Why Should You Opt For Multi-Functional Printer

Why Should You Opt For Multi-Functional Printer

As a business, you are definitely going to need printer, fax, copier, scanner and lot more. Instead of having multiple devices for each of your needs, it’s better to have a single multi-functional device that can do everything you need. Are you still wondering why you should rather buy all-in-one printer? Then read on the following benefits:

  • Space saving: Multi-functional printers, also known as MFPs, are known are saving lot of physical space. As you get all the features of a printer, copier, fax machine and scanner, you don’t need to have multiple devices. Consequently, you only need to find space for a single device that’s compact yet efficient. Particularly, MFPs are great for offices that have limited physical infrastructure and require more desks.
  • Energy saving: All-in-one device requires only one energy cord to power up the entire device. So no more clutter of cables! What’s more, you can even save a small fortune by opting for MFPs that comes with energy-saving features.
  • Cost saving: Although the initial cost of MFPs are higher than single function printer, the former helps you save a lot in the long run. There are multiple reasons behind these savings. Firstly, you will be saving on electricity which you have otherwise spent in starting multiple devices. Secondly, you only need to maintain one device instead of multiple devices. Thirdly, you will be saving on productive time, which your employees would have otherwise spent on handling various devices.
  • User-friendly: Multi-functional printers come with range of sophisticated, user-friendly features to make their operation simple and easy. With the help of scanning feature of the MFPs, you can be creative for presentations and documents without going to the professionals. When you opt for high-end printing, you can do all your printing for marketing materials in-house. Also, you don’t have to switch on multiple devices for different tasks. Just power up one device and you are ready to do all the tasks single-handedly.
  • Wastage reduction: With effective MFPs, you don’t need to have different cartridges for multiple devices. A single cartridge will do it all for you. In simple terms, you will need only one set of supplies for all functions – including printing, coping, faxing and scanning. This will also reduce the amount of disposable or recyclable material resulting from leftover of supplies and packaging.

Are you looking for cost-effective and user-friendly multiple-functional printers? Visit Acedepot.com. The online store offers wide range of printers, including HP, Lexmark, Okidata, Brother USA, Canon, Samsung, Ricoh, Sindoh and more. If you have any confusion, just contact us. We are known for offering outstanding customer service.

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How to Impress Your Clients This Holiday Season

How to Impress Your Clients This Holiday Season

Impressing the clients should be top priority for every business. And what better occasion to explore this aspect than the holiday seasons. Holidays are just the right occasion if you need to show the extra care and appreciation toward your clients.
And so there are many ways in which you can accomplish these tasks. Look through these tips below to find the best options which makes your clients coming back to your site to make more and more purchases.

Sending innovative gifts to impress the clients

Who doesn’t like gifts, isn’t it? And if the gift is a surprise from someone unexpected then the joy is doubled. Period. So sending innovative and creative gifts to your customers should be one of your primary agenda during festive seasons. Not only does it create an impression on your customers but it will also make your customers aware that you care for their needs.
But do make sure that the gifts that you send to your clients do not turn them away instead of attracting them. Before sending out gifts, ensure what the needs of your customers are. Plan out things in advance and then venture out on distributing seasonal gifts to your valuable customers.

Sending holiday cards to woo the clients

Attractive holiday cards always do wonders. Beautifully decorated cards catch the eyes of the public. This makes your customers aware of your brand value and they do not think twice to shop from your store.
But before you just send any simple card to your clients, make sure you design it in the right manner that depicts the brand image of your business. With modern designing techniques today, you can incorporate the logo of your business together with a customized message in your card to give a sophisticated touch to it. To make it more artistic and creative, add your team photo of yours to impress them more.

