an environment of collaboration across your organization, reach out to us at 800-648-7081 or via the button below to schedule your free assessment.

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With Tax Day 2020 just around the corner, certified public accountants are burning the midnight oil. Tax season for the 654,375 CPAs nationwide may be their busiest time of year, and it’s also a key driver for incorporating new technology in the office. The bottom line: whether you’re a sole practitioner or a member of one the largest accounting firms in the world—think Deloitte with 94,367 global employees—customer service is still the primary goal.

Paul Franklin, chair for accounting programs in the School of Business and Information Technology at Purdue University Global, describes a profession increasingly under pressure to work harder and smarter; he references a 2018 report where “83% of accountants said clients demand more from them today than they did 5 years ago.”

Key Trends in Accounting for 2020

To that end, the profession is moving quickly to embrace disruptions to how accounting service providers have historically operated. Technology trends include:

Working Toward a Paperless Process?

While these shifts are inevitable—each enhancing internal efficiencies and customer service—one reality remains: accounting firms are still required to retain paper copies of many documents in-house, and are mandated to submit paper copies to the IRS and state agencies. According to Dan Moore, CPA, at AICPA ENGAGE 2019 in Las Vegas: “Some people are working dynamically with the information in its electronic format. Some people are working with paper returns. Small firms in particular have been slow to abandon paper, especially because so many clients still submit physical tax documents.”

Even firms that have reached the holy grail of a near-paperless office, will still need a contingency plan if a disruption of cloud and Internet services occurs.

Multi - Function Printers and Managed Document Services: Perfect Together

As accounting firms have begun to spend less time processing documents manually, Copiers Plus anticipates a shift to a workflow-centric model and automation (e.g. consider integrations like electronic signature software).

Large or small, the same key question applies: How are staff accessing, storing, and securing documents? Once answered, Copiers Plus specialists can help firms to leverage their existing investments of multi-function printers (MFPs) by incorporating Managed Document Services (MDS), proprietary, customizable software like Kyocera Document Solutions. This software optimizes the entire document output process—capturing, archiving, and producing a workflow that is intuitive, efficient, and customized to each end user through secure access protocols. Further, Kyocera analysts find that MDS can reduce output costs by up to 30%.

Copiers Plus has also partnered with OnBase by Hyland. OnBase Workflow is an automation engine and electronic routing system that empowers organizations to process work faster and more efficiently. The system embeds a robust set of point-and-click configurable rules and actions, so that business processes can be quickly automated without custom programming. In the financial services industry, OnBase, assures regulatory compliance, improves client service, and enhances productivity.

So, as Tax Day 2020 looms, Copiers Plus wants to make sure you are ready. Request an appointment with our team to ensure your organization is able to adapt to the influx of new technology and workflows that arise.  Give us a call at 800-648-7081 or fill a form online through the button below to set up your meeting today!

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It’s difficult to imagine a more paper-intensive workplace than a law office. No matter the size, every law firm or practice relies heavily on paper documents and hard copies. And while law firms have historically lagged behind in adopting new technology, investments in U.S. legal tech reached $1.2 billion in 2019.

High Stakes

A significant portion of this spending is dedicated to cybersecurity—enhancing protections for firms’ and clients’ sensitive and private information. Integrating security solutions across equipment and platforms is essential in every industry, but law firms face unique challenges. On a daily basis, staff at law firms handle Personal Medical Information (PMI) subject to legislation such as the HIPAA act, or financial documents that fall under the Sarbanes-Oxley act, designed to flag corporate fraud. But this is just the tip of the iceberg.

Paper Please!

In the legal profession, documents provide the best means to contextualize and formalize opinions, filings, motions, and agreements. Case notes and research generate even more printed pages. Within this document-intensive environment, industry researchers estimate that law firms spend around 3% of their revenues on printing and copying related expenses every year. Team members at Copiers Plus are uniquely qualified to help firms identify inefficiencies in their current systems and maximize their expenditures on Managed Print Services (MPS).

