April 2013

Starting Your Business Day off Right How your morning goes can set the tone for your entire day, so take advantage of that time and start your business day off right.

Get up early - It only makes sense that giving yourself more time in the morning will lead to being more productive. Those additional minutes will give you the time to do what you need to do, without rushing, or sacrificing other tasks.

Track your time - Keep track of how you spend your time each morning, then determine if you are spending that time wisely. Tweak your routine, eliminating non- productive activities or postponing them until later in the day, when your time isn’t as valuable.

Managed Print Services 101

April 2013

Have a plan – Know what you need to accomplish, what your goals are for each day. Tackling that day’s challenges is much easier when you have a plan and know exactly what needs to be done, and how to do it.

Tackle the biggest challenges first – Grab the bull by the horns and get your most difficult tasks out of the way first. Your body is rested, your mind is fresh, and your nerves are stress-free at the start of the workday, and clearing your largest hurdle first will make the rest of the day seem like a breeze.

Green Tips for the Small Business

Conserving energy and reducing office waste are just a few ways your small business can be more eco-friendly while improving efficiency and productivity. Isn’t it time for your small business to jump on the green bandwagon, too?

A good place to start going green is to stop wasting paper by printing smarter and going paperless when possible. When you must print, utilize both sides of the paper by

producing double-sided documents.

Conserve energy by turning off lights in rooms that aren’t being used and computers and equipment at night, as well as unplugging all power strips.

Remaining Optimistic in the

One of the most popular business solutions employed by companies today is

managed print services (MPS). With the vast amounts of money spent by

organizations on their growing print environments, MPS can not only lead to huge

savings, but can also improve efficiency and the overall production of your office.

But what exactly is MPS?

Here’s an introduction to the basics of MPS for the beginner.

In a nutshell, MPS is the effective management of your hardcopy device fleet

(printers, MFPs, copiers, and fax machines) and printed output through outsourcing,

resulting in a dedicated print strategy to improve both your bottom line and

business processes. By outsourcing the management of all of your printing devices

and needs to a single, trusted provider, your staff is free to focus on your core

business activities, leaving all of your print requirements, including maintenance, to

that single vendor.

Cost savings

According to Gartner, a leading IT industry research and advisory company, “Firms that actively manage their printer fleets can

save up to 30% of printing costs.” And since print fleet costs anywhere from one to three percent of an organization’s revenue, that’s

a significant amount of savings to be realized. MPS allows you to realize these savings by consolidating all of your devices and

solutions into a single comprehensive contract, and implementing a streamlined printing infrastructure tailored to meet

your business’ needs.

Office If seeing the glass as half-full rather than half-empty doesn’t come naturally to you, try employing some of these tips to improve your attitude in the office:

Look for the silver lining – Instead of dwelling on the

negatives, focus on the positives. Rather than fretting over what went wrong, take pride in what went right, what was accomplished, and what you can learn from the situation.

Adjust your sails ­ As the saying goes, you can’t control everything in life, but you can control how you react to each situation. Save your energy for things you can regulate.

Don’t throw in the towel – Rather than throwing up your

hands at the first sign of trouble or resistance, keep trying. Seek solutions or advice from others about how to overcome the challenge if necessary. Remain focused on the task and find a way to get it done.

Rely on positive, rather than negative reinforcement – Avoid criticizing others for their faults or

mistakes. Instead, praise them for and celebrate their positives and accomplishments.

Engage in a recycling program that includes ink and toner

cartridges. Invest in rechargeable batteries, replace Styrofoam cups with ceramic coffee mugs, and purchase office supplies and furniture made from recycled materials.

Increases in productivity and efficiency

The modern office is overwhelmed with enormous amounts of data and documents, and managing all of this information

can often prove to be quite a challenge. MPS provides you with worry-free document management, improving your

document processing and business efficiency. It brings all of your hardcopy machines and document workflows under

control, while providing your employees with access to the information they need, when they need it, all in a secure,

confidential environment.

Contact us today to learn more about MPS and how it can optimize and improve your business.

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April 2013 April 2013

Bring Your Scanned Documents to Life with OCR

As the business world continues to move closer toward the paper-free office, Optical Character Recognition (OCR) is one of the technological advancements helping make this transition feasible and painless. Here are some of the advantages of OCR:

Improved efficiency – The ability to search through digital content immediately increases both the efficiency and effectiveness of your staff. By converting material into electronic and searchable text, OCR enables you to do searches electronically by keywords or phrases.