Inviting them to actively take part in the celebrations

Plan a day for hosting a holiday party for your customers to join in and celebrate the festive season. Indulge in the best celebrations that helps to build a great rapport with your clients.
Last but not the least, everything that you do, plan out everything in advance. This is important because you do not want to make a fool of yourselves in front of your customers. Isn’t it? If it is Christmas season, make sure that your gifts and cards reach your customers before Christmas.
If you are planning to send cards and gifts to your clients, you need to have their latest address for the gifts to reach safely. Also, if the clients are far away, plan accordingly so that it does not become a disaster at the last moment. Enhance this opportunity to use it to the fullest so that you can build a trustworthy relationship with your clients.

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How To Choose The Best Office Furniture

How To Choose The Best Office Furniture

Having the right office furniture is very important, given the long hours we spend working in the office. If the furniture is not ergonomically designed, employees will not only start suffering health problem but the productivity will go down as well. So to make sure that you are purchasing the right office furniture, you have to consider following factors:

  • Requirements: The first step toward buying the perfect office furniture is to make a detailed list of your basic requirements. The list generally includes furniture to place computer, fax, printer, telephone, file storage and more. Additionally, when you are estimating your requirements, do consider the amount of space you will need for your devices. For example, if you are a graphic artist, it’s quite possible that you may require a large desk to house the computer as well as supplies for your artwork.
  • Location: While choosing the furniture, you will need to consider the location of windows, the entrance and the placement of wall outlets. Generally, the desk in the corporate office needs to be positioned with a view of the office entrance and for the best natural lighting. For home office, the location of the desk is quite flexible. Many turn family room into a home office or a spare bedroom into the one. Whichever location you choose for your home office, just make sure that it’s removed from potential distractions such as kitchen, family traffic and noise.
  • Your style: You need to be comfortable with your furniture, especially office chairs. So better choose the pieces that reflect your style. If you like traditional designs, go for wooden furniture; but if you are fan of modern art, steel and glass furniture will charm you to no end. If you don’t have any particular style, better go for the combination that gives aesthetic looks, storage cabinets, comfortable chairs and convenience.
  • Your comfort: When it comes to desk, nobody knows what level of comfort you are looking for better than you. Because desk is more than a piece of wood that will give you support to write. It will house your computer, printer and all other gadgets that help you complete your work. So look for a desk that helps you keep all your devices and supplies organized. A good desk will also include wire management to help you conceal cords of various gadgets.
  • Files and supplies: Apart from a great desk, you need to store paperwork and supplies in an organized manner. So look for cabinets and drawers that help you control mess. If you have less of space, go for mobile file cabinets as they are quite flexible. You should also consider adding shelves to your office to utilize vertical space. If you need to keep your safe and secure, look for locking file cabinets.

For the most efficient and aesthetic look of your office space, you need to maintain balance between work surfaces, file storage, supply cabinets and sitting area. Visit AceDepot.com to create the space that actually works for you.

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Why IT Service Costs Are Mostly Inaccurate

Why IT Service Costs Are Mostly Inaccurate

Every business needs to keep an eagle eye over their business, particularly when they are looking to expand rapidly. Every expense needs to be recorded scrupulously and every penny of the revenue accounted for. However, when it comes to expenses, most of the businesses fail to calculate IT service costs properly. There are several reasons behind the miscalculation. Let’s have a look at some of those.

1) Inaccurately recorded expenses: This is one of the most common mistakes. Let’s take an example of your company to understand this point. Your marketing team needs a laptop costing $1,000. The accounting team records this expense under the marketing department because the laptop is going to be used by them. The same way, accounting department needs a laptop, and again the expense is recorded under the accounting department. Consequently, even though IT hardware expense increased, the IT department isn’t responsible for this. Technically, this is misappropriation of operational costs. These costs belong to IT department because they are assets of IT department.

2) Recording all expenses: You have to record each and every expense, no matter how small it is. Usually every business has one or two major vendors who account for 75% of the expenses. So it’s a common mistake to focus on these vendors while ignoring the small vendors who account for 25% of the expenses. Once you track all the expenses, big and small alike, you will the actual expense of your organization. This will also help you for future budgeting.

