Author: Oak & Bluebird

What to consider when buying photocopiers?

Posted on by Oak & Bluebird
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What to consider when buying photocopiers?

A copier is a vital piece of equipment for most small businesses. The machine allows you to copy originals for files, mass-produce marketing materials and create employee documents in large quantities. Your specific copying needs should guide the purchasing process to ensure you strike a balance between the amount you spend and the features you get in the copier.

Business copiers are among the biggest investments you will make to keep your office running as efficiently as possible. Whether you are buying a copier for a small office space or investing in several copiers for multiple offices, you need to make sure you are buying equipment designed with several key features and fits within your budget. Because some machines do need to be serviced regularly, you will need to take some time to compare brands, service agreements, and warranty information before making the purchase.

Whether you own a small business or supervise a large, demanding enterprise, investing in a new business-grade copier is always a major undertaking. However, buying a new copier is not as simple as checking the price tag to find a device within your price range. While cost is an important consideration, other factors should also influence any purchasing decisions you make. The following highlights several aspects to keep in mind as you shop for a new print device to help you find a model that best fits your business's unique needs.

Aspects to Consider When Buying a New Copier

 

 

Photocopier Upgrade Options

The vast majority of modern copiers come with a healthy list of standard features. However, there is always room for upgrades, especially as your office's printing needs to evolve throughout ownership. Pay close attention to any add-on features that enhance your copier's capabilities, and also improve overall office efficiency and productivity. Common device add-ons include:

    • Finishing options for pamphlets, booklets, and tri-folded materials

 

    • Card readers for access control

 

    • Larger output trays for uninterrupted, high-volume copying

 

    • Hard drive encryption and wipe options for enhanced security

 

When spending what can be a considerable amount of money on office automation, businesses seek to get as many benefits and features from the office automation device as possible. One of the key features of multifunction business printers is the ability to interface with a customers' computer network. Once connected to the network, the humble business printer becomes powerful, feature-rich network printer, scanner, fax server and much more. When looking at network functionality, you should consider which operating systems you use as well as how you want the device to sit within the network. Generally, most business printers these days come with full network functionality as standard.

Print Volume

The print volume is another important aspect of your new copier purchase to consider. Your office's average volume of printing, copying, and faxing can ultimately determine the size and type of copier that is ideal for your office environment. Larger copiers with higher-capacity paper trays and higher page-per-minute (ppm) speeds can be beneficial for enterprise-level businesses with multiple users and heavy print volumes.

Before finalizing your copier choice, determine your office's average print volume either through auditing tools or by reviewing previous print shop service agreements. This will give you a better idea of your actual printing needs and the workgroup of copiers that are best suited for those needs.

This number relates to the number of pages the business printer has been designed to process per month. Generally, business printers with lower copy speeds are designed to process a lower number of prints and copies per month with the copy volume growing concerning the speed of the office automation device. For ease of understanding, business printers are usually grouped into volume categories rather than dealing with the actual number. The categories include SOHO (small office, home office) for occasional use, low volume, mid-volume, high volume and commercial office automation devices. When considering the purchase of a business printer, try to estimate how much the device will be used and select accordingly.

Colour Printing

Colour printing is a surprisingly overlooked aspect of document production, especially when choosing a copier based on budget. Having the ability to print in colour can be extremely valuable if you are producing images, presentations, or other documents in colour. A copier with colour capabilities may come with a slightly higher price but will offer lower long-term costs by eliminating the need for outsourcing these print jobs.

You are purchasing a copier that only prints in black and white may offer greater initial savings, but it can also severely limit what users are able to do with the copier. Consider your business's most common print needs along with your budget when choosing a copier with colour capability.

Mobile Printing

With the proliferation of mobile devices and more companies following the "Bring Your Device" trend to increase worker productivity, mobile printing is becoming a de facto requirement in most office environments. As a result, the overwhelming majority of current copier models offer wireless printing capabilities directly from smartphones, tablets, and other mobile devices. Such a feature comes in handy for streamlining the document production process, eliminating the desktop as the middleman for document creation while increasing overall productivity among mobile device users.

Equipment Integration

The last important consideration is how well your new copier will fit with the rest of your document production equipment. Seamless integration offers a host of benefits, including minimal disruption of ongoing projects and minimal impact on worker productivity and IT infrastructure. Even the user interface can have a significant impact on integration efforts since new UI often requires significant user retraining that affects the print volume and overall productivity.

Budget

The budget you have to purchase a copier is one of the primary guiding factors. The cost of the actual machine gives you a baseline for comparison among different types of copiers. Look at the cost of the toner and the number of copies you will get before you need to replace it. The cost of maintenance and repairs is another issue that affects the budget. A complicated copier with many functions may end up with more problems that need to be repaired. Each time you have it repaired, you have to pay for labour and parts. You also spend time and money training employees on how to use the various functions. In some cases, renting a copier is more cost-effective, particularly if maintenance and repairs are included in the rental cost.

The number of sheets you copy on a regular basis helps you determine the size and functions you need in a copy machine. Estimating your average monthly pages allows you to find a copier that can handle the volume without frequent toner changes. If you sign up for a service agreement at the time of purchase, you may have a limit on the number of pages printed on the copier each month. If you already own a copier, record the number of pages printed each week using the copy machine's meter to estimate your volume. If you use a copy shop for duplication, use the sales slips to help you track how much you copy.

This key statistic tells you at what speed the business printer will produce copies and prints. Expressed as a number of pages per minute, this is normally one of the first requirements discussed when considering the purchase of a new office automation device. The copy speed also correlates to the copy volume with faster business printers generally having a larger copy volume. A typical business printer designed to be shared amongst between 3 to 10 people will normally have a print/copy speed of 25-45 pages per minute (ppm), placing the business printer in the mid-volume category.

Paper Handling

The type of items you copy also affects your purchase. A basic copier may not handle larger paper sizes. Consider how often you need to print larger pages to determine if this capability is essential for your business. The number of pages the machine can copy per minute, abbreviated as CPM, is an issue if you need to print large volumes very quickly. More advanced copiers also include the option to print on both sides, collate pages, change the printing scale and staple pages together.

Other Functions

The other uses for the machine help you narrow down the options. A multifunction printer may be an option for small business because the machine handles copying, printing, scanning and faxing from one unit. This saves money over buying individual machines and saves space in the office. If you have multiple employees who will use the same machine, consider the ability to network the machine, so all workstations have access to the printing function. Regular copy machines may also handle scanning.

Energy Efficiency

Choosing an energy-efficient copy machine with the ENERGY STAR® label saves you money on utility bills while reducing the environmental damage that comes with high energy consumption. The machine also stays cooler as it works, so you avoid an increase in office temperature during frequent use.

Controls

The controls of the machine affect how easy it is to use the copier. Choose a machine with intuitive controls that allow all users in the office to understand how to execute all functions. Inspect the displays on the copier and test out the controls. Try various functions to determine if it is difficult to switch from one to another.

Determine the purpose of your copier. What do you need the machine to do? Nowadays, copiers do more than make copies; they are also capable of printing, scanning and even faxing. If your day-to-day operations involve these tasks, buying a multifunction copier may be a smart choice.

Also, find out what types of materials are usually copied or printed in your office. This information can help you decide whether you should get a monochrome (black and white) or a coloured copier. Are you going to use the copier for full-coloured images or marketing collaterals? If you are, then look for a model with graphic capabilities.

Know your requirement in terms of the copier's speed. A copier that couldn't keep up with your company's print volume can hamper your operations. So, make sure you take into consideration your print volume and the speed of the copier, measured in pages per minute (ppm) or copies per minute (CPM) before you purchase one. Currently, the speed of copy machines in the market ranges from 25 ppm to 65 ppm. Pick a copier with a high ppm if your company's print volume is high. Additionally, high-end copy machines can handle large print volumes better than lower-end types.

After Sales Support Options

When purchasing a business printer that will form an integral part of the digital document workflow, you must consider what will happen if the device develops a fault. Modern business printers have a large number of mechanical parts within them and as such are almost certain to suffer from some form of mechanical failure at some point. Key office automation resellers will have some form of after-sales support infrastructure in place normally in the form of a full-service agreement. A typical service agreement will cover the cost for all labour and parts required to service the machine and are normally charged at a cost per print or cost per development rate. When choosing a supplier, it would be a good tip to understand what after-sales support options they have available, at what cost and whether they service the equipment themselves, or through a 3rd party.

Consider the size and type of paper you regularly use. If most of your print requirements involve small, standard paper sizes, then basic copy machines can do the job. For printing using large sheets of paper, special types of copy machines may be needed such as some Canon copiers like the image RUNNER ADVANCE C3330I.

Pinpoint advanced features or additional accessories you want your machine to have. Some copy machines have finishing options like stapling, folding and hole punching. Others have wireless connectivity and data encryption capability features. For some, these extra features or accessories fall on the "nice to have" category but aren't essential for them. However, if you have extra cash to spare, investing on a copy machine with these features, especially wireless connectivity and data encryption capability, can make things more convenient and secure in your office.

Think about your office space. Certain copy machines are bulky, which can be a problem if you do not have extra space in your office. You might end up placing it in a spot that isn't easily accessible to your employees. So, before choosing a large copier, make sure that there's a good place for it in your office.

Factor in other copier-related costs. Apart from the money you are going to spend on the purchase of the equipment, also take into consideration other expenses such as supply cost (for toner and the like) and maintenance fees. Inquire about the prices of these supplies. Also, discuss the service agreement with your copier dealer. Ask about pertinent information such as what the inclusions are and the fees involved for the service maintenance of your copier.

Total Output

You need to make sure your copier can handle the volume of printing your office needs. Larger copiers with print, fax, and other functions may be better-suited for corporate environments and office spaces where you will have multiple users. Review past service agreements with print shops or use auditing tools to determine what the average print volume is for your office. This can make it easier to choose a copier that can handle the print volume your office needs.

Black and White vs. Color

Suppose you are not using the copier to make copies of marketing collateral, presentations, or images in full colour. In that case, you may be able to save money by buying a copier that only uses black ink. Consider your budget and the primary use of the copier when comparing different makes and models. If you do plan on buying a printer copier with scanning and other capabilities, you may need something with colour options.

Consider Multifunction Products (MFPs)

A multi-use copier may have scanning, printing, and fax capabilities in addition to basic photocopying features. Consider investing in a multifunction product with several capabilities and functions to save office space and even save money on equipment purchases. This type of investment may be justified if multiple departments will be sharing equipment on a regular basis. For example, marketing teams may need to take care of printing, scanning, and faxing tasks on tight deadlines. Accounting and finance departments may need to use a scanner and photocopier more often than others. Sales teams may need access to fax and printer regularly. Consider the benefits of a multi-purpose machine instead of standard business copiers when you team members or employees from different departments will be sharing equipment.

Hard Drive

Some copiers are equipped with a hard drive that lets users store copies of documents, transfer documents electronically, and line up copy jobs virtually. Consider business copiers with a hard drive if you think some users might need access to template-style documents such as forms and checklists on a regular basis. The hard drive will also need to be large enough to accommodate large-scale printing jobs and long queues. Compare hard drive features to make sure the copier can handle your company's workload.

Wireless Printing and Security

Almost all of the latest models of copiers have wireless printing capabilities which allow users to print remotely. You will need to make sure your copier is set up with some network security authentication system so that only certain people have authorized access to the machine and network. Wireless printing capabilities can increase productivity and streamline business processes. Consider investing in a copier with wireless printing capabilities and options to create accounts for different users.

Buying a copier for your business can be a big investment, and you will need to compare certain features to make sure you are making the best business decision. Consider the benefits of a multi-use machine versus a standard copier to save money and office space.

Once you have decided on the above factors, it is important to weigh up the pros and cons of the business printer models you are considering for your purchase. If would you like to get more advice from one of our expert solutions consultants, contact us and they will be able to recommend the perfect printing solution to suit your needs.

What to consider when buying a printer?

Posted on by Oak & Bluebird
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What to consider when buying a printer?

Things to consider when buying a printer

Business printers are a necessity for most offices. Unfortunately, the vast number of printers available on the market, in a very wide range of quality and usability, makes choosing one more difficult than it should be, and flipping a coin isn't an option, because even though printers aren't all that expensive, they still represent a sizable investment. Ask yourself three questions when shopping for a home printer: Do you want a laser or inkjet printer, how much is too much when buying replacement ink and cartridges, and what special features would you like to meet your specific needs.