Editable text – OCR enables users to easily edit or manually correct the text in a scanned document. Those useful copy and paste tools that are so helpful in everyday work can also be utilized on these converted files.

Greater accessibility – Your documents and files can be

displayed online and conveniently shared electronically between employees and departments.

Reduced space – Scanning your documents and storing them digitally takes up far less storage space than the hard copy originals, providing much needed space in your office and reduce storage costs.

Avoid Common Pitfalls When Updating Your Business Processes

Because time is money, it’s important that businesses

periodically evaluate their current workflow and business processes. In order to maximize efficiency and improve workflow throughout your organization, avoid these common pitfalls when updating your business processes:

Losing sight of the BIG Picture. Before you tackle individual business processes, you must have a clear understanding of your company’s long­term vision. Something that seems important in the short term might become obsolete in a few years.

Trying to solve all your problems at once. Remember that not every business process can or should be automated. Don’t try to change everything at once. Instead, tackle each business process individually, test out a new approach, evaluate it, and then move onto the next thing.

Proceeding without input from the team. Before moving forward with a proposed solution, you must understand what needs to be done differently. It’s essential to get feedback from a team that includes executives, IT managers, and department reps.

DocuWare User Conference – Your Invitation

DocuWare User Conference

DocuWare customers are cordially invited to attend DocuWorld 2013. This User

Conference will take place in Dallas on May 9-10, 2013.

Here is your opportunity to:

• Learn first­hand about our latest version and modules

• Get more out of your investment ­ explore new use cases for all departments

• Network within the DocuWare community – discover ideas and experiences you

can build on

• Have direct contact with DocuWare’s product managers and executive team

To register and for complete conference information, please visit

http://docuworld.docuware.com/americas/2013.

3 Reasons to Upgrade Your Copiers and Printers

Whether you have a small business with one printer or a large business with a fleet of machines, upgrading your equipment has the potential to increase efficiency and cut costs. Here are five reasons why you should consider upgrading your office equipment.

1. Improved Quality: Upgrades often come with new technology designed specifically to help you better manage your documents and improve the quality of your materials.

2. Lower Costs: Because an upgraded machine operates more efficiently, newer machines will typically provide a lower cost per copy.

3. Less Maintenance: Upgrading your hardware devices will replace older, inefficient equipment with newer technology that will improve the functionality of your copier.

Hot Products

Go Green and Save Green The NEW Xerox ColorQube

ColorQube 9300 series Solid Ink color multifunction printers feature the

Xerox® ConnectKey™ Controller that can easily, securely and

intelligently manage documents in today’s increasingly changing work

environments. The ColorQube 9300 series also offers dramatically

reduced cost of color with the three-tier pricing plan that makes color

affordable for everyone, while providing a compelling environmental

message with fewer consumables and Solid Ink sticks with no

cartridges.

Contact us today to schedule a demonstration of the new Xerox

ColorQube 9300

Problems with your IT? Managed IT Services from EIS

IT management has been called the black hole of the back

office. It’s a drain on resources, money, and most of all,

time—time you don’t have. Business executives

responsible for IT are looking for a qualified partner to

take IT management off of their hands.That’s why Electro

Imaging Systems offers EIS-Aid. With our Managed IT

Services we manage, maintain and support your entire IT

infrastructure for one monthly fee! Contact us today for a

complimentary IT assessment, and receive a report card

on your current IT infrastructure.

DocuWare Version 6 Affordable, easy to use ECM - the revolution in filing paper

DocuWare is state-of-the-art document management system software for professional Enterprise Content Management. By tapping into the valuable information contained in documents, precisely where and when you need it, you can streamline your business practices.

DocuWare automatically files documents based on your criteria, regardless of their source or format. This means that both paper and electronic documents such as correspondence, records, email, CAD, spool files, and more can be stored, shared, and managed, simply and securely, from a centralized document pool.

DocuWare meets all requirements for integration into an existing IT environment, and supports the standards and procedures found in office and enterprise-wide systems.

Additional records management features ensure that access to documents is secure, controlled, and logged at all times. With enhanced workflow functionalities, web access, and universal integration features, DocuWare provides all the tools you need for efficient Enterprise Content management.

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