3) Recognition of expenses: This problem arises specifically in small businesses who don’t have dedicated IT department. They usually have couple of employees who are proficient in maintaining various IT devices. But as they have different roles, their expense is not considered as IT expense. For example, your small business has no IT department but you have an employee drawing $50,000 a year who looks after printer and server, along with his/her main role as executive assistant to marketing manager. Now this employee spends 10% of his/her productive hours in maintaining IT infrastructure. So ideally, $5,000 of the salary should go under IT department but unfortunately, most of the companies fail to do so. Once you start recognizing the IT expenses correctly, you will get better vision of your business.

There are several benefits of recording your IT expenses correctly. Some of them are as follows:

  • Helps in proper allocation of budget
  • Facilitates accurate accounting of each department
  • Helps top management in making better operational decisions
  • Facilitates proper future planning

Do you have more questions? Do not hesitate to contact us. The online store offers wide range of printers, including HP, Lexmark, Okidata, Brother USA, Canon, Samsung, Ricoh, Sindoh and more. If you have any confusion, just contact us. We are known for offering outstanding customer service.

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How To Choose The Right Printer

How To Choose The Right PrinterWhether you have a home or a business, you need a printer. Period. However, what kind of printer you need depends on your requirements. When it comes to printers, you have two options: you can either go for single functionality printer or multi-functional printer. In today’s technologically advanced times, it definitely doesn’t make sense to have multiple devices for various functions when everything can be done through a single device – multi-functional printer.
You will find hundreds of multi-functional printer models in the market. These all-in-one printers can do everything – right from basic printing to scanning to copying to fax to much more. At the same time it doesn’t mean that every model is the right model for you. While making a purchase decision, you have to consider following elements:
Connectivity
If you are having a home office, you need to have connectivity via a USB port because that will make your work simple and easy. If you are looking for office use, choose a printer that connects with internet network. You can just connect the printer with the office network and it’s ready for use by everyone in the office.
PC-free use
You will find several printer models that offer PC-less features, which means you don’t need to connect the printer to the PC to avail functionalities such as print, copy and fax. If you are looking to reduce overheads and easier installation, opt for this type of printers.
Printing
This is the main deciding factor in your purchase. To select the perfect printer, you have to check for duty cycle, capacity, speed, quality, color output and costs and see if it fits with your requirements.

  • Duty cycle: Duty cycle is the maximum number of prints the printer can handle in a month. A basic no-frills consumer-grade printer can handle less than 2,000 prints per month, while low-end business printer will be around 10,000 prints per month. As you go for expensive model, this number moves up.
  • Capacity: The capacity of your printer is based on the cartridge or toner. Make sure the cartridge and toners are long lasting for lower operational costs.
  • Speed: Higher the speed, quicker the work will done. Otherwise, your employees will spend more time around the printer waiting for the printouts than being productive on their desks. The speed of the printer is measured in Prints Per Minute.
  • Quality: Most of the devices will produce satisfactory office documents for daily use. However, if you are in need of high-end printouts for your marketing material, you will need to go for higher models and expensive paper stock.
  • Color: Black and white printers are cheaper than the color version. If you are looking for a printer for accounting department, black and white printer will make more; while, your marketing department will definitely need high-end color printer that gives out beautiful prints.
  • Input/Output trays: These trays are for holding papers – blank and printed. If you are expecting high usage, then you should make sure that the model offers multiple 250 or 500 page input and output trays.

Duplex printing

Duplex printing is the ability to print on both the sides of the paper automatically. Although most of the users don’t consider this functionality much important, it’s anything but that – especially in the long run when the world is looking for green solutions. So better opt for duplex printing and save a small fortune in paper costs.

Scanning

You will find many printers offering scanning capabilities. If you are going to use printer just for office, a basic all-in-one printer sufficiently offers color 600 dpi resolution. Also, do consider the time required to complete A4 scan.

Copier

When you opt for copier functionality, you longer need to have another device as large as your printer sitting ideally on your desk. The copier can give color copies as well as black and white copies. You will also need to check Copies Per Minute to assess the speed of the printer.