Have you ever wished you had a personal assistant that would offer you, wise counsel when purchasing a printer? You want the advice, but you don't want the pushy salesman or someone who works on commission to help you. Let me serve as your virtual personal assistant and show you what to look for when buying a printer.

Nobody wants to purchase something, only to wonder if they made the right decision, or worse yet, feel guilty for having purchased something that they didn't know if they should get or not. All of the questions I am about to ask you are meant to help you come to a confident decision in purchasing a new printer, whatever that decision may be.

What Will You Use The Printer For?

The first thing that you need to determine is what the printer will be used for. Not answering this question is like buying a car without giving any consideration to what the car will be used for. Why would you purchase a gas-guzzling SUV when your commute to work is an hour or more away? You don't want to buy more than you need, and you also want to make sure that whatever you purchase is the right fit for your needs.

Will your kids primarily be using this printer so that they can print out their homework assignments? Will you be using it for light home-office work, or is this a business printer that you will be purchasing? Will you be printing lots of photos? How about your kids, will they be using it? If so, that means that you will want to get a colour printer. If not, you can probably save a lot of money by purchasing a monochrome printer.

How many people will be using this printer?

The reason you want to answer this question is that you want to make sure that the printer is hefty enough to meet your needs.

For example, printers for home use will generally have a printer capable of about 250 sheets of paper. In contrast, small business printers will have a much larger capacity for paper, usually from multiple feed trays.

Also, a plan for growth. In other words, if you are going to use this printer for your business, don't plan on purchasing a printer for the staff you have now. Purchase the printer that your staff will grow into one year from now-plan to grow into it. Don't just get the bare essentials.

Knowing just how many people will be using the printer will help you determine if you require a workhorse printer or not. Do you need it to print very fast, one that can handle the heavy volume or just a simple printer that you will use once in a while?

Are you purchasing this for Home use for Business use?

You need to answer this question because if you are using the printer for home use, it just won't get used as much as a business printer would. Even if you think that your kids will be using it for school projects, etc., a printer used for business will almost certainly get more use than one used in the home.

The more people that will be using the printer, the more robust of a printer you will need to purchase. Why? Because workhorse printers are designed to work like a horse.

You don't want to buy more than you need, and you don't want to buy something that does not quite match up to your daily use. In either case, you won't be happy with your purchase.

Here are five things to consider when purchasing a printer.

 

Image Quality

Depending on your target market, your image quality requirements may differ. Here are a few points to consider:

Resolution- Printers that can produce a minimum of 1200dpi print resolution would suit fine art reproduction and photography well. Most printers have many resolution modes, so be sure to find one that has a wide range of capabilities in terms of print resolution (an example would be 360dpi-2880dpi, covering various modes in between).

Colour Gamut- Some newer printers have improved ink sets which widen the printable gamut you can achieve. Gamut comparisons are sometimes included in printer brochures or information kits, so check the available downloads at the manufacturer's site. Another quick way to judge achievable gamut with various printers is to download the manufacturer's included ICC profiles for the printer you are considering. 

Density- Ink density translates to rich, deep, vibrant colours. Different ink sets can achieve higher or lower ink densities, so it's important to compare printed samples. If you have a densitometer, try to get black and white photos and take delta readings of the black ink density. This is usually a good indication of which ink set can yield higher densities.

Ink Droplet Size- Droplet size is typically measured in picoliters, so look for a printer capable of droplet size of around 4-12pl. A lower number means a smaller droplet, and a smaller droplet translates to a sharper image. Some printers have a larger or smaller droplet size, so a printed sample of a high-resolution image will help you determine if the prints will be sharp enough. A general rule is the droplets should not be visible to the naked eye from the intended viewing distance of the print.

Ink Configuration- Printers have a variety of ink configurations generally ranging from 4 colours, 6, 8, and 12 colour machines. Generally speaking, the more colours a printer has, the wider the colour gamut it can achieve. But this is also relative to the quality of the profile that is being used for printing as well. The inclusion of Orange and Green inks on many new printer models contribute to a wider gamut and more attainable colours. Light versions of existing colours (Ex: Light Cyan, Light Magenta) help in smoothing gradations and improve black and white printing.

ICC Profiles- Are there available ICC profiles for the media you wish to use? If you manage your colour, is the printer easy to profile? Does the printer accurately reproduce colour over time, or does it need constant re-profiling? Look for product reviews that mention profiling capabilities.

Size & Speed

The size of the printer will depend on what image sizes you wish to offer. Do you currently own a 17″ wide printer and are not sure whether to invest in a 24″ or make the jump to 44″? If you can't answer this question, let your customers help!

Determine what sizes are most requested, and this will be a great starting point. Ask your customers what sizes they would be most interested in if you had larger print capabilities. Look at what print size options are available on the web, and you'll get a good idea of what's most common.

If you print canvas, determine how much additional canvas you'll need for stretching when you have larger print capabilities. This can be factored into the total print width that the printer is capable of. Wider printers usually can handle longer and heavier rolls, which can translate into overall media savings (versus printing sheets or shorter roll lengths).

Speed is an important aspect that should not be overlooked if you need to achieve a particular amount of output each day or week. Keep in mind that faster print speeds typically mean a decrease in image resolution, so find printers that can achieve faster speeds while retaining resolution.

Be aware that in some cases you may have to compromise quality for speed or vice versa. As stated above, most printers have various settings for resolution, so test a few methods and see what the best results are in terms of speed and quality combined.

Media Handling

Make a list of everything you currently print on. Now add the media you would like to start using to that list. Newer printers have expanded capabilities for 3rd party media, so find a printer that can handle everything you wish to throw at it! While some printers might be better suited for photography, others may be geared more towards outdoor signage and short term graphics. Do you know what other printmakers in your target market are using?

Media thickness is also something to consider, so look at a printer's specifications sheet to find out what paper thickness it can handle. If you can see the printer in action, make a note of how it handles various media that is loaded.

Does thick media load easily? What about sheet-fed media and manual loading trays? You certainly don't want to struggle to use your new printer, so look for these points when demoing a new printer.

Ease of Use

Sometimes we get so caught up in features and specifications that we forget the importance of usability. Having a printer that is easy to use means less frustration and troubleshooting. If there will be more than one user, production can be seamless if there is less guesswork with the printer and its settings. Ask these questions when trying to determine the ease of use:

    • Is it easy to unload and load media?

 

    • Is the printer's control panel easy to navigate through and understand?

 

    • Is the printer driver easy to set up and use?

 

    • How much control does the printer give the user?

 

    • Is it easy enough to show others how to use it?

 

    • Can you save customized settings and details from recalling for future print jobs?

 

    • Can you hit "Print" and walk away?

 

 

Support

Usually, the most overlooked aspect when buying a printer is product support. Struggling to get a product working properly can be quite a frustrating experience. Before buying a printer, find out what's supported:

    • Is phone/email support included?

 

    • Does the technical support staff respond quickly?

 

    • Do you have access to an expert or experienced users?

 

    • Are parts end-user replaceable? Do parts require a service technician to replace?

 

    • Is there access to tutorial videos and instructional documents?

 

    • If there are any known issues, are there working solutions or workarounds?

 

    • If my printer completely goes down, how long before I'm back up and running?

 

 

Laser or Inkjet?

Laser and inkjet are the two main types of printers that a business must decide between. The main difference between the two is that an inkjet printer uses ink to print documents, while a laser printer uses a laser.

However, additional minute differences between the two exist that can lead to discrepancies in speed, image quality, and functionality. Based on your needs, you may favour one type of printer over the other.

Laser printers are best suited for those who:

 

    • Print high volumes of black and white documents

 

    • Need fast printers with large print capacity

 

    • Do not need gallery-quality photo prints

 

    • Need a printer for an office− Laser printers tend to be large and heavy, which makes them less suited for home offices

 

    • Don't mind that toner cartridges tend to be more expensive than ink cartridges for inkjet printers− However, keep in mind that while they're more expensive up-front, they last much longer than ink cartridges

 

 

Inkjet printers are best suited for those who:

 

    • Require high-quality images− Inkjet printers have better tonal variety and are better at blending colours

 

    • Print on a wide variety of paper types− Laser printers cannot print on paper that's heat-sensitive, which limits the types you can use 

 

    • Don't print that often− These printers tend to be slower, and their paper trays may not hold as much

 

 

Service

The level of customer service you experience with a local dealer cannot be beaten. In general, small local businesses have lean teams that can afford to personalize your experience and consistently follow up to ensure that your needs are addressed. 

Local dealers build service pricing into your contract, which makes any repairs easier to budget for. Additionally, since your local dealer's shop is located nearby, they can usually send a technician to your location to fix your machine that same day. 

Price

While a printer from a major retailer can be cheaper, the prices they charge for cartridges can be as much as five times more expensive than local dealers. Both major retailers and local dealers can negotiate with you for lower prices on machines, but local dealers can keep cartridge prices much lower.

Local dealers try to maintain margins through their service contracts, which is why they value keeping cartridge prices low in an effort to have business with a customer consistently. Major retailers know that a customer may only need a cartridge every few months, which is why they charge so much.

Additionally, when factoring price into the purchase of a printer, consider downtime costs. If your printer purchased from a major retailer breaks, you may be out of a printer for a month while you ship away your printer for repairs. The costs associated with this scenario can quickly add up, as opposed to a local dealer who can usually fix your printer that day.

If you don't print that often and business operations wouldn't be greatly hindered from printer downtime, a major retailer could make more economic sense if their machine prices are lower.

Consider A Managed Print Service

Taking something from printer Ok

Didn't consider all the factors involved when working out a desktop printing plan for the office? You're not alone!

If it seems overwhelming, you may want to consider a managed print service, (or MPS.)

Managed print takes desktop printers off your organization's plate entirely. A good MPS program will provide your toner, service, and supplies without a hitch. They may even be able to offer a replacement program for select devices! This means that your purchasing department is juggling toner orders, and IT doesn't have to waste their valuable time taking care of a busted printer.

An MPS provider can not only provide guidance when it comes to purchasing new printers; they can help your operation function effectively enough to reduce replacements, to begin with!

If you're interested in the benefits of a managed print service, we'd love to chat with you. Our Kloud is one of the leading office technology companies in Melbourne. We'd be happy to chat with you about your environment and can even provide a free print assessment to calculate your current fleet's total cost of operation accurately.

Aside from the type of printer and price to run it, a number of other factors are worth considering. These are features that might make a printer a little more suitable for the way you intend to use it. Printers with larger touch screen readouts are nearly always easier to operate than those with extremely small ones. Likewise, larger paper trays need filling much less often than small ones do. Many printers will also scan documents, making them a little more useful than models that don't have that function. Print quality is also important, as is the print speed for those who plan to print multiple pages at a time frequently. Lastly, compact printers take up much less space on your desk than do larger ones, leaving more room for other, more important items.

 

What phone system is right for your business?

Posted on by Oak & Bluebird

office What phone system is right for your business?

Choosing the most suitable phone system for your business can be a challenge. Whether you're setting up a brand new office or you're switching to a new provider, there are a few factors to consider:

  • Which phone provider to go with?

  • What technology do you need?

  • Where will you host your phone system?

Choosing the right system is a critical component of your sales and marketing cycle. With the right solution to match your business needs, you can unify workers, invoke collaboration, and have access to the tools you need to communicate actively with customers and leads.

IP Desk Phone

Desk phones are your traditional corded phone set up thats sits on each desk scenario. Due to the advancements in technology and greater availability of the internet, traditional landline phone services are being phased out and replaced with IP telephones also known as VoIP  (Voice Over Internet Protocol). Unlike landline services, IP telephone systems run over the same internet as the company uses, making it a significantly cheaper and simpler solution.

 

IP Desk Phone Systems: the Benefits and Possible Downsides

Benefits

  • Cost-effective

  • Reliable

  • Customisable

  • Advanced features for productivity

  • Great audio connections

  • Easy-to-install

  • Can be integrated into CRM

Potential Downsides

  • Can only be used from your desk

  • Dependant on internet connection

  • No Instant Messaging (IM) capabilities

  • Phone reporting can be inaccurate as staff may decide to utilise mobile, app, or other software calling options because of a lack of flexibility

  • Slower to scale than software-based phones

Free Guide: Everything about NBN & 5G

Softphones: A Software-based phone alternative

While IP Desk Phones have usability, function, and a hint of nostalgia attached to them, modern softphone software can perform a similar job without the curly cords and bulky handsets. Software-based phones or "softphones" are applications that mimic traditional handsets, usually installed on mobile devices, tablets, or even desktop computers.