One Size Doesn’t Fit All

Typically, smaller law offices—and even some corporate firms—purchase desktop and multi-function printers (MFPs) piecemeal, either when an equipment lease terminates or when an older device is deemed obsolescent or inoperable. This leads to mismatched equipment and processes for different departments within the practice. What’s more, even firms with an in-house IT staff face a host of ever-changing cybersecurity threats.

Benefits of MPS Providers Like Copiers Plus

If you would like to further assess your Firm's office technology and the possibilities available for growth in your workflows, we would love to help! Schedule your free assessment with one of our representatives at 800-648-7081 or online through the button below.

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With the ongoing pandemic of the coronavirus (COVID-19), many offices are asking how to effectively stop the spread of germs and keep employees safe. Keeping office equipment like your copiers and printers sanitized and practicing social distancing is critical to ensuring your staff can stay productive while also limiting risks of spreading germs.

Office Equipment Sanitation Practices

What to Avoid

While there is no guarantee that these practices can keep you from contracting the coronavirus, they will help you put your best foot forward in protecting yourself and others who may be more at risk. If you have further questions about how to utilize your office equipment in the wake of the coronavirus please reach out to us online or at 800-648-7081.

There was a time in the not-too-distant past when all, but the most progressive industries would have scoffed at the notion of latte-sipping, pajama-clad American workers toiling away in their home offices. Not so in 2020. Last year’s Global State of Remote Work determined that U.S. employees are 66% more likely to work remotely in full-time positions than their counterparts across the globe. Millennials and Gen Z’ers, who now comprise the majority of the American workforce, count the comfort of working from home as “a necessary perk.”

The Downside

Yet, for all of the recent reports on the efficacy of remote working, there is a significant downside. A New York Times report warns that social isolation is growing epidemic, with both young and older Americans increasingly at risk. Working from home can be lonely. What’s more, because work-from-home jobs offer flexible hours, work-life boundaries can (and often do) get fuzzy. A recent study found that nine of 10 millennials check their work-related email outside of designated working hours. And though videoconferencing is increasingly popular across most industries, there is no true substitute for face-to-face collaboration and camaraderie among colleagues.

With these cautions in mind, we hope the following guidelines will help you create an efficient home office, whether you use it for full-time work, running a family business, or just catching up on the bills.

Home Office by Design

Whether designing your home office from scratch or retrofitting an existing room, two guiding principles prevail: (1) Less is more (2) Multi-purpose/multi-layered. Seamlessly incorporating efficient workspace into your home demands pre-planning and creativity. In choosing the best space to set up shop, you’ll need to consider traffic flow and your ability to block out distraction.

Form and Function

Home office furniture should complement the other rooms in your house, but also serve your workflow to best advantage. With space typically at a premium, you’ll want to organize both vertically and horizontally (e.g. make use of floating shelves to get books and office equipment off the desk, and vertical file folders to hold important papers). When you think of the amount of time you spend here, a comfortable, ergonomic chair is one of the best investments you can make.

Home Office Technology

Once you’ve gotten the physical space for your home office squared away, the next step is choosing technology that best meets your needs and budget. The workflow experts at Copiers Plus are ideally suited to recommend process strategies and technology solutions to manage documents and data, including the Kyocera line of mid- or low-range printers. Designed for small work groups or individual users, these products include features such as:

Staying in the Loop

Professionalism is key to the success of every remote employee. No matter your job and industry specific applications, communication is essential. To that end, it’s likely you’ll also require one or more of these essentials:

Along with these high-tech and higher-priced items, never underestimate the value of inexpensive products to keep the clutter at a minimum. Cord organizers and bins to conceal papers and binders are a must. Last but not least, seek out an eye-saving task lamp that you can adjust for your (varying) work environment.

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Technology is vital to companies that want to exist today and to a larger scale thrive in the years ahead. Drew Smith of Copiers Plus shares insights into the role technology helps his company — and his customers — do business today and plan effectively for their future.

What role does technology play in serving your customers?