Fax

If your business still uses fax, go for the model that offers fax functionality. The printer will use the printing functionality to receive faxes and the scanner to send faxes. If you have a model that offers Automatic document feeder along with fax, you will be able to send multiple pages at once.

Automatic document feeder

Automatic document feeder is connect to the scanner because it’s all about scanning documents in bulk. You just need to drop 20, 40 or more sheets depending on the model and it will be scanned automatically. If you have a requirement to scan small amount of documents automatically, you should look for this feature.

Displays and card readers

Display screens make the usage simple and easy, especially when they are offering PC-free use. With the help of display screen, you or your employees can easily interact with the printer and get the work done in half the time.
If you want to check out features of each model, visit Acedepot.com. The online store offers wide range of printers, including HP, Lexmark, Okidata, Brother USA, Canon, Samsung, RicohSindoh and more. If you have any confusion, just contact us. We are known for offering outstanding customer service.

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Warning: You’re Losing Money By Not Using Paperless Offices

You’re Losing Money By Not Using Paperless Offices

Love it or hate it, but you can’t ignore the fact that paperless office can contribute toward your cost savings significantly. No spending on expensive toner or printer. No spending on print paper. By cutting down all these expenses, you automatically contribute to your bottom line. How about shooting a mail to an undisciplined employee instead of dropping a memo off?  How about using electronic signatures instead of a pen?

Here are the six other ways you can make the switch to a paperless office:

1] Document Management System

Proper document management could your first step toward a paperless office. Store document electronically as well even after you have taken out a print and stored the physical version in a file cabinet. Document management systems such as M-files help documents to be stored electronically. Such system helps employees to work faster and eliminates excess paper shuffling and lost documents.

2] Scan & Email Prints

Every time you fax a document, two copies are produced. One at the recipients’ end and one at your end. You can save on paper by supplementing this process by using scan-to-email or scan-to-fax function in the printer.

3] Prefer Cloud Storage over File Cabinets

In cloud, storage papers are stored safely online. So you don’t need any hard copies of the document. Needless to say, you’ll have zero headache in terms of printing and file documents. Moreover, it’s easier for employees to access files stored in the cloud, irrespective of the place they are working from.

4] Email PDF Invoices & Statements

Invoices and statements also consume loads of paper. Businesses have the habit of sending invoice to the customers to collect payments. This process is inefficient as it wastes papers. And as your business grows, more and more paper gets wasted. So instead of sending invoices, send PDF customers. The PDF consists all the information they need to pay. And more importantly, it reaches the customers more quickly.

5] Digital Contract Systems in lieu of Paper Contracts

Contract signing also consumes excessive amount of paper. So instead of printing all the documents, create a digital version of the same with signature and initials.  The concerned parties can simply tab through the contract and sign wherever required.

6] Meeting Notes on a Laptop or Tablet

Meetings are not complete without printed documents for all attendees. These documents contain the agenda, meeting minutes and notes. In case the attendees have the technology, such documents could be shared with them via a mobile device prior to the meeting. This helps them access it during or after the meeting and more importantly saves paper.
Effectively employ the above tips to save money. Plus, you can accelerate your productivity and keep your environment green by turning your workplace into a paperless office.

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Do You Have Ruled-Based Printing?

Do You Have Ruled-Based Printing

Save your pennies and the pounds will take care of themselves, goes the old cliché. And the fact rings very true in the modern business world as well.

Not just rookies, even seasoned business owners take printing expenses with a pinch a salt. The result? Huge overhead expenses that taking a toll on their financial health.

Having said this, there are good number of businesses that keep a hawk eye on the printing expenses, let alone the overhead expenses. It includes company’s cell phone usage and long distance calls, to mail/freight/shipping charges and company expenses. All of these are continuously supervised and optimized for efficiency – nothing is left to chance.