These software-based phones let you host video/conference calls, take your work on the go, and reduce office clutter by eliminating an additional component (i.e., the hardware-based phone). Softphones also offer another layer of benefits via reporting -  you can leverage metrics and get hyper-analytical on your phone systems, potentially improving your sales cycle, reducing pipeline issues, and creating new opportunities for reps.

Softphones: Benefits and possible downsides

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Benefits

  • More cost-effective than Unified Communication systems

  • Can work from anywhere

  • Allows remote workers to instantly access business systems

  • Instant Messaging

  • Instant collaboration through video and conference calls

  • You don't have to provide a mobile phone number to customers as your landline number is anywhere you are

  • You can leverage reporting and metrics

  • Can be integrated with your CRM

  • Doesn't require physical equipment to set up

Potential Downsides

  • Reliant on internet connectivity

  • Potential reliance on mobile phone batteries

  • Phone reporting can be skewed if staff opt to use their regular mobile phone calling app rather than softphone app

  • May require the provision of mobile phones to staff

What is Unified Communications?

Unified Communications as a Service (UCaaS) is the best of both worlds, your hardware and software working together to provide an all-encompassing communications solutions. UCaaS has all of the benefits of desk phone and softphone systems, plus many more. Since you can leverage IP desk phone systems with an ethernet cable, softphones, IM apps, etc. as part of your package, you can custom-build your ideal phone system for your business.

Why are IM and video calling important? Beyond the on-the-job collaboration benefits, the ways that customers are communicating is changing. Over 70% of all smartphone owners in the United States use Facebook Messenger and other IM solutions to communicate. Combine that will shrinking SMS utilisation numbers, its becoming clear that customers love modern communication methods.

UCaaS gives you the ability to untether your workers from their desks and provide a reliable service for your remote workers. Although UCaaS is the most expensive of the three solutions, there are packaged options that are more cost-friendly. UCaaS has reported growth figures of over 20% since 2015 for a reason; it's the best of both worlds.

 

Unified communications: benefits and possible downsides

Benefits

  • The best features of hardware-based phone systems and software-based systems - together at last

  • Flexibility and unparalleled collaboration

  • Enables remote and office based employees

  • Flexible and scalable

  • Instant messaging and video conferencing for instant collaboration

  • Clear reporting

Potential Downsides

  • Costs can be higher than traditional systems. But, low upfront costs and easy monthly payments give you higher scale and easier cash flow tracking.

Which phone system should you choose?

Depending on your business needs, one of these compatible solutions could enable your staff and office productivity while increasing customer satisfaction.

Desk phone setups require physical hardware (i.e., the phones themselves) These offer a reliable and cost-effective phone system to workplaces that don't have the need to provide on-the-go communications to remotely based staff.

Softphone system setups rely on desktop apps to give your workers some of the same functionality as traditional phones without the need for additional hardware. Since it's a digital solution, you can integrate these with your CRM, make video calls, and use Instant Messaging (IMs). However, you're relying on mobile connectivity, battery life and might have to fork out to provide the mobile handsets  

Unified Communications as a Service (UCaaS) integrate hardware and software phone systems with the added benefit of instant messaging, video conferencing and more. While you have the benefits provided by both IP desk phones and softphone systems, having the complete unified communications solution will also cost you more than either solution on their own.

Setting Up Your Phone Service: Moving to the Cloud

While most phone systems of the past were housed within onsite server rooms in the office, more and more businesses are moving to the cloud to take advantage of the advancements in technology.

While on-premise phone systems require internal IT proficiency to manage the system, as well as heavy investment in the hardware required to power the system, a cloud-based phone system offers a cost-effective and scalable solution that future-proofs your business.

what-phone-system-marvin-meyer

Benefits of moving your phone system to the cloud

  • Automated updates

  • As-a-service offers predictable pricing

  • Little to no initial setup cost

  • Saves IT time and reduces the need for additional staff to maintain servers

  • Highly scalable (i.e., you can upgrade your services instantly without purchasing new equipment)

  • Better data security

  • Uptime guarantees

  • Layers of support (e.g., phone tech support, chat, email, etc.)

Don't Be Overwhelmed

Choosing the right phone system is all about what works best for your business. For some businesses, a simple IP desk phone setup is the perfect solution, offering a reliable and budget-friendly communications solution. For those with more complex needs, UCaaS is the way forward. It's fast, secure, reliable, and has all of the features your business  needs to communicate and engage with today's customers.

Is your business ready to scale to cloud-based phone solution? Let's talk.

What is VoIP, and how does it work?

Posted on by Oak & Bluebird
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What is VoIP, and how does it work?

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    Business VoIP Phones, How do they work?

    By now, you've heard about VoIP, which is short for Voice over Internet Protocol. Originally launched on the Internet in 1995, it's an understatement to say that VoIP has changed the way we communicate.

    In this guide, we'll explain how VoIP phone systems work, including all the ins and outs about making phone calls over the Internet.

    Even if you consider yourself a beginner or a seasoned business leader, you'll learn everything you need to know about internet phone service.

    The average VoIP phone isn't that much different from the analog phone you currently have at your desk. VoIP phones look the same, and often have the same features, as the landline desk phones you're probably familiar with.

    There are, however, some key differences that distinguish VoIP phones from other desk phones. This blog will give you a quick overview of how a VoIP phone works and how to use one.

     

    What is VoIP, and how does it work?

    VoIP stands for Voice over Internet Protocol. It refers to making phone calls that are made through the Internet, rather than through a regular landline or a mobile network. A VoIP system works by taking your analogue voice signals, converting them into digital signals, then sending them as data over your broadband line.

    It's a very useful way of making calls - for a start, once it's set up it's a lot cheaper than using normal phone lines. It means that, depending on your setup, you may not have to pay for your phone calls based on distance, which country you're calling, or how much time you spend chatting.

     

    Your VoIP system could be:

     

      • With a phone and a VoIP adapter - Using a special adapter, you can make VoIP calls from a regular old landline phone. These adapters plug into either a phone socket in the wall or into your router.

     

      • With a computer - There are dozens of programs that let you make voice calls to anyone who also has it installed, including Skype, Google Talk, and Apple FaceTime. Some, such as Skype, can be used to call a regular landline or mobile numbers too. Calling someone else who has the app is free, but calling an actual phone number will usually cost a little.

     

      • With a smartphone - You can use your smartphone to make voice calls using certain apps. See below for more on how this works.

     

    Some broadband and home phone providers offer VoIP as part of their services so that they may do things a little differently. It's the standard form of the phone line from a number of FTTP (fibre-to-the-premises) providers, for example, and VoIP is available as part of almost any business broadband or phone package. Either way, your provider will give you all the info you need.

    Voice over IP, or VoIP, is short for Voice over Internet Protocol and refers to the transmission of voice traffic over an internet connection. Traditional telephony, known as the Public Switched Telephone Network or PSTN for short, works through physical phone lines, cable systems and networks and allows users to make landline and cellular telephone calls. IP telephony, however, is much more versatile and enables voice, data, and video to be transmitted to a variety of devices including smartphones, laptops, tablets and IP phones at a much lower cost.

    There are a variety of applications and software communications systems that utilize Voice over IP to offer full-featured business communications solutions as well as internet telephony for personal use. Examples of such products include 3CX, which offers a company communications system integrating voice, video, chat and more. Most modern device manufacturers, like Apple, have integrated native IP apps into there smartphones, such as Apple FaceTime which provides call and video functionality.

     

    The way it works

    VoIP technology enables traditional telephony services to operate over computer networks using packet-switched protocols. Packet-switched VoIP puts voice signals into packets, similar to an electronic envelope. VoIP packets can be transmitted over any VoIP-compatible network, such as a local area network (LAN).

    Not your ordinary telephone service

    Because VoIP uses packets, much more information can be carried over the network to support and enhance your communication needs. In addition to traditional voice services, VoIP gives you access to advanced applications that can potentially help your staff be more agile and productive. VoIP solutions aimed at businesses have evolved into unified communications services that treat all communications-phone calls, faxes, voice mail, email, web conferences, and more-as discrete units that can all be delivered via any means and to any handset, including cell phones.

    Registration Rewired: VoIP Phone Systems Don't Need Expensive Copper Wire.

    VoIP phones make and receive calls via the Internet. This means that they can use your office's Internet connection to connect to the telephone network. In other words, if your office is already wired for Ethernet, you do not need to invest in additional copper wiring to use your business phones.

    In order to make phone calls, you will first have to register your VoIP phone to your account. This is the process of connecting your phone to your service provider so that they can communicate with each other. Some VoIP providers support IP phone booting for certain VoIP phones, which speeds up the phone registration process using a boot server.

    The whole process of registering a phone will take you, or your IT staff, less than 30 minutes. Plus, there's no need to call the local phone company. Phones are active as soon as they're registered-no red tape.

    VoIP Phones Look Just Like Regular Phones

    Outwardly, you might not even tell the difference between a VoIP phone and another business desk phone. VoIP phones tend to have handsets, receivers, speaker locations, and button placements that make them physically indistinguishable from the business phones you currently employ.

    VoIP phones use the same keypad as landline phones. The keypad comes with nine numbers, zero, and corresponding letters that enable alphanumeric input. If you've ever used a phone before, you've seen this keypad.

    VoIP phone keypad

    VoIP phones generally have dedicated buttons for redial, transfer, conference, hold, mute, voicemail, and speakerphone. These buttons are set along the side of the number pad. VoIP phones and other business phones use these features almost universally. That said, VoIP phones are capable of HD voice, while other business phones are not.

    HD Voice offers at least twice the audio range of landline phone service. The spread for landline voice quality is 3.4 kHz (3400 Hz), but the spread for HD voice is 7 kHz (7000 Hz). In other words, the quality of your calls will be much higher using two VoIP phones than two traditional phones.

    Many VoIP phones also support Power over Ethernet (PoE), which allows you to power the phone through a PoE switch instead of a power adapter. This reduces clutter on your desk and simplifies inventory management. It can also save you money, as power adapters are often sold separately from the phones.

    VoIP phone toggle buttons

    VoIP phones handle calls differently than other business phones. Above, the buttons in the yellow rectangle are the toggle buttons. VoIP phones allow you to pick between current, incoming and held calls using the toggle buttons. These buttons rarely appear on landline phones.

    On landline phones, each "line" corresponds to a phone number. Landline phones can juggle multiple calls among corresponding copper lines, and you switch between these calls with the line buttons (in the green rectangle above) on the phone. If you have five lines for your business, that means your phone can take calls from five different phone numbers.

    VoIP phones, on the other hand, do not have "lines" in the traditional sense. Instead of being tied to a phone number, each 'line' on a VoIP phone is tied to a SIP address or user account. Depending on your phone model, your phone may be able to handle multiple user accounts simultaneously. This means you can take calls from multiple accounts and different phone numbers on your VoIP phone.

    Using VoIP

    Chances are good you're already making VoIP calls any time you place a long-distance call. Phone companies use VoIP to streamline their networks. By routing thousands of phone calls through a circuit switch and into an IP gateway, they can seriously reduce the bandwidth they're using for the long haul. Once a gateway receives the call on the other side of the call, it's decompressed, reassembled and routed to a local circuit switch.

    Although it will take some time, you can be sure that eventually all of the current circuit-switched networks will be replaced with packet-switching technology (more on packet switching and circuit switching later). IP telephony makes sense, in terms of both economics and infrastructure requirements. More and more businesses are installing VoIP systems, and the technology will continue to grow in popularity as it makes its way into our homes. Perhaps the biggest draw to VoIP for the home users that are making the switch are price and flexibility.

    With VoIP, you can make a call from anywhere you have broadband connectivity. Since the IP phones or ATAs broadcast their info over the Internet, they can be administered by the provider anywhere there's a connection. So business travellers can take their phones or ATAs with them on trips and always have access to their home phone. Another alternative is the softphone. A softphone is client software that loads the VoIP service onto your desktop or laptop. The Vonage softphone has an interface on your screen that looks like a traditional telephone. As long as you have a headset/microphone, you can place calls from your laptop anywhere in the broadband-connected world.

    Most VoIP companies are offering minute-rate plans structured like cell phone bills for as little as $30 per month. On the higher end, some offer unlimited plans for $79. With the elimination of unregulated charges and the suite of free features that are included with these plans, it can be quite a savings.

    Most VoIP companies provide the features that normal phone companies charge extra for when they are added to your service plan. VoIP includes:

      • Caller ID

     

      • Call waiting

     

      • Call transfer

     

      • Repeat dial

     

      • Return call

     

      • Three-way calling

     

    There are also advanced call-filtering options available from some carriers. These features use caller ID information to allow you to make a choice about how calls from a particular number are handled. You can:

      • Forward the call to a particular number

     

      • Send the call directly to voice mail.

