4 Ways Your Small Business Can Benefit from a Modern Printer
The printing press has made exponential leaps since it was first invented in 1440. From its humble origins as the Gutenberg printing press, which mechanised the transfer of ink from movable type to paper, modern printers can now perform a wide range of tasks, including multifunction scanning, copying, printing and more.
Modern printers have lots of different features which small businesses can benefit from. In this blog, we’re going to focus on the advantages of modern printers for small businesses, namely that they can help small businesses run more efficiently and therefore, be more cost effective.
The four advantages we will discuss include protecting your documents with Server-less On Demand Printing; digitising important documents and turning them into searchable PDFs; improving your bottom line with capture, monitor and control, and automating workflow to improve staff productivity.
1) Protect Your Documents with Sever-Less On Demand Printing
The modern printer has evolved significantly from its initial basic features that the hardware debuted with in the late 1960s. One of the top advantages of the modern printer, especially for small businesses, is its security capabilities.
A study conducted by Ponemon Institute research revealed that Australian companies are the second most likely in the world to experience malicious or criminal data breach. That’s why it’s a top priority that your documents are tightly secured. A data breach is not only problematic for your company’s reputation but also the financial success of your business.
We have a range of printers with the option of Server-less On-Demand printing. This feature ensures that confidential documents don’t fall into the wrong hands following printing. The Lexmark MC3326ADWE and the HP M285Z mono laser printer both offer this benefit. Server-less on demand printing works by sending documents from the user’s desktop computer, Android or iOS device to a virtual printer queue, which then releases the print job to any other SMARTSeries multifunction device on your office network. To print your documents, you will need to provide an authentication at the device, which can be in the form of login details, an ID card or PIN. This ensures the safety and correct ownership of the documents.
Server-less On Demand Printing not only safeguards your documents but also increases employee productivity by allowing your workers to print their documents at the printer most convenient to them.
2) Converting Documents into Searchable PDFs
While businesses are making great progress in decreasing their paper consumption, there are still invoices, files, receipts, HR documents, contracts and the like, which we rely on in an original hard-copy form.
No matter how organised your documents may be, it’s easy for things to get lost and it’s always going to take time to physically search for the right file. While scanning is a helpful function, it is not very efficient.
Luckily, there are state-of-the-art multifunction devices which immediately digitise documents and retrieve them at the press of a button. The searchable PDF option is great because it automatically OCRs (optical character recognition) the scanned document. This allows you to CRTL-F any document by searching for it with the keyword.
Converting documents into searchable PDFs is ideal for your small business as it not only automates workflow and increases productivity but also helps lessen your company’s carbon footprint by decreasing paper use.
3) Print Efficiently and Cost effectively with Capture, Monitor and Control
While printing is an essential part of any small business, it’s easy to rack up unnecessary costs. Most companies spend a lot more than needed on printing because they are unaware of how to control, monitor and decrease printing costs.
The main problems involved in excessive printing include: unnecessary printing, personal printing and lack of training or outsourcing colour printing.
However, modern printers have specific functions, which can help you reduce printing costs, ultimately, improving your bottom line. The capture, monitor and control (CMC) software allows businesses to create rules to decrease their office printing costs.
Examples include setting your default device settings to mono and duplex printing or limiting multiple pages to two-sided page printing. The CMC software lets you implement printing quotes and limits to regulate printing costs. This function is incredibly helpful for keeping your small business’s financial goals on track.
4) Automate Workflow and Improve Staff Productivity
Improving worker productivity is a top priority on every small business owner’s list. Finding ways to achieve this goal is therefore instrumental to the success of your small business. This is where the modern printer comes in. The modern printer can expedite and even eradicate a range of repetitive tasks. This includes accelerating the pace at which multiple emails, faxes, printouts and scans are completed.
While these activities used to cost your employees an unnecessary amount of time and you, an unjustified sum of money, the modern printer eliminates these problems. The modern printer is therefore great for your small business as it automates workflow and improves staff productivity.
At TonerInk, we are dedicated to helping small businesses by providing all your printing needs. We are an 100% Australian owned and operated supplier of ink and laser printer cartridges, printers and stationery products. From discounted ink and toner cartridges to state-of-the-art printing machines, we have everything you need to ensure your small business runs smoothly. Our products are made by a variety of leading printing brands and companies, such as HP, Brother, Canon, Epson, Fuji Xerox, Lexmark and more. Wherever you’re based in Australia, we can distribute your products from our warehouses in Sydney, Melbourne, Adelaide, Perth and Brisbane.
With a competitive pricing policy to ensure our clients receive the best possible prices and value for money that is within our reach, TonerInk is your go-to printing supply company.
To learn more about how small businesses can benefit from the modern printer or to get a specific quote on a printing machine or product, please do not hesitate to speak to one of our friendly staff members by calling us on 1300 738 194. We are always happy to help you with your printing queries.