So, if you aren’t tracking your office printing expenses, get going.  Following are some of the reasons why your printing expenses are going out of control.

Many Businesses Don’t Know Their Vendors – and it’s costing them

According to a study, most of the businesses are not even aware of the number of printers they own. Plus, what makes the situation even worse is that they do not even know the vendors from whom they have purchased these printers. The result? They fail to makes the most of the bulk discounts the vendors offer. And if you have different vendors, you are just adding to your woes. For different vendors means different contacts for servicing, shipping and invoicing. So you can imagine the expenses?
Printing Costs Ignored by Most Companies

If you are unaware of the printing expenses, how can you optimize its use? In fact, several businesses didn’t even know about the type or brand of the printer they were using. So you can easily guess that these business won’t be aware of the printers that offer maximum efficiency.
No Office Printing Rules

Businesses often fail to track printing costs on a weekly or monthly basis from department individuals. This can lead to expenses going over the roof – especially of color printing expenses. A single color print costs somewhere around $.07 to $.50 or even higher in the case of inkjets. Yet people give a darn to printing expenses.

If there are office printing rules, it allows you to have a handle over who is printing what, and how often.

So only by enforcing printing rules, you can make your company more efficient. For example, if there are large printing jobs you can easily route them to the most affordable print device, choose colors only for specific departments or employees, or even set money-saving defaults like automatic 2-sided Black & White printing of emails. In other words, rules-based printing is the best way to work smarter and more efficiently.

Acedepot offers quality premium from well-known brands such as Lexmark, HP, Okidata, Canon, Samsung, Ricoh, Brother USA, Canon, Avery, Panasonic, Xerox, Sharp, Adler Royal, IBM and many others.

Do you think your office could benefit from creating a rule-based printing environment? Let us known your views in the comment box.

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6 Best Email Security Measures for Better Security

6 Best Email Security Measures for Better SecuritySecuring your emails is a given thing in this digital world. Since it’s the most traditional medium to communicate with your employees, it’s important for the businesses to ensure that it’s not compromised or intercepted. If in any case, this thing happens, you may end up paying a hefty price for this mistake/accident. However, the best way to avoid this to formulate specific email security standards for your business.
Here are some email security best practices that you could consider:

1 – Employ Secure SSL Servers for Email Communication
An encryption technology like the Secure Socket Layer (SSL) allows you to communicate with your email server using greater encryption security.  It uses a private key and a public key to encrypt all email data, which only the recipient has access to.  So, even if your email is intercepted, it would be unreadable for the intercepting party without the private key.

2 – Employ Enterprise Grade Spam Filtering
There’s more to spamming than just random ads. You may even become a victim of phishing scheme or accidentally download a malicious software from someone trying to fake his identity. This can happen to you as well.
Employ enterprise grade spam filtering to prevent these emails from entering your inbox. Thus you can do away with this risk completely.

3 – Formulate Internal Policies and Procedures
If policies and procedures are in places then it acts as a shield for your business. Rope in your employees and keep them informed about the processes. Here team work plays an important role.
Here are a few points to follow when setting up email policies and procedures:
•    Can personal and business email accounts be combined?
•    Is there another way to open attachments?
•    What measures should be adopted for opening forwarded emails?
•   Any restrictions while sending and receiving emails from external contacts?
Ensure that all employees are familiar with these policies. Also, they should know to whom to go to if they have any additional questions.

4 – Close and Forward Accounts for Ex-Employees
If any employee leaves the company, ensure to close their accounts. Forwarding means when an employee is shifted to other department or tasks his email account is forwarded to another employee on your team capable of completing or delegating the continued communication.

5 – Avoid Outlook For Mass Emailing
When there are professional sites designed to send mass emails, why use your outlook. Subscribe Constant Contact or Mail Chimp services.  If you are using personal outlook, in all probability, it will be flagged as spam. This puts you at risk of being shut down by your email provider.