     

      • Give the caller a busy signal.

     

      • Play a "not-in-service" message

     

      • Send the caller to a funny rejection hotline.

     

      • With many VoIP services, you can also check voice mail via the Web or attach messages to an email that is sent to your computer or handheld. Not all VoIP services offer all of the features above. Prices and services vary, so if you're interested, it's best to do a little shopping.

     

    Now that we've looked at VoIP in a general sense let's look more closely at the components that make the system work. To understand how VoIP works and why it's an improvement over the traditional phone system, it helps first to understand how a traditional phone system works.

    What are the benefits of Voice over IP?

    VoIP can facilitate tasks and deliver features and functionality that might be cumbersome or costly to implement when using traditional PSTN.

      • More than one phone call can be transmitted on the same broadband phone line. This way, voice over IP can facilitate the addition of telephone lines to businesses without the need for additional physical lines. This makes VoIP systems much more scalable.

     

      • Features that are usually charged extra by telecommunication companies, such as call forwarding, caller ID or automatic redialing, are often included as standard with voice over IP technology. What's more, they are much easier to configure and manage.

     

      • Unified Communications are secured with voice over IP technology, as it allows for the use of software and applications, like 3CX. Such solutions offer a whole range of communications features such as voice calls, video, instant messaging, conferencing and even live website communications.

     

      • Used with a modern communications solution, users can take their office phone number with them wherever they go, all they need is internet access. They'll be able to access and make use of the company phone system from their mobile device, laptop or tablet.

     

      • A voice over IP solution provides significant cost savings over a traditional phone system. Users can take advantage of free calls and low rates for international calls and long-distance.

     

      • Organizations can boost customer service with applications which offer features to boost agent productivity and efficiency. What's more, customers can connect with the business through a variety of channels, as well as make use of free calls to contact centres.

     

      • It's much easier to work with remote workers when your business has a VoIP software communications solution in place. Extensions can be added easily without any fuss, and employees can be added to the company phone system no matter where they are located.

     

      • Fax machines are an outdated device that most businesses are getting rid of. But for those who are fonder of simpler times, many modern communications solutions offer fax to email, which is facilitated by VoIP.

     

      • Whole systems are easy and cheap to implement. Without the need for extensive amounts of infrastructure, VoIP communications systems can be deployed quickly and without much cost. What's more, with mobile apps and web clients, there's no need for desk phones or expensive devices, making it ideal for small businesses as well as larger enterprises.

     

      • With a broadband internet connection, a good VoIP service can provide excellent call quality with very little downtime.

     

     

    Disadvantages of VoIP

     

      • If you experience internet problems or power outages, this can result in your VoIP phone system failing to work. Additionally, poor internet connection can affect the quality of calls. For this reason, many businesses choose to opt for a dedicated internet connection for their VoIP communications.

     

      • As an internet service, it's vulnerable to cyber attacks. There are a number of security risks, including DOS attacks and eavesdropping. However, most reliable service providers and software systems implement tools and measures to protect against such vulnerabilities.

     

     

    FAQ

     

    Can I keep my old phone number?

    It depends on your VoIP setup. Most specific VoIP providers let you port your old number over. Some, however, may require a new one.

    For most VoIP apps and software, you'll need to register and sign in to your account, so a phone number isn't always necessary. As long as you can sign in on the app, your contacts can call you.

    How much does it cost?

    Again, it depends on your setup. VoIP calling app-to-app is almost always free; calling a landline or mobile number may cost a little; and other VoIP services, including those from Hyperoptic or business providers, require a monthly fee.

    Should I get rid of my landline?

    For the majority of providers, you need line rental to receive broadband anyway, so you may have no choice but to keep it.

    If you rely on being able to make phone calls, ever have to call numbers not available through VoIP, or use features only available on landlines, it's worth keeping a landline around as a back-up. If you only make calls very occasionally, however, you could get away with having none at all.

    Switching to VoIP might also help you save money on communications services. Long-distance and international calls are generally free with VoIP service. The only charge is for your internet access. Implementing VoIP doesn't mean that all your employees have to use IP-enabled phones. The best VoIP providers implement IP telephony in a manner that protects your investment in existing telephone equipment, even if you have analog telephone stations.

    Not sure how to get started? Speak with a specialist now to get business tech help now.

     

     

    What is the difference between scan and copy?

    Posted on by Oak & Bluebird
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    What is the difference between scan and copy?

    These days there are so many different options for copying and scanning documents and images that choosing one can be mind-boggling. There is no definitive "best" option for everyone. Thankfully, small-business owners can choose the features that are best for their applications by taking a good look at the differences between scanners and copiers.

    So many people conversationally lump copying and scanning together perhaps that's due in part to so many offices today having a multifunctional device, which negates the need for specifying the difference when you're asking someone to run over and "scan me a copy" or something. "What's it matter, anyway? I mean, 'copy vs scan' is an essential thing, right?" Well, they might seem similar, but you find rather quickly that understanding what the difference is between devices and functions is a necessity when it's time to go shopping for a new one.

    This is especially true when you consider that just about every help-article out there starts with something like, "understand what you need" as the first step to buying a new MFP. Does your office need to make physical copies? Or do they need to scan in papers so they can add them to your office's document management or e-filing system? Maybe that results in looking at a SOHO MFP versus an Office MFP versus some individual scanners for your employee's desks.

    Photocopiers are pretty standard pieces of office equipment, has been a mainstay in most offices since the late 1970s and early 1980s. But as digital technology improves and becomes increasingly more affordable, a paper-free piece of technology like a scanner could meet all of your document reproduction needs and replace your traditional copier. Copiers and scanners operate in similar ways, but how they output information is much different.

    The History of the Copier

    The history, or evolution, of the copier, is very similar to that of the digital camera. It started in the 1970s with an optical scanner using a bright light flashed onto the original document and then reflected a light-sensitive drum. The drum had an electrical charge making an exact negative image of the original. Then a piece of paper with another electronic charge passed over the drum to adhere to the toner and produce the copier. This is why it was originally called a "photocopy."

    Over time, demand and competition required copier manufacturers to innovate and build new features into the copiers so that they could do more in the office. Soon, features like network printing, scanning, and faxing all became required operations of the device.

    Up until the year 2000, copiers were analog devices that had optical mechanisms in them. When they evolved into a digital device with the ability to store multiple documents on a hard drive, it opened the world to the ability to make multiple copies of a multi-page document, separating, sorting, and many other new features. Then networking arrived, and that made it much easier to print to the device and to share or distribute digital copies/documents.

    During a similar timeframe, the computer printer was evolving down the same path. Manufacturers of printers were looking for ways to make the digital laserjet printer more useful in the office.

    So, if you look at the difference between a copier and a multifunction printer, it was more of a convergence of two different office technologies that evolved into the products we have today.

    How's it similar to the digital camera? Just like the evolution of the copier, the consumer has pushed manufacturers to be more competitive and to drive innovation. Yesterday, or not long ago, we were capturing images with a digital camera. Everyone had one, but then came the transformation of the cell phone. Manufacturers of the cell phone were looking to provide more use and value for their devices. The hardware for digital optics was being miniaturized, and the same thing was happening to storage as well as the overall costs, so it made sense for these technologies to merge. One of the first major technologies added to the cell phone was a digital camera. Now it's difficult to buy a smartphone or a cell phone without a digital camera built into it.

    What Is a Copier?

    A standalone copier's primary function is to copy documents onto paper and in volume. It has a flat piece of glass or takes pieces of paper individually through feeders, records an image of the document, and prints duplicates of the document. Copiers output different sizes of paper, depending on the make and model. Likewise, some create colour prints, while others deal only in black-and-white.

    What Is a Scanner?

    Scanners work much like copiers, taking images of documents that you place on a piece of glass or insert into a reader space. Scanners create digital versions of the images and store them on your computer. You control the input settings and select the resolution for the scans and can use the digital files for a variety of things, from viewing on your computer to emailing to coworkers.

    What is a Multifunction Printer?

    An MFP is a multifunction printer/peripheral/product, all-in-one or multifunction device (MFD) which incorporates multiple functions into one office machine. This device decreased its overall space that it took up on the floor and can be accessed by the entire office if needed.

    Typical MFPs today can copy, scan, print, fax, and email documents. Additional add-on software can allow them to do even more to manage the document workflow and secure documents so that an organization can increase efficiency, control access, or meet industry compliance guidelines.

    Different Results of Scanning and Copying

    The beginning steps of scanning and copying are identical: you place a document or image in the machine, push a button, and the machine acquires a digital copy of the image. The results, however, are quite different. If the machine is a copier, it simply prints the digital image onto one or more blank sheets of paper. If the machine is a scanner, it stores a digital copy of the image on a memory card or USB device, or it transmits the image to a computer.

    Different Hardware

    The three most popular types of machines for copying are a dedicated copier, an all-in-one (also called multifunctional) printer, and a fax machine that is able to copy images. Scanning, on the other hand, usually requires a computer or a memory device in addition to the scanner. A scanner is most effective when partnered with a computer to allow images to be edited, emailed, printed, and saved to disk. A computer is not required if the scanner saves to a memory card or USB device. Some scanners also scan to email or transmit scanned images wirelessly to portable devices. All-in-one printers add the option of scanning documents and then fax them.

    Different User Skills Required

    Copying documents is generally a simpler process than scanning. Most copy machines require users to push a single button to instigate black-and-white copying and a second button for colour copies. Additional buttons dictating such options as print quality and a number of copies are usually not difficult to master. Users will also need to know how to load paper and perhaps clear paper jams. In addition to those skills, scanner users will also need a basic knowledge of computers in order to manage the scanning, editing, printing, storing, and transmitting of scanned images.

    Choose the Best Machine for Your Applications

    Business owners who are thinking about buying a scanner or copier should begin with the end goal in mind. If the paper is your medium of choice for document transmission and record-keeping, a copier will likely suffice. If you value paperless systems, use a scanner. Scanners generally give you more options since once the digital image is on your computer, you can always edit, email, or print it. You can also easily store backup digital copies of your scanned documents in remote locations. If you are uncertain which machine will suit you best or if you want the capability to both copy and scan, consider purchasing an all-in-one printer since that will give you all the options of copying, scanning, printing, and faxing. (Note that not all all-in-one devices include the ability to fax.)

    So what's the difference?

    You walk to the office's MFP and pop a document in the machine, push a button, and the machine creates a digital copy of that image/paper. What happens next is why they are different. If you're scanning, you might get a prompt on the machine's display to let it know what to do next; send to your email or a folder on the network. Maybe you are using your MFP's auto document feeder to scan in a large number of pages to send to your advanced capture software for processing and sorting before it moves on to archival. There are a lot of options and destinations a digital image could head towards, but I think you get the gist. However, if you were making a copy, that digital copy of that image/paper your copier just made is stored long enough to create a duplicate print of the original.

    While scanners and copiers operate in much the same manner, their output is different. A copier transfers documents directly onto the paper. It can copy large volumes at once without having to go through a computer, whereas a scanner creates digital versions of the documents that live on your computer. Instead of producing hard output, scanners only convert the document to a digital format; they have no output trays, ink systems or printing capabilities. Some multifunction printers have scanners built-in, in which case the scanner doubles as a copier as part of a multi-purpose machine.

    Advantages and Disadvantages

    Some advantages and disadvantages can greatly affect your bottom line, so understanding the difference might save you money when you go shopping for that new device for your office. They might look the same on the outside. Still, copiers are typically a much simpler device for your employees to operate without the need for all those extra buttons and functions you'll find on a multifunction device. They're designed to create copies, so they do it with great efficiency, but having limited functionality might not be the best bang for your buck when you're thinking about the needs of your business and the available real estate in your office for devices such as this. Scanners, on the other hand, are incredibly useful for creating high-resolution digital images from text or photos which you can send to any destination. If you're only in need of a scanner and not an MFP or printer, they can be a bit smaller than the office copier (depending on the device) too. Though it's not uncommon to see a great scanner paired with printing functionality so if you wanted to copy a page or two, you could essentially accomplish the same task with this pair as with a simple copier. Plus, you get all the benefits of the additional capabilities that a scanner can offer mentioned earlier. Today's manufacturers have a pretty large variety of machines to browse through, but feel free to reach out to us if you need some help.

