New office printer for our client

Does your office printer think outside the box?

by DocuWareEfficient printing

What springs to mind when you’re thinking about your next office printer or copier? Do you tend to focus on the aesthetics, speed, volume of feeds? Cost will always be something that is forefront too. However, isn’t it also important to make sure that the ‘box’ truly delivers and can also do a bit more, whilst keeping the costs as low as possible? Take a look at our recent case study from our client who wanted their office printer to do more.

 

Recent Office Printer Case Study

 

New office printer for a recent client The Request

 

Recently we worked with a new customer of ours. They were looking for a new office printing solution for their business. They required all staff members to have access to their office printers, with excellent security functionality. However, once we started the initial conversations we realised they also required support with document filing. This was creating a high cost to the business. Originally they had been scanning documents by hand and manually filing them. This was to ensure they had all documentation stored correctly for ease of reuse. This was costing the business hours of time every day. Staff were having to take time from their usual activities to complete the work. But, they didn’t have any other solution to their problem. 

 

The Solution

It was quickly established that our DocuWare package would be the perfect solution to their problems. We could combine this with the Xerox technology to enable them to have smoother running business processes. This would reduce time, whilst improving accuracy and efficiency. 

Both DocuWare and Xerox technology could be integrated to provide a powerful solution for their HR documentation and their accounts, bringing so much more value to the business. 

 

The Result

Our new customer was ecstatic with the results. 

They now have:

  • Bespoke one touch scanning buttons which feed documents into the Accounts and HR DocuWare workflows automatically.
  • Documents are split from multi page to single pages at the touch of a button, saving time for their busy accounts team. 
  • Invoices are sent through an approval process and matched with purchase orders, providing easy sign off, cross checking, visibility and with full audit trails.
  • HR records such as training certificates are filled with automated alerts for when certification needs updating.

Implementing the new printer and DocuWare software has given them the automation they required. They new now able to ensure their business processes run much more efficiently. It has also provided extra support with automatic alerts which they didn’t have before. This has enabled them to work less manually, have more effective processes and gain back more time for their staff to focus on their main job roles. 

New Office Printer for a recent client

 

 

 

It is brilliant to have a beautiful shiny, new office printer – but, could it be doing a lot more for you?

 

 

 

 

Find out more about the services we offer here.

 

Contact us for more information and/or a full audit of your current processes.

 

Independent Private Schools

How Does Managed Print Management Work For Independent Private Schools?

by Cost effective printEfficient printingSave on printing costsSaving moneyXerox products

For most educational institutions, print is a costly monthly burden that can quickly add up. However with our managed service for schools you will have access to secure and easy printing from any device while protecting sensitive student information – all for a fixed fee.

Print management gives the school’s administrators tools to find inefficiencies in their printer networks. With so much hustle and bustle, important processes and systems often get overlooked or pushed aside.

By implementing a managed print solution service, schools can save time and money by eliminating future headaches. The educators’ attention can then be focused on what matters most – keeping students safe and helping them to learn at school.

A robust managed print service for educational establishments will go beyond print management and include value added features that enables students and teachers to print responsibly, safely and efficiently each and every school day.

Educational institutions that partner with one of our managed print services will be able to implement a custom all-inclusive managed print service, which will save time and money without sacrificing productivity and most importantly, will provide a reliable and accessible secure print environment for all students and faculty.

What Should a Managed Print Service for Schools Look Like?

The foremost priority of every school is to facilitate learning, so they need to be equipped with the tools and technology to enable students. When teachers’ valuable time is spent attending to print problems, the quality of education decreases with students being left at a disadvantage.

A comprehensive print management system can quickly provide any school environment secure print workflows that grant greater accessibility and enhanced data security for the students and teachers.

So, the question is, what key elements and features make up a robust print management service?

The service should include

Easy To Use Dashboard

An intuitive web-based dashboard makes it easy for administrators to keep up with equipment repair and maintenance schedules even across the bigger educational establishments. 