6 – Password Protection
Employees with mobile devices accessing company data should be using passwords to secure the information. This adds an extra layer of protection, preventing immediate access to emails, contacts and other data.
These are a few selected methods that help employees, customers and their data safe from security threats. Executing them on immediate basis protects your company from undesirable attacks.

If you have any more tips or best practices to share, go ahead. Use the comment box below for the same.

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How Cheap Punch Dies can stop your machines from working

How Cheap Punch Dies can stopyour machines from working

Punch Dies are indispensable part of binding machines; their role is to cut holes into the paper. However, different quality punch dies are available in the market that may affect the quality of holes and machines.

The two main factors that affect the quality of holes and binding machines are as follows:

a] Type of steel used in its manufacturing.
b] The way the dies are molded in the factory.

The high grade steel dies or high tensile dies are considered the best as they are diamond moulded. They generate clean holes that do not blunt with time and are sharp edged. Such punch dies evenly distribute the force of the punch over the hardened steel, generating crisp perforations.

On the other hand, some manufacturers to cut down the cost of dies, compromise on the quality of materials used. The end result is: machine’s lifespan gets reduced. Case in point: Chisel dies.

The Chisel dies are made from soft metal.  The low quality metal makes the die lose its edges quite easily. Re-sharpening is out of question for them.   And the worst part is that they do not cut until you force them through the paper to make cuts. This puts additional burden on supporting components such as gears, linkages and punch bar assembly. The end result: feathered, frayed perforations, which make quite a laborious task and excessive wear and tear of other components.

So it is important for the customers to realize that by buying a cheap machine will only result in 3 to 4 replacements, which in turn, will shoot up the cost of the machines, probably more than the good quality machines. The wise old adage of “The bitterness of poor quality remains long after the sweetness of a low price is forgotten” has never rung so true.

The fact is that today you will find manufacturers who produce quality punch dies. Acedepot offers branded punch dies that has been test-driven several times. And the results have been awesome. Our manufacturers’ emphasize on using quality steel and exclusively use the very best components.

For more information on quality punch dies, get in touch with our consultant right away.

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How Businesses Benefit from Industrial Shredders?

How Businesses BenefitFrom Industrial Shredders

Industrial shredders are a commonplace. Today it’s used in all kinds of industries: wood, tiles, plastics, metals, tires, you name it. However, given its titanic size, you won’t find these shredders in any local store that retails office supplies. Instead you can find them in industrial houses or in online office equipment stores.

So, why there’s a huge demand for industrial shredders? Because it helps shred voluminous papers and other materials at regular intervals in industries. This not only prevents accumulation of waste but also help prevent crucial information from piling up and falling into wrong hands.

However, before buying one, you should consider the kind of materials you are planning to shred and buy a shredder accordingly. Each shredder is designed to give a particular cut – strip cut, cross-cut, confetti-cut and micro-cut. Of all the cuts, the cut which offers the utmost security is the smallest cut. So if privacy is on the top of your mind, then shredder with the smallest cut will be ideal for you.

Plus, budget should be given due weightage as an industrial shredder doesn’t come cheap. So it’s important that the final choice is made after giving due consideration.

Benefits of an industrial shredder:

  1. Keeps private information secure.
  2. Keep dumpster divers away from essential information from products that are not finished or that cannot be used.
  3. Makes waste disposal efficient and environment-friendly.

Further, prior to purchasing any of these shredding machines, if you have a recycling plan ready it would do a world of good for you. Plus, you should keep all employees and heads of every department in loop, as they would regularly inspect waste containers to ensure that the policy for shredding is pursued strictly.

Acedepot, an online office equipment company, deals in top-quality TAA compliant shredders. Different variants of these shredders offering different cuts are available at the most competent rates. For instance, there is this Swingline® TAA Compliant CX40-59 Cross-Cut Commercial Shredder, TAA Compliant CS50-59 Strip-Cut Commercial Shredder, TAA Compliant CM11-44 Micro-Cut Commercial Shredder and many more. Visit Acedepot.com now to know more on Shredders.

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