    Scanners are useful for creating high-resolution digital images from text or photos. You can then send the digital copies via email or share them over your network with other people. Scanners usually operate page-by-page, which makes them slower than copiers, which handle multiple pages in quick succession. Additionally, copiers create multiple copies of your scanned documents, so reproducing large documents is quick and fairly simple. High-end copiers may also collate and staple sets of documents, which isn't possible with scanners.

    Copying will produce a paper duplicate. Scanning will create a digital copy. You enter an email address, and the machine will send a pdf copy of your scan to this email address.

    Copier vs. Multifunction Printer

    It's important to realize that a networked copier that performs several functions is different than a standalone copier. A standalone copier is a machine that you must walk up to in order to use; you can't send a document to be printed from a computer, in other words. Standalone copiers are a good option for organizations that make a large volume of copies every day and are often used in law firms or accounting firms.

    Comparing Function

    A standalone copier's function is quite self-explanatory: it copies documents. Copiers that are networked and perform several functions often print, scan, copy, and fax.

    A multifunction printer, on the other hand, is designed with multitasking in mind. MFPs generally print, scan, copy, and fax, as well as a copy to file (such as creating a PDF from a scanned document).

    Comparing Features

    This is where copiers and multifunction printers become more different. Copiers and MFPs have different features that lend themselves to a different use. Copiers are well-suited to heavy use and document production. Copier-based machines are often designed to do heavy-duty work with finishing features such as binding and sorting.

    Multifunction printers function well for everyday office use. They can handle the brunt of regular scanning, copying, faxing, and printing, and are generally a good all-around machine for the office to share.

    Photocopiers are standard pieces of office equipment and have been since the 1970s. As technology has developed, the majority of photocopiers in offices today are 'multifunction' devices. It can be hard to distinguish the difference between a photocopier and a scanner as they appear to operate in similar ways, yet the method of output is vastly different.

    The beginning processes of photocopying and scanning are identical. You place a document on the platen - the flat glass surface on the top of the device, or in the document feeder (which allows multiple sheets to be copied or scanned at once). You then push a button, and the machine acquires a digital image of the document.

    The next stages of the process are quite different, however. If the machine is a photocopier, it simply prints the digital image onto one or more blank sheets of paper. If the machine is a scanner, it stores a digital copy of the image and transmits it to a computer (via email or network), or stores it on a USB or memory card.

    Copying documents is a simpler process than scanning. Most photocopiers require users to press a button to start the photocopying process. Additional buttons are available to change the print quality or increase the number of copies. In contrast, scanning requires users to have a basic knowledge of computers to manage the transmitting, storage and editing of scans. When you press the button for scanning, you may be faced with a pop-up message, asking you what to do next - scan to folder or email.

    Scanners are the tool for business owners that want to go 'paperless', yet if the paper is your medium of choice for document transmission and recording, then a copier will suffice. However, any devices combine the two functions today. Multifunction devices combine a printer, copier and scanner into one device, giving you all the options, as well as the option of fax.

    What is the best tracking device for a car?

    Posted on by Oak & Bluebird
    Driver-safety-and-compliance-rectangle

    What is the best tracking device for a car?

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      Choosing the perfect tracking device for your car

      GPS tracking devices for cars are becoming increasingly popular. Car owners may want to track their car for several reasons. Perhaps they're afraid of car theft and want the best chance at being able to find their vehicle if someone steals it.

      Also, if multiple people use the same car, the owner may want to track where the car has been and how long it has been travelling. If you like to keep maintenance records or learn about the performance history of your vehicle, then a tracking device is the best solution. 

      Auto theft is all too common. Many times, it is almost impossible to trace your car once it has been stolen, which is why having some way to know the location of a vehicle at all times can be the difference between finding your car and buying a replacement. A GPS tracker can allow you to track the location of a vehicle anywhere it goes, so take a look at our reviews of the top GPS trackers for cars.

      Now that we live in a connected world tracking your car's location has never been easier. Using GPS technology, affordable trackers are available in today's market, allowing you to know where your car is at all times. Besides, many of these GPS trackers have additional features that can monitor driving habits, which is great for keeping an eye on a teenage driver.

      GPS trackers aren't very complex devices. Most of these can just be placed inside your vehicle once you've set up the app on your phone. Some of our recommendations are specifically designed to be used on vehicles by plugging into your car's OBD2 port. Those devices have additional features, such as monitoring your car's health and getting vehicle data such as speed, acceleration, braking, and more. They're similar to devices used by insurance companies that offer discounted monthly premiums if you allow them to track your driving habits.

      In this article, we'll take a look at the top best GPS trackers for cars, as well as explain what they are and how you should go about picking the right one for you. 

      What is a GPS Tracker?

      A GPS tracker is a fairly simple device that uses GPS technology to send location data to a cloud-based server, which you can then retrieve on your smart device or computer. All of these devices use cellular network technology (3G/4G LTE) to send information to the cloud, which you can access from anywhere around the world. Do keep in mind, however, that some trackers will only send tracking data in specific countries since they use cellular data. If you need a device that works internationally, make sure you get a tracker with an international SIM.

      Many of these devices now use apps that you can install on your Android or iOS smartphones. Some also offer a web-based option for tracking data so that you can check it out from any computer.

      Best Vehicle GPS Trackers Reviews

       

       

      Vyncs GPS Tracker: Best for Long-Term Tracking

       

      The Vyncs GPS tracks location, unsafe driving practices, engine diagnostics, battery life, maintenance needs, recall notices, and fuel levels.

      It evaluates your driving to give you a Tip Performance Index (TPI) score that can help you save money on car insurance. Its free companion app, VyncsMiles, is compatible with Amazon Alexa and can track mileage and categorize it by personal and business use.

      Vyncs uses one-year plans instead of month-to-month deals. This kind pricing can save you cash if you're committed to tracking your vehicle's location for a while.

      You can also check out Vync's Basic, Premium, and Pro plans that sweeten the deal with services like roadside assistance. Vyncs also has a Fleet service for commercial customers who might want to monitor their employees during deliveries or routes.

      The OBD plug-in GPS device costs around $75 and comes with a one-year basic plan subscription (and a one-time activation fee of $30). Yearly renewal costs are about the same, which works out to around $6 a month, making it the least expensive GPS on our list.

      We don't like that the default refresh time is three minutes-the fastest refresh time (15 seconds) is available only for an added fee. The user interface is also a little tricky to manage.

      MOTOsafety GPS Tracker: Best for New Drivers

      With a driving education course for teens, Google Maps route replay, geofencing, and customizable location alerts, the easy-to-install MOTOsafety GPS Tracker earned our top spot for new teen drivers.

      This tracking device costs around only $20 with a monthly fee of $19.99. You won't have to sign a contract or pay a cancellation fee, but you will have to call the company if you want to cancel.

      We like the included driver training program, with access to educational content and practise quizzes to help your teen prep for their driving test.

      We also like the daily driving report card on the mobile app, but metrics can be confusing. Speed limits aren't always accurate on Google Maps, so MOTOsafety might say you're speeding even when you're not.

      Likewise, normal rapid acceleration-like when you're merging onto a busy highway-can also count against you. We recommend taking it out for a test drive and checking the sensitivity before taking away your teen's car keys for a bad grade on their MOTOsafety driving report.

      Spytec GL300 GPS Tracker

      SpyTecGPS is one of the leading manufacturers within the GPS industry, and the GL300 is our top pick for the category. This GPS tracker offers near-perfect 4G LTE coverage with impressive 2.5-week battery life. It's fairly compact as well, measuring 3″ tall by 0.38″ thick, allowing you to conceal the device within your car easily.

      The GL300 is compatible with any smartphone, tablet, computer, and network provider. Using satellite technology, this GPS tracker boasts unlimited tracking range, so you don't have to be anywhere near it to get a precise location. With your smart device, you can set up notification preferences and receive alerts if the tracker leaves or arrives at a specific location-great for tracking cars, especially if your child is driving. You're able to store up to a year's worth of activity and can set up reports that summarize the tracker's historical data.

      This GPS tracker is also a bit future-proof since new features are added monthly as the company's development team uses machine learning and other advanced tools to increase tracking accuracy and boost platform intelligence.

      A data plan is required to use this device (and all other GPS trackers), which starts at $24.95 a month, but you can cancel at any time, and there are no cancellation fees.

      LandAirSea 54 Waterproof Magnet Mount GPS Tracker

      If you want a waterproof device, LandAirSea's 54 GPS tracker is 100% waterproof and uses a built-in magnet for easy installation. Since the device itself is waterproof, you don't have to purchase a separate case for it. Featuring an ultra-compact design (about the size of a small roll of Scotch tape), this GPS tracker is powered by a rechargeable battery that can last 1 to 2 weeks on a single charge, depending on use.

      Monitoring this device can be done through the LandAirSea mobile app, which is available for both Android and iOS devices, or you can use the web-based SilverCloud software. Features include historical playback, geofence and address proximity alerts, arrival and departure notifications, alerts via SMS or email, Sharepoint (shareable link to the live GPS location), InstaFence (creates an instant geofence around the target), and unlimited printable reports.

      This GPS tracker uses 4G LTE connectivity and includes a SIM with unlimited data and unlimited access to LandAirSea's tracking servers. It costs $24.95 a month for 60-second tracking updates, and the company does offer faster rates. 

      Need help finding the right GPS tracking device for your business vehicles? Talk to our experts!

      PRIMETRACKING Personal GPS Tracker

      If you need something extremely compact, this GPS tracker is one of the smallest units available. From PRIMETRACKING, this product measures 3″ by 1.5″, so you can easily conceal it inside your vehicle or use it to track anything else. 

      Although it's small in size, the tracker still boasts a 2-week battery life. Features include location change alerts, detailed activity location, route history, and geofence. And like other GPS trackers, it has an unlimited range, so you don't have even to have to be in the same country to monitor your car's location.

      Subscription fees for this device are $25 per month or save a bit by doing six months at $20 per month. You can cancel at any time, and there are no activation fees.

      telematics

      Tracki Mini GPS Tracker

      Tracki offers another extremely compact GPS tracker. This device comes with an international SIM, which means it works in over 185 countries. Measuring 1.8″ by 1.6″ by 0.7″ and weighing just 1.7 ounces, this compact tracker also comes in handy for other uses besides tracking your car.

      The company offers a lifetime warranty with its product and even provides a free tracker replacement if you lose your original unit. It also uses a replaceable battery, although its standard battery life isn't as great as other products. If you need updates every 1 to 5 minutes, the battery will last 2 to 3 days. If you only need updates four times per day, the battery will last up to 30 days on a single charge. A larger battery is offered separately that puts it in line with other devices, offering 2-weeks battery life with real-time updates or up to 6 months if you're getting updates four times per day.

      You can set up geofence zones with this device and receive alerts for various things, including speed alerts, and movement notifications via SMS or email. It saves up to 5 years of history with the route, speed, and time stamps.

      The Tracki GPS tracker ships with a magnet, Velcro, and belt clip, allowing easy installation for however you want to use it.

      Pricing for Tracki's Mini GPS Tracker is $19.95 per month, or as low as $9.95 per month if you do a long term plan.

      CarLock Car Tracker & Alert System

      Another OBD2 device, CarLock's GPS tracker monitors your car in real-time, alerting you when your vehicle is moved, when the engine starts, if unusual vibration is detected, or if the device itself is removed from your car. Since this device connects to your car's OBD2 port, it can also monitor other factors such as fast acceleration, hard and sudden braking, and even sharp and sudden turns. Each month, it'll report a driver safety score, which is a great feature for monitoring young drivers. Besides, the device can let you know if your car's battery is running dangerously low or if it's experiencing high battery drain.

      As a tracker, it'll also record route history for you to review or export to a spreadsheet in .xls or .csv format.

      CarLock has one of the more affordable plans, costing $9.60 per month. You also get the first month free.

      Trak-4 GPS Tracker

      Another affordable option is Trak-4's GPS tracker. Featuring a rechargeable internal battery that lasts 12 to 18 months on a single charge with daily reporting, this device is designed more for commercial use with its rugged housing. You can choose in-motion ping rates from 1 minute to 1 hour, but battery life suffers if you're requesting more frequent updates.

      Map history is provided with this tracker, along with geofence zones that support email or SMS alerts. This is a great option for companies since it uses REST API for GPS reports. It's very developer-friendly with full source code examples and documentation available. More importantly, if there is no GPS signal available, the Trak-4 uses cell-trilateration to give an approximate location.