Point Policy Management and Rules Based Printing

These tools shape the print environment based on the school’s user behaviour. For example, a school can implement an eco-friendly print policy that encourages users to take responsibility for their printing habits by discouraging users from printing emails or web pages in Colour.

Find Me Printing

This feature provides the ability to deliver one logically named print que to staff and students, increasing confidence that the print job is being securely printed.

Badge Release and Follow Me Print

Teachers, students, and staff can utilise their access control cards or fobs to securely release print jobs at their own convenience, from any printer within the school with the correct permissions.

Touchless Print

In this post pandemic world, schools should limit the number of physical touch points in their environment. Touchless release allows staff members to walk up to a printer and use their phone to scan a QR code quickly and conveniently to immediately see the print jobs that they have readily available within the print system.

Print Deploy

IT managers can implement the right printer drivers in the right queues at the right time, minimizing printer deployment time.

Mobility Print

Securely and easily print remotely or print outside the school network by sending print jobs over the internet

Benefits of a comprehensive Managed Print Service for Schools and Education?

Educational institutions that employ a custom-made managed print service can expect to see immediate advantages. The benefits of a comprehensive print service include,

  • Data Security Compliance
  • Drastically reduced costs and waste
  • Greater Accessibility
  • Serverless printing Infrastructure

Do you Need an Extensive Xerox DWS Print Management Service for your School?

When choosing the right print management service, you should employ an all-inclusive solution that reduces costs, improves accessibility, maximises productivity, and ensures data security and regulatory compliance.

A truly extensive print management service will also address safety concerns associated with COVID – 19 protocols through advanced added features (such as touchless release) to provide peace of mind for everybody within the school environment during these uncertain times.

Schools that partner with our award-winning managed print service will implement a custom print management system and are investing not only in the productivity of their students and faculty but their safety as well. This all – encompassing, systematic approach to print management will ensure the successful implementation.

If you would like to discuss further, please contact us on 01444 462980 

Difficult times are ahead in Business

Difficult times are ahead in Business

by Cost effective printEfficient printingSave on printing costsSaving moneyWorking from Home

Guy Fawkes tried to bring the country down on the 5th November 1605, the COVID Pandemic is more likely to bring this country to its knees in 2020/2021

Since March, companies throughout the UK have had to make some rapid decisions on how to cope with the immediate effect of this COVID pandemic and how they can operate and, more importantly, how they can survive.

The government came up with several very helpful support packages to help us get through the lockdown and since then we have been employing a number of these schemes to keep the business afloat.  As a number of these schemes are coming to an end in October the big question now is, where do we go from here?

We talked about the new normal with people working from home. Initially, financially for companies this looked an ideal solution to cut costs and continue operating and great for the employees as they did not have to commute and could work flexible hours. In some cases, this has actually been really beneficial for everybody.  Sadly, in other cases, people have found working from home has its distractions, as well as issues communicating properly internally and externally and has had a detrimental effect on the business.

Many businesses now have time to reflect. Initially, they reacted to the immediate issues threatening their livelihoods and put in tools to manage the position. Now, with a second lockdown looming in November, is this pandemic going to cause greater disruption than Guy Fawkes ever could by blowing up parliament?

It’s time to look ahead, respond to the position, accept that we are going to be living with this problem for quite some time and look at how we are going to operate in the future.  What plans, business tools, cost cutting, and employment decisions need to be made to keep in business?

The major costs that spring to mind are the office rent, the wage bill and office operating costs. A number of these costs can be difficult to cut as there are long term agreements in place. However, there are several other hidden costs that can be reviewed and, in many cases, can provide valuable income back into the business.

One area that you can look at immediately is the office operating costs and, if you are having to sadly make redundancies, you need to look at technology that can help manage the new position. This can be in areas such as unique software that provides full document management, meaning information is available at a touch of a button with full security and compliance or internal leases like office equipment that could be refreshed at much lower rates and more suitable for your future operating requirement and needs.