Each of our customer’s infrastructure is different and continues to change seemingly daily with new technological advances. It is our job to adapt to each environment and offer solutions that will bring value to their office communication. One way we are able to achieve this is by integrating with the different software programs and applications currently used within their organizations. In addition, our ability to tap into the variety of expertise our vendors offer is critical in making sure the most versatile technological options are available and executed for our customers.

What technology trends are impacting your industry?

The ability to integrate with cloud applications is a top trend in our industry today. With the rise of mobile workers and non-traditional workplaces, it is pertinent that organizations have access to their documents wherever they are and whenever they need them. By allowing synchronization with cloud applications, users are able to ensure they are always working on the newest version of their documents and can collaborate with co-workers seamlessly.

What is the biggest challenge faced by your customers that your technologies help them overcome?

Governmental compliance, document security, and workflow bottlenecks are the biggest challenges our customers are currently facing. With the ever-changing landscape of technology, questions constantly arise on how to stay compliant and ensure your documents are safeguarded both internally and externally. We are able to help by looking into the document workflows of our customers to uncover their liabilities and see where we can increase transparency. One example is making sure each user in the organization has an individual login to copiers and devices within the organization. By allowing custom access, we are able to allow users access to their individual cloud accounts, folders and shared organizational software such as SharePoint, while also providing the organization with an audit trail of users that accessed specified devices, activity logs, and the time documents were scanned, copied, faxed or printed.

How has technology influenced the kinds of job skills you seek in employees?

Our industry, like many others, has changed significantly. In both the sales and service side of our organization, the specifications of our products and our knowledge of their capabilities was the most important aspect to ensuring success with our customers. Now, we must not only understand the products and software we offer, but the landscape in which we offer them, the regulations within those realms, and the individualization we can bring to each user within the organization. That is why it is critical our employees and prospective employees are committed to continuous training to stay up-to-date on software updates, security protocols and integrations we can pass along to customers.

In what major ways has technology made your job easier in delivering quality products and services?

Today, we are able to provide prospective customers with less “risk” than ever before. With trial versions of our software offerings and free demo periods for our devices, users are able to see how the solutions we propose will work within their environment before purchasing. In addition, webinars have been exceedingly helpful in communicating complex technical applications both externally with clients and internally with our vendor partners.

What does the next wave of technological advancements hold for your business?

I believe we will see even more advances in the world of automation and cloud integration. We have shifted from selling products to selling productivity so we will be focused on ensuring users are more secure in their document handling procedures, have access to their documents quicker, and are able to easily collaborate with fellow team members.

What is your business doing to maximize the next generation of technology for customers?

We are invested in training both our sales and service team so they are able to offer the best solutions available to our clients at the time. We are also ensuring we align ourselves with vendors that understand the importance technological advances play on our customers’ workflows. If we were to get complacent in our knowledge and offerings, our customers’ productivity would suffer and that is a non-starter for us.

How has technology improved your customer support experience?

There have been many advancements over the past couple of years that have allowed us to respond quicker and more effectively to our clients. One is our ability to remote into our customer’s device and automatically update firmware. In addition, we have software that automatically tracks the meters on networked devices we deploy so our customers don’t have to manually send in meter readings each month. Low toner levels and other maintenance-related alerts are now sent directly to our team without customer initiation being necessary. Thanks to these notifications, oftentimes we are able to have toner delivered to customers before they even know they need it.

Does your business employ automation technology, and if so in what capacity?

We utilize automation technology in our service department by having real-time data flowing in and alerting us when we need to make adjustments and take necessary action in the field. Though we welcome automation in most instances, we still believe in a live person answering each call to our organization.

What challenges does your business face with regard to protecting customer data, and what cybersecurity technology do you employ?

Customer data lives within most documents in an organization. It is how you manage the permissions and flow of these documents that make the most difference. We deploy services and applications that safeguard our customers against threats by focusing on the liabilities within their current landscape. Ensuring organizations don’t allow unvetted access to their devices and that they restrict or monitor usage is a key way we advise them to protect their data.

Want to learn to stay ahead of the technology curve and safeguard your data? Give us a call at 800-648-7081 or schedule an appointment with us here.

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