      Trak-4's monthly subscription costs start at $6.99 per month when prepaid annually, or $12.99 per month if you're paying monthly. That's for hourly updates-if you want 10 minutes or 1-minute updates, you'll have to pay more. No contract, activation, or cancellation fees and a SIM is included with the device.

      Optimus Tracker GPS Tracker with Twin Magnet Case

      This bundle from Optimus Tracker includes the Optimus 2.0 GPS tracker with 4G LTE connectivity and a twin magnet case. The case features watertight and water-resistant construction, and the Neodymium magnets are the strongest type of permanent magnets available commercially. Create alerts, geofences, and driving reports from within the app, which is available for Android and iOS devices. Configurable notifications include when the tracker starts moving, when a vehicle is speeding if the device has low battery if the SOS button is triggered, or when the vehicle enters or exits the geofence zones. Those alerts can be sent via email or SMS.

      One full charge of the battery should last 1 to 2 weeks, with it ranging on how often you're reporting data.

      The Optimus 2.0 costs $19.95 per month with no contract or hidden fees, and you can cancel anytime. Customize the report frequency from 30 seconds while moving or 10 seconds. 

      Ok Gps Asset Tracking Driver On Highway Hex

      What to Look for in a Car GPS Tracker

      Price 

      GPS trackers can run anywhere from $25 to over $100, so it's important to think about what you want to spend. But there's more than just the upfront cost to take into consideration - many operators charge a monthly fee to store your vehicle's GPS data in the cloud. If you're looking for long-term data but don't want to pay monthly, it might be worth paying more upfront to avoid these kinds of charges.

      Special features 

      If the only thing you want from your device is tracking, your decision is probably pretty straightforward - but many of the options on our list can do a lot more. From daily driving reports and Alexa integration to diagnosing engine trouble, these models have many different features that may be relevant to your needs.

      Power 

      The question of battery versus plugged in is relevant for most electronics, and car GPS trackers are no exception. Many of these devices have long-term batteries, while others connect to your car. It's important to consider whether you want to worry about recharging or replacing batteries, or whether you'd like the device to always be on whenever your car is running.

      If your concern is theft, you may want a more discreet and compact option that can be hidden inside your vehicle. Savvy thieves may know to check the OBD2 port for a GPS tracker prior to running off with your car. If that's your main priority, get one of our smaller recommendations that can be hidden underneath a floor mat or in the trunk.

      What is the best photocopier for business use?

      Posted on by Oak & Bluebird
      Top-managed-print-trends-2020

      What is the best photocopier for business use?

      If you're looking for the best digital copiers of 2021, then you've come to the right place, as on this page we've ranked the best photocopiers money can buy.

      There are plenty of reasons why you'd want the best digital copier your budget will allow. Modern offices will find plenty of reasons to use a fast and dependable photocopier. On this page, we'll list the best standalone digital copiers, as well as affordable and convenient multifunction printers (MFPs), which combine printing and scanning functionality in one device and slash the cost of producing printouts using inkjet or laser technologies.

      In the past, MFPS had a bit of a bad reputation as a 'jack of all trades', but they have made significant improvements both in terms of quality, value for money and onboard features.

      From usage tracking to improve security, auto duplex, mobile and wireless printing or digital touchscreen display, there's now a flurry of options available on the market, for the occasional printout and mailing all the way to digital agencies.

      As a staple of most small businesses and offices around the country, multifunction copiers (MFC) have helped companies send, receive, print and duplicate documents for decades. Since these machines take up important real estate in your office, it's important to consider not just its size and weight. Still, how proficient the copier is at its job when it comes to print speeds, copy and print resolutions, and overall usability. After considering products from 10 of the world's top MFC manufacturers, we compared each device's functionality, price and ease of use to determine our best picks.

      What to consider when buying a photocopier?

      Below are five points to consider when putting together your checklist.

      1. Can the photocopier your business is considering handle the capacity needed?

      Photocopiers in the shape of multifunction printer come in all shapes and sizes. Many are aimed at the domestic market. Look closely at the stated capacity and match this to your business' workload.

      2. How important is the quality of scanning and printing?

      Many of the latest photocopiers using advanced print technologies that were, up until a short time ago, only found in high-end printers. If possible, look at samples of print and scanned output before making your choice. Many vendors now offer the option of sending samples by post.

      3. Is fax capability needed?

      Fax is far from a dead communications medium, with many large businesses still needing it. Look at the fax capability of the MFP, which today is likely to use the cloud as well as a direct dial to another fax machine.

      4. Will your company need to manage sensitive information?

      Access to the features of a photocopier should be controlled with PINs or passwords. Also, ensure that the MFP only prints the required copies to ensure data security. And think about whether the USB port should be disabled to mitigate any risk.

      5. Does your business require remote printing?

      With the rise of BYOD (Bring Your Own Device), printing from mobile devices is fast and efficient. Look closely at the apps that will use the photocopier to ensure these connect securely. An MFP can be a cost-effective asset that a business can build its workflow around.

      With digital copiers now coming with a number of configurations, it's critical to assess your business' needs and match them to the right one.

       

      Other Things to Consider

      As with every product, educating yourself on the topic and knowing what to look out for saves money and makes sure that you get something that suits your needs best. It's the same with photocopy machines, and the only difference is that you'll be choosing what's best for your office and business.

      There are several things to look out for, some are more important than the others, but generally, we'll mention the five that usually have the highest priority. Since other people will use the machine, it's also a good idea to check if the photocopy machine is easy and straightforward to operate with controls that everyone can understand easily.

      Also, check out the size as well because depending on your office, the photocopy machine could be too big. At any rate, here's what you should look out for.

       

      Speed

      One of the essential things, copy speed, determines how fast the photocopy machine will finish copying a page. It's "measured" by pages per minute, and generally, mid-range photocopiers for small businesses have a copy speed of around 30 pages per minute.

      Naturally, the higher, the better, but if you don't have that many people that will use the machine, you might save some money by picking a slower copying machine.

       

      Volume

      Copy or print volume is something you should take special attention to since this is entirely dependent on your office space and workforce. You see, photocopy machines are designed around how many pages can they print per month, before toner changes and the like.

      So, it's essential to know how much use the machine will have in a month, and according to that number, you should pick a device that can process that much.

       

      Scanner abilities

      Different machines have different scanner features, so it's a good idea to check what abilities the scanner has. For instance, if the photocopier has a network capability, it can scan directly to your desktop. As mentioned, scanner features vary, so check out what those are to see if they are relevant to you, as some can really improve your workforce.

      Office Business Photocopying Machines 03

      Features and functions

      Modern photocopy machines come with various functions besides the actual photocopying. They can fax, print, copy, scan, and can even have network capability, which speeds up the workforce productivity.

      These are actually more basic features and are practically an integral part of the majority of photocopy machines, but it's still a good idea to check what they have.

       

      Price

      As small businesses can't afford to spend too much, the cost of a photocopy machine might be the most crucial part when purchasing. Still, there are decent photocopiers you can buy that are affordable, and it will depend on your business needs, but the truth is, it all comes down to your budget so plan accordingly.

       

      What is the price of a digital copier?

      The cost of acquiring a printer can be dwarfed by the cost of purchasing the consumables - the toner or ink, but also the paper, the drum, transfer/fuser kit - and the value of the warranty plans or after-sale services. And because you are likely to have one copier embedded within a group in an office or in a business, downtime can prove costly and counterproductive.

      Enlisting the help of a managed print service provider (MPS) can simplify the technicalities associated with operating a copier, especially in bigger businesses, as they take care of the lifecycle of the printer including its disposal at the end of life. Like a car lease, you will usually not own the printer after the lease ends (up to five years) and can generally pay a fixed fee for the printer plus an agreed cost per page.

       

      Best Business Photocopy Machines

       

      Pantum P2502W

      A very cheap but quality printer, the Pantum P2502W might be the first choice if budget is the main issue. Costing less than $100, this printer has a sleek and compact design, allowing you to fit it anywhere in the office space.

      Its printing speed is 22 ppm (pages per minute) with a recommended printing volume of 700 pages per month. The paper capacity is 150 sheets.

      USB 2.0 and Wi-Fi connectivity are available, and wireless is effortless to set up so you can do mobile device printing and what's more, there is support for Google Cloud Print. The printing quality is fine, but there is no colour or duplex printing.

      Not surprising considering the price, but if those are an absolute must for you and your small business, you should look at some of our other choices.

       

      Brother HLL2390DW Monochrome

      A best-seller on Amazon, the HLL2390DW model from Brother is an excellent choice for small businesses that just started and can't afford to spend too much. It's very affordable, and it even has scanned and copy capabilities.

      The downside is that it can't print in colour, so if that is a dealbreaker, take a look at other printers in our review. That being said, this device has some excellent features and can print or scan directly from mobile devices, due to it being wireless-capable.

      The print speed is 32 ppm, and the print volume is 1200 pages per month (standard yield cartridge) or 3000 pages per month (high yield cartridge). Its paper capacity is 250 sheets.

      The device can do duplex printing and can also save on toner cost due to "Toner Save Mode". All in all, a pretty good machine for the money which can satisfy the needs of a lot of small businesses.

       

      Canon Color LBP622Cdw

      Canon LBP622Cdw is a budget-friendly printer that does its task pretty well. It has a print speed of up to 22 ppm and a volume of max 2500 pages per month. With this printer, you can create a Wi-Fi hotspot from the printer so you can establish a direct connection to mobile devices.

      This is very convenient and will remove the requirement of needing an external router. There are also some security features, like the ability to mitigate the risk of personal information loss as documents are only stored in short term memory.

      This printer has a paper capacity of 250 sheets in the standard paper tray, and the device is intended to be used for a small team of 5 people. Another useful feature of this device is that it is very compact, so it's an excellent choice for small office spaces.

      Claudio Schwarz Purzlbaum Brejy Akxv8 Unsplash (1)

      Lexmark B3340dw

      An awesome budget-choice, Lexmark B3340dw is a speedy monochrome laser printer that can fit almost anywhere due to its very compact build. It has a printing speed of 40 pages per minute with a print volume of 3000 pages per month. The printer is network capable, and you can easily print from mobile devices using Wi-Fi.

      Ethernet and USB connectivity are also available. Apart from being compact, the device is built to last with its very durable and long-life imaging components.

      The printing quality is excellent, and the printer has two-sided printing, and there is an optional 550-sheet paper tray as well. As for security, Lexmarx's full-spectrum protection helps protect your network and proprietary information.

      When you consider the cost, this printer offers some charming printing capabilities and is ideal for small businesses that only need printing with no colour.

       

      Xerox Phaser 6510/DN Color Printer

      Xerox Phaser 6510, should be an affordable choice for most small businesses, and it has some excellent features as well. It has a speed of up to 30 ppm and a recommended monthly print volume of 3000 pages.

      With this machine, users can print emails, photos, and documents from various mobile devices, due to support for Apple AirPrint, Google Cloud Print, Xerox Print Service Plug-in, and Mopria.

      This photocopier is equipped with some excellent security features, including IPsec, SNMPv3, IP Filtering, and Secure Print, so you can keep your sensitive documents safe.

      The machine has a print resolution of up to 1200 x 2400 dpi, and its paper capacity is a minimum of 300 sheets and a maximum of 850 sheets. A nice bonus feature is an optional second paper tray that lets you load an extra 550 sheets at one time for extended interruption-free printing.

       

      Brother HL-L3290CDW

      Brother MFC8510DN Monochrome Printer offers flexible connectivity. It is excellent in performance as it has a print resolution of 1200 x 1200 dots per inch, and scan resolution is 1200 x 1200 DPI while the copy resolution is 1200 x 600 DPI. It has a speed of 38ppm for print and 38cpm for a copy.

      With the high yield toner cartridge, you can reduce the per-page cost. It also allows you to send and receives faxes in a user-friendly manner. This Brother printer has a capacity to carry 300 sheets at a time and 35 pages in the automatic document feeder.

       

      Canon Color imageCLASS MF644Cdw

      Canon's MF644Cdw model is an all-around machine that's capable of everything. You can print, copy, scan, and fax, ensuring excellent convenience.

      There's also a 5-inch colour touchscreen with smartphone-like usability, as well as the ability to create a Direct Wi-Fi hotspot from the printer, which is used to establish a direct connection to mobile devices removing the need for an external router.

      The speed is 22 ppm, and the print volume is up to 2500 pages per month. This machine has a paper capacity of 250 sheets, is duplex capable, and can print multiple pages onto one sheet. The size is pretty standard so it should fit comfortably in most workspaces, just make sure you measure correctly so it can do in the workspace.