Where is there help?

Our business, Document Workflow Solutions, was set up in a joint venture with Xerox UK to help companies see the future and adapt to the changes companies are confronted with, as well as providing unique and valuable business tools that will cut costs, increase business efficiency and help provide a very competitive edge in your market place. If this is something your business wants to look at, we are happy to provide a free office audit and look at all your document costs and processes.  We have been very successful in helping many organisations make at least 30% savings and, in many cases, even greater cost efficiencies.

African woman working on new building plans while sitting at her desk. Female interior designer working at home office.

Working from Home is this the new working environment

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Many companies now are changing their thought process on people working mostly from home as opposed to travelling into the office every day. With today’s new technology employing all the wonderful new computer tools, the cloud and advanced telecom facilities life would appear to be sorted, or is it?

One area that Xerox -DWS are very aware of is the cost of printing documents especially when buying a small home office multi-functional printer from the internet and buying consumables to run it. Initially this looks like the ideal solution as it’s a low-cost investment in the printer and then you buy the consumables when you need them at a competitive rate.  However, let’s look at this situation more closely:

All printer manufacturers make a fortune by selling the home office print devices cheaply and then selling the consumables on an ongoing basis. This is why print cartridges are so expensive and not only that, they change the printer models regularly so you have to keep buying different print cartridges even though the model you may replace from time to time looks so similar.  Worst still, if something goes wrong, trying to get any warranty work can be difficult especially if you have purchased cheap compatible print cartridges to keep the running costs down. This cancels the warranty and it is cheaper to buy a new one that get the current one repaired.

This may not even be the worst news because, if you are a company who have a number of home workers, trying to control the cost of print is virtually impossible and there are no tools to manage the position from afar so making this part of the IT budget is a nightmare. Another issue is, by using these small individual printers, companies do not have all the business scanning tools to scan documents into the company’s bespoke applications, making the whole process of managing information from the satellite home offices a nightmare.

Don’t despair though because the Xerox-DWS unique new all-inclusive solution for home workers, DocuCentre, is easy to use and offers a fully managed print solution, meaning you don’t need to worry about buying expensive consumables to run the machine or worry about trying to get the printer fixed if you have an issue.  It’s all done for you including onsite fixed maintenance.

IT managers will be happy as they have all the tools to control and manage the printers from afar and the users have a Xerox-DWS DocuCentre that prints high quality documents at speed, cost effectively with all the scan tools to integrate with the main offices business applications.  Added benefits include additional apps on the print device to enhance the home workers experience of producing and managing documents.

The really great news with this system is there is no initial purchase to be made, no long-term contract instead there is a monthly investment and cover for a 36-month period. If your requirements change there is flexibility to upgrade and at the end of the term, you can upgrade to the latest technology, backed by Xerox, the world’s finest Document management company.

To see how the DocuCentre could save your business time, money and hassle with staff working and printing documents from home, speak to us on 01444 462 980

Click on the link below for more info.

DWS_Home_Printing_AW_digital

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Managed Print Services to save money

by Cost effective printEfficient printingSave on printing costsSaving money

When you think how much you spend on print production, including supplies and maintenance and outsourcing when you don`t have the right equipment for the job, isn`t it time to think again?

Print is too often seen as an unavoidable cost that’s never questioned. But, through managed print services, we can help you gain visibility of your print and control of your spending. We’ll streamline an operation that’s fundamental to the smooth running of your business, making it more efficient and cost effective.

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Fed up with buying expensive ink and toner?

by Cost effective printEfficient printingSaving money

You are not alone; in fact recent studies have discovered that Ink per litre is more expensive than a litre of Channel No5 or a good bottle of Whisky.

Up until now once you purchased the network printer you are forced to buy expensive consumables to run the machine and when it breaks down you have to wait for an engineer.

Call DWS to find a more cost-effective solution to printing endless copies that takes the pain out of filing and shuffling mountains of paper.