       

      Brother HL-L8360CDW

      The HLL8360CDW from Brother has some high-quality colour printing capabilities, with the resolution of up to 2400 x 600 dpi. It's got a printing speed of 33 pages per minute and a recommended printing volume of 4000 pages per month.

      It's equipped with a 2.7-inch colour touchscreen for ease of use, and you can use either ethernet or Wi-Fi for network capabilities and printing. Speaking of network capabilities, this printer can cloud print, meaning it can print directly from Dropbox, Google Drive, OneDrive, and other similar services.

      The printer has some useful security features too. For example, an integrated NFC card reader for easy badge authentication, and active directory support for network user authentication. This helps protect against unauthorized device access and can restrict printing on a per-user or group basis if needed. An automatic duplex printing is there as well.

       

      HP M428fdn LaserJet Pro 

      A good quality laser printer, the M428fdw from HP is an excellent pick for those a bit more demanding small businesses. Apart from printing (no colour), you can also copy, scan and fax with this machine, and in pretty good quality too.

      The print speed is up to 40 pages per minute, and the recommended print volume is 4000 pages per month. The printer also has a 50-sheet auto document feeder, a paper capacity of 250 sheets and an automatic two-sided printing.

      One of the highlights of this printer is its security. There is a good number of security-related features, including instant threat notifications and optional PIN/pull printing.

      These will help protect your laser printer from being an entry point for attacks and help ensure the safety of your sensitive data. A problem for some might be that the printer doesn't have wireless capabilities, and its only connectivity is through ethernet.

       

      HP M479fdw Color LaserJet Pro

      HP's M479fdw printer model is a multifunction device that is capable of producing high-quality printing, copying, scanning, and faxing. It has a reliable printing speed of 28 ppm and a recommended printing volume of 4000 pages per month. 2-sided printing is also available, and there is a 50 sheet auto document feeder.

      The printing capacity is 250 sheets. A built-in Wi-Fi Direct is there as well, enabling you to connect the mobile devices to the printer for easy mobile printing, even without a local network connection.

      An exciting feature is the ability to automate all the steps in a complicated workflow and apply your saved settings at the touch of a button via the customizable touchscreen control panel.

       

      What is GPS Asset Tracking?

      Posted on by Oak & Bluebird
      our-kloud-gps-asset-tracking-top

      What is GPS Asset Tracking?

      Think about all of your physical assets. You may have more than you realised, and if you do, then you need to enhance your asset tracking practices. Asset tracking sometimes referred to as asset management, is the method you use to track your physical assets, whether you scan barcode labels attached to them or you use GPS or RFID tags that broadcast their location. Asset tracking is just as important as managing your inventory because you need to know the location, status, maintenance schedule, and other important information about your organisation's physical assets. Indeed, asset tracking is important to your organisation's bottom line and compliance, as you are responsible for locating and replacing lost or missing physical assets, as well as those that have come to the end of their lifecycle.

      Asset tracking is about capturing up-to-date information on your most valuable equipment. It's a way of recording location and usage information to ensure your items are safe. However, good asset tracking software also forms the basis of effective business processes, as well as informing operational decision-making.

      What Is Asset Tracking?

      Asset Tracking is the process of capturing vital information on the status and location of assets using scanners to detect barcodes or RFID tags for asset verification. As an alternative to scanning, data can be entered manually into a central asset register. The register should offer fully-customisable fields for recording valuable asset data.

      Organisations carry out asset Tracking with the aim of improving the usage and security of valuable items. Additionally, routine physical audits are mandated by auditors to ensure that finance departments can verify the existence of assets that are listed on the balance sheet. Organisations that fail to track assets correctly could be losing vast sums of money on an annual basis.

      Asset Tracking differs from Inventory tracking; the former is the process of monitoring the value of items owned by the business along with useful information about location, ownership, associated documents, etc.. In contrast, the latter describes keeping an accurate record of items that are held in stock for sale to customers.

      Asset tracking is the process of recording and managing valuable items that a business owns. It involves logging every piece of equipment so you can record daily use and other key details in one centralised system. The aim is not only to ensure you know where your key assets are but that they're cost-effective business tools that are also being properly maintained.

      At a basic level, asset tracking systems provide a procedure for staff to log when they use the equipment and where they take it. However, they can also be used to keep track of your assets in a large warehouse environment so that staff can locate items quickly. You might also record details such as model and make, when maintenance is due or how much use the item has had.

      By logging this type of information in one centralised system, anyone can access it whenever they need to, which keeps your business operations moving 24/7. Employees can locate the equipment they need quickly and avoid unnecessary project delays. Administrators can access data reports to ensure that they send machinery for maintenance as required, order spare parts and deal with lease renewals on time.

      Methods of Asset Tracking

      While asset tracking can be time-consuming and expensive; there are methods of asset tracking that can save your organisation time and money. The goal of any asset tracking system, therefore, is to maximise asset control efficiency and minimise equipment loss. Through the use of mobile computers, barcode labels, handheld barcode scanners, and asset management software, you can track your assets in real-time, resulting in more efficient production planning and reduced downtime. The proper management software also enables organisations to schedule necessary maintenance or service, or even preventive maintenance. Complete asset tracking solutions include barcode technology, enabling organisations to scan their fixed assets to track them accurately and efficiently.

      Barcodes are the standard for data collection and asset tracking, giving each asset a unique identifier so that they may be individually recognised and tracked. Barcodes include information that is critical to the business, such as project name, asset category, and more. Barcode scanners read each barcode, allowing organisations to count assets more quickly and accurately without the risk of introducing human error.

      Benefits of Asset Tracking

      The benefits of asset tracking are numerous, and nearly all contribute to a healthier bottom line for the organisations that properly implement effective asset management processes. We highlight some of the most beneficial advantages of employing asset tracking here:

        • Improve efficiency and trim costs

       

        • Adjust company records as the equipment is reassigned between departments, and use the updated information when calculating taxes and costs for each department Benefits of Asset Tracking

       

        • Quickly and easily locate assets at any time, and in real-time

       

        • Conduct asset tracking using fewer resources, with the aid of an asset tracking system

       

        • Lower administrative costs, since administrators do not need to track or locate assets manually

       

        • Track and reduce asset loss and utilise assets more effectively

       

        • Grow your company and scale your asset tracking as necessary

       

        • Improve customer service through improved asset tracking and management practices

       

        • Ensure accountability and accuracy with asset loss and management

       

        • Immediately know where your assets have been allocated

       

        • Proper asset tracking is required for regulatory compliance in certain industries

       

        • Increase the efficiency and organisation of your company's physical space by identifying which items are accessed together and creating a better structure of your physical system

       

        • Get real-time reports on the position of each asset and increase the accuracy of your asset management

       

       

      What does asset tracking software do?

      Because using spreadsheets for asset management is time-consuming and inefficient, more organisations are implementing asset tracking software.

      Asset tracking software is a digital, centralised system that allows your organisation to track important details about each asset in real-time.

      This decreases administrative costs, improves service, and gives your organisation greater visibility into asset utilisation, costs, and maintenance. That makes it easy to see where all your assets live within your space, check maintenance records and more. With asset tracking software, you can:

      Track everything

      The new FASB lease accounting standards require companies to maintain detailed records of each leased asset. With asset tracking software, your company can track any number of assets in one place. Each asset contains a detailed profile that illustrates everything you need to know about that asset, including pictures, product guides, key contacts, and contract terms.

      Access information anywhere

      Asset tracking solutions come equipped with a mobile app that allows managers to validate asset information wherever they are, even if they're away from the office. You can search by owner, location, type, or serial number, edit files (to correct owner or location information if needed), take pictures of an asset, scan asset information via a barcode scanner, and more - all from the convenience of a mobile device.

      Create customised reports

      With asset tracking software, you can quickly and easily generate reports, including asset location, utilisation and cost reports. Managers can also include contract terms, lease or maintenance information in the reports and set contract expiration notifications.

      Who needs asset tracking software?

      Asset tracking software is important to all types of organisations, but especially within companies that rely heavily on assets for operations. Airlines, construction companies, fleet companies, and manufacturers, for instance, all need to track and maintain complex equipment. In these industries, equipment downtime results in lost productivity, revenue, and potential damage to customer relationships.

      However, even companies in less equipment-heavy industries still need to manage asset performance. For instance, a large financial services company has dozens of buildings that all need to be properly maintained to ensure the safety and comfort of employees and customers. Less visible assets, such as HVAC systems, water heaters, and sprinkler systems for fire protection are no less important. If one of these assets stops working, you could be putting your building occupants' health and safety in jeopardy.

      IT assets, such as servers and firewalls, are also critical when it comes to protecting your customers' data.

      Asset tracking isn't just for maintenance personnel, facilities managers, and IT leaders. It's also important to accounting and purchasing managers responsible for tracking inventory.

      As business is starting, the concept of asset tracking isn't usually top of mind. Many businesses may even ask the question, what is asset tracking? So let's drill down to the bare basics of asset tracking and what it is and how it can benefit any company in any industry.

      Asset tracking, in its simplest definition, is the method used to track a company's physical assets either by scanning barcode labels attached to the assets or by using tags using GPS or RFID, which broadcast their location. Asset tracking provides real-time, accurate data on what a company owns, how an asset is used (or in some cases, not used) and its contribution to the bottom line.

      Before we go too much further into asset tracking and how it works, it's important to understand what an asset is. An asset is an item that is considered a resource owned by a company and has economic value that can be measured and expressed in dollars. There are two main categories of assets: 1) tangible assets, which include items like computers, furniture, vehicles, camera equipment, mobile phones and tablets; and 2) intangible assets, which are comprised of items like contracts, software licenses, patents.

      Assets are commonly confused with "inventory" in business. Inventory is an asset that is intended to be sold, consumed or distributed in some way in the ordinary course of business.

      Asset Tracking differs from inventory tracking in that asset tracking is the process of monitoring the value of items owned by a business, along with pertinent details on each item regarding its location, ownership, maintenance schedule. In contrast, inventory tracking is associated with keeping an accurate record of items that are held in stock for sale to customers.

      On a daily basis, a company's assets pass through multiple sets of hands both internally, among employees as well as externally, among service providers, which means the opportunity for lost or mismanaged assets is a big risk. Years ago, asset tracking involved manual procedures in entering data such as handwritten ledgers and online spreadsheets. Eventually came the addition of expensive hardware, like handheld scanners, which needed frequent maintenance and updates and were not conducive to staying on top of constantly moving assets among a growing workforce.

      Today's asset tracking technology is much easier to use and understand. Many programs are now cloud-based systems that sync with mobile apps and come with a mobile barcode scanner that can be used with an employee's own smartphone or tablet. From the palm of their hand, authorised employees have round-the-clock access to the entire lifecycle of each of their company's assets - from where it is, the check-in/check-out status, maintenance reports and even financial data on if it's a benefit for the task it's responsible for.

      The benefits of employing an asset tracking system are plentiful. Employees can manage equipment, update licenses or software agreements, confirm inspections and report on all relevant maintenance activities from the moment an asset arrives on site until it's no longer deemed usable. Many companies are reaping the cost savings afforded to them from asset tracking in that they keep better tabs on all their assets, which can be quite costly if an item is lost or stolen. Employees are better able to use their time for their day-to-day jobs instead of looking for misplaced assets or trying to track down an item that isn't where it's supposed to be on a certain day. Businesses have been able to reduce the number of duplicate purchases by confirming what has already been purchased through real-time data that can be fully customised for a company's individual reporting needs.

      And one of the most important aspects of asset tracking is that it improves accuracy in a company, which is very important no matter the size. Having a real understanding of what assets a company owns, where they are at any given time, how they are being used and what is necessary to make the asset a relevant part of the company's success is vital. When a company is aware of what assets they possess, there's no need to guess anymore. And guessing in business is always a huge risk for everyone involved.

      Reasons for Tracking Your Company Assets with GPS

      Are you thinking of hooking up your assets with a GPS tracker? Gone are the days when GPS tracking technology was only used for national security as the field of GPS has improved drastically over the last years. GPS trackers have surely become more affordable and easily available, which makes it possible to tag your assets with GPS units.

      All asset tracking devices make use of a GPS tracking software which is extremely powerful and user-friendly. The asset GPS trackers are worth investment of your business regardless of its size. We will further explain how asset tracking devices help businesses with the most common known five reasons to use them. Just check out the list and make sure to buy a quality Fleet Tracking system or a GPS tracking solution for your business as soon as possible.

      Recover Your Stolen Assets Immediately

      On many occasions, recovering stolen assets or equipment makes it hard to carry out business operations successfully. The situation becomes a lot more critical if the stolen equipment is used in day-to-day operations. When you attach a GPS tracking device to a piece of valuable equipment, it will allow the authorities to recover it quickly and get your business on track.

      Better utilisation of assets 

      When you are not using your assets, they will not generate any profit for your business. GPS tracking systems help in identifying which assets are underused so that you can either put them to work or sell them. An asset tracking system will boost the overall utilisation of your assets resulting in increased profit.

      Less Insurance Investment

      Installing a GPS tracking system allows you to get a discount on monthly payments from the insurance companies. The asset tracker is mostly treated as an anti-theft device and will help in reducing the insurance costs. On the other hand, when you can recover the lost equipment yourself, there is no need to file any claims resulting in a reduction in insurance premium and other additional costs.

      Precise Billing

      Have you ever thought of enjoying price billing with GPS trackers? The use of tracking software will help in finding out the exact number of hours the asset has been used. When you are able to monitor the actual use of the asset, you can easily prepare accurate and precise billing. Precise billing is the unique but effective application of GPS tracker which should be used by the business owners.

      Improved Visibility

      Asset tracking systems can help manage a business by helping managers gain access to real-time reports along with location and status updates. These updates are best suited for effective management of jobs. Dispatchers can locate assets quickly when a job requires a specific asset and arrange the delivery of the equipment with the help tracking software.

      There are plenty more reasons which can justify the importance of GPS tracking of assets. Managing a business is a challenging task in today's competitive world, and it is important to take care of assets and use them properly in order to grow and prosper.

      What is Device as a Service (DaaS) and how can it help your business?

      Posted on by Oak & Bluebird

      What is Device as a Service (DaaS) and how can it help your business?

      No matter the size of your organisation, it is likely you are operating a wide range of computing and digital devices spread across your team - each with its own hardware and software options. With this array of devices and software choices come many different challenges, which can be a huge headache to stay on top of.

      Managing all your organisation's various devices can cost significant time and money, but fortunately there's an alternative option.

      Device as a Service (DaaS) is a new model for the company-wide management of devices, which could be the solution to your challenges. This beginner's guide to Device as a Service will explain what DaaS is, what it does and how it can help you and your business.

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      What is Device as a Service (Daas)?

      DaaS is a modern-day model for device management. It bundles the leasing of hardware devices such as laptops, tablets and accessories together with life-cycle servicing, run-up and deployment into a single monthly, per-person contract.

      This paid subscription-based service helps simplify your company's IT and mitigates the cost and hassle that comes with managing it all in-house. This outsourcing of device management also frees up your IT team to focus on core business tasks, such as technology innovation projects designed to help grow your business.

      Traditionally, many businesses may have compromised on productivity by delaying device upgrades until they had the capital. DaaS allows immediate access to better performing devices without high up-front expenditure. It also empowers employees by giving them the right devices for their needs, so they can be their most productive.

      This is a much more intuitive approach than refreshing your entire business device fleet every three to four years and experiencing major disruptions while doing so. DaaS is particularly beneficial with the rise in remote work, providing devices preconfigured with essential software from the start.

      7 Benefits of Device as a Service

      There are many ways a DaaS model can help your organisation make the most of the latest technology available. Here are some of the key benefits:

      1. Right device for the job

      DaaS provides organisations with greater flexibility in device selection. It empowers employers to deliver the right technology to each job function. This means you have the right devices for the job without having to regularly buy upgraded hardware or being left with obsolete technology.

      For example, field sales teams need portability and longer battery life, while engineering teams need high specs and performance. DaaS with Ok ensures that each device matches the requirements of each user. This reduces hardware costs and provides the best fit for every single user.

      2. Expert advice

      If you're busy managing a business, it's just about impossible to keep track of the latest developments in device technology and connectivity. Experts, like those employed by Ok, consult with our clients, to advise on the best devices to fit your budget and needs. These DaaS experts also have regular, ongoing contact with device manufacturers and partners. This helps them manage warranties and technical support on your behalf - a time-consuming responsibility that would typically fall on an internal IT team or management.

      3. Cost control

      With DaaS, you only pay for exactly what you need, when you need it, via a predictable monthly subscription . This arrangement also allows you to quickly scale up or down as your team grows or shrinks. Transparent and consistent pricing also removes the need to pay the hefty upfront costs usually associated with procuring new devices.

      4. Lifecycle services

      End-to-end lifecycle services ensure you're using the most up to date software, so your devices are always up and running. This significantly reduces the vulnerabilities that come with using outdated software, including neutralising potential cybersecurity issues. This maintains maximum performance across all your devices and extends the useful life span of each device.

      The DaaS model also provides businesses with options at the end of life of devices. Devices can be bought back to give you a discount on the next hardware refresh, wiped and disposed of securely, or repurposed and recycled.

      5. Flexibility

      Business mobility and off-site working is easy with portable personal devices. This enables employees to achieve maximum productivity and uninterrupted connectivity no matter where they work. It also removes the need for multiple adapters and additional software installs.

      6. Device analytics

      With DaaS, you receive insightful and predictive analytics based on actual data from every device in your fleet. This helps you streamline and optimise your business. Managing all your devices in one comprehensive solution gives you complete visibility over your devices, their use and optimisation. This data helps management make data-driven decisions about devices and business technology, boosting competitiveness.

      7. Resource allocation

      With more predictable costs and fewer device-related problem solving, you can redirect the time and money you save back into your core business activities, innovations, and other opportunities that can further grow your business.

      Learn more about Device as a Service
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      The DaaS Life-cycle

      A big advantage of DaaS is that it's not just hardware leasing - it provides complete end-to-end lifecycle services for all your organisation's devices. This ensures your team has exactly the right devices, running at peak performance, all the time. Here's a snapshot of how this happens:

      1. Discover and Design: Work with your vendor to identify business needs and the best options for computing and digital devices, lifecycle services and financial terms.

      2. Configure: Ensure your devices are configured, so users can access all the necessary software, networks, and files they need to get started.

      3. Deploy: Devices are delivered and deployed in your workplace - ready to work from day one. This accelerates the employee onboarding process and makes new device requests seamless.

      4. Optimise: Devices are analysed and adjusted to ensure they are functioning at maximum productivity, security and manageability.

      5. Maintain: Upgrades, maintenance and bug fixes are performed quickly and efficiently to ensure devices are robust and continue functioning at peak performance.

      6. Dispose and Refresh: End-of-use devices are safely and securely removed, sanitised and recycled, ensuring your workplace is prepped for the start of the new hardware cycle.

      Don't delay reviewing your device management any longer

      There is no longer a one-size-fits-all solution when choosing devices for your business. The variety of technology, as well as the unique work requirements of each employee, are increasing rapidly. This makes managing business devices in-house an increasingly challenging task.

      Ensuring your employees have the right devices available to do their job well is often the difference between a productive and collaborative workplace, and one where downtime and IT issues cripple output and hold your business back.

      If you're frustrated with the money, time, and resources that technology upkeep and replacement is sucking out of your organisation, DaaS could be the right solution for you. It removes the burden of managing devices internally, letting your business focus on its high-value activities. The right technology not only makes your employees feel more fulfilled but also drives a better customer experience.

      The DaaS subscription-based service delegates the frustrating aspects of device IT to a trusted vendor, letting your team members spend their valuable time on their key business responsibilities.

      If you want to upgrade your outdated business technology and devices but don't know where to start, or you want to explore options before committing to a large up-front purchase, DaaS could be an efficient and cost-effective solution for you.

      What happens if your data is breached?

      Posted on by Oak & Bluebird

      What happens if your data is breached?

      The latest OAIC Quarterly Statistics Report, from April to June 2019, indicates that more than 10 million people suffered a data breach in one way or the other. There were a total of 245 data breach notifications. This is a substantial  number considering that 62% of these resulted from criminal or malicious attacks, meaning they were intentional. About 34% of these breach notifications resulted from human error while the rest resulted from system faults.

      What is a data breach?

      In your agency or organisation, a data breach occurs when your client's personal information is accessed or disclosed without the client's permission.

      Stolen data may involve financial information such as bank details or credit card numbers, personal health information (PHI), personally identifiable information (PII), intellectual property or trade secrets. 

      If your agency or organisation is covered by the Privacy Act of 1988, and if a data breach occurs, the Notifiable Data Breach (NDB) scheme requires that you must notify the affected clients and the Office of the Australian Information Commissioner (OAIC), especially when the data breach is likely to cause serious harm to the affected individual.

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      Has your data been breached? When and how to report a data breach?

      As stated earlier, you need to report any data breaches to the OAIC. A breach is eligible for reporting when:

      • Your agency or organisation isn't able to take remedial action to prevent the risk which is likely to cause serious harm.

      • The risk is likely to cause serious harm to one or several individuals.

      • There is unauthorised disclosure of or unauthorised access to personal information that an agency or organisation holds (or lost information where unauthorised disclosure or access is most likely to occur.

      If you suspect that an eligible data breach might have occurred in your agency or organisation, you must quickly assess the breach and determine whether serious harm to an individual or a group of people is likely to result. If that's the case, you have to report to the OAIC immediately.

      If your business does not notify the OAIC of a data breach, a failure to comply with the NDB scheme may attract fines up to $2.1 million, in addition to any damages from the data breach.

      Is your critical business data secure? Download our Free Data Security Guide

      Improve the security of your data to prevent a data breach

      Preventing a data breach requires an understanding of the types of breaches you are likely to face. Criminal and malicious attacks are the leading causes of data breaches. That's why the first line of action should be to use strong passwords and to raise awareness among  your employees on the importance of protecting clients' data. 

      Criminals use simple tricks to lure employees into revealing the credentials of their organisations to enable them to exploit and access sensitive information. Some of the tricks they use are:

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        • Phishing: This is a case in which criminals steal confidential information by sending deceptive messages to those they target.

           

       

        • Spear-phishing: This is a class of phishing that's more dangerous. Here, social engineering is used by criminals to target individuals and companies using realistic messages or bait, based on company information availed in public sources such as media releases, shareholder updates, annual reports, etc.

           

       

       

      To prevent this type of threat, you need to train your employees on cybersecurity systems and implement programs that provide more awareness on cybersecurity risks.

      Best practice for passwords

      Passwords are the first line of defense when it comes to data breaches and spills. To mitigate breaches related to passwords:

      • Increase password complexity and length.

      • Remind your employees to reset their passwords frequently.

      • Discourage your employees from using the same passwords on a variety of sites.

      • Discourage your employees from sharing their passwords with fellow employees.

      • Use a lockout system if someone tries to log in and fails after many attempts.

      • Advise your employees not to use passwords that follow a particular pattern.

      • In case credentials get compromised, ensure your employees reset their passwords.

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      Ensure your software systems are safe

      Software systems provide another weak point for criminals to attack. To mitigate this:

      • Use multi-factor authentication that gives a user access only after entering two or more factors (pieces of evidence) to the authentication mechanism. The evidence can be something that only the user knows or something only the user possesses.

      • Look out for suspicious account activity such as user logins at odd hours,from suspicious locations or devices. 

      • Discourage users from entering their credentials like username and passwords without checking for authenticity of the systems that need this information. 

      • Keep plug-ins, browsers, and operating systems up-to-date.

      • Enable anti-virus protection on all devices.

      Other ways of preventing a data breach include:

      • Web filtering to stop users from viewing certain websites or URLs. For example, you can use WebGuard (or other industry leaders) to prevent the user's browsers from loading pages from these websites or URLs.

      • Additional mail filtering systems to ensure you only receive mails from trusted sources and classify other mails as spam. You can use mail filters such as MailGuard. 

      • Capitalising on the Office 365 Administrator / Alerts Portal - this ensures only authorised individuals can access your documents.

      At OK Kloud we can implement and train your staff on all the above to help improve the security of your data. Why choose us?

      1. We can help move your data to a secure cloud infrastructure. Your data is stored in your own private space in our Australian-based, Government-grade secure servers, and provide you instant access to your confidential data.

      2. We offer a Document Management System which will allow you to digitise unsecured paper documents and safely store them in the cloud.

      3. We offer printer security because this is the point where hackers can install their malware to gain access to copies of your documents, launch DoS attacks, gain access to sensitive or confidential information, and send unauthorised print jobs.

      4. We are 100% Australian, meaning we understand local problems and are, therefore, in the best position to provide solutions. 

      Cybercriminals are always on the lookout for areas of security weaknesses so they can attack your system. Dealing with security issues can, therefore, be a great challenge to your agency or organisation. That's why you need the services of security experts.