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Our productivity is impacted by several factors, including office ergonomics. If you see your employees constantly stretch, yawn or rub their aching backs, it’s a sure sign that it’s high time to look for ergonomic furniture and technology for your office. Granted, it’d be costly to suddenly change all the furniture but you can consider ergonomic furniture while making a buying decision for a new chair or desk. You can also educate your employees about the correct body posture for minimum damage to the body.

Better Office Ergonomics For Better Productivity

  1. Chair: Chairs should be adjustable and have lumbar support. If the current chairs aren’t offering lumbar support, offer cushions to the employees to place them between the curve of their lower back and the back of the chair. Ask them to adjust the height of the chair so that their feet rest comfortably on the floor and their knees are about level with their hips.
  2. Key object positioning: Objects such as telephone, stapler or printed materials should be near employees on the desks so that they don’t have to stretch themselves excessively to reach them. If anything is place somewhat far to reach it while sitting down, ask them to stand up to get it.
  3. Mouse position: Mouse should be within easy reach along with the keyboard. Ask the employees to keep their wrist in a natural and comfortable position when they are using the mouse.
  4. Wrist rest: Always ask your employees to use wrist rest to minimize stress on their wrists. Educate them on how to type in ergonomic position, i.e., holding the hands and wrists above the wrist rest. During typing breaks, heels or palms of the hands should be rested on the wrist rest and not the wrists.
  5. Wrist positioning: When employees are typing, they should keep their wrists in a straight, natural position — not bent up, down or to either side.
  6. Headset: If your employees need to frequently talk on the phone and type or write at the same time, give them a headset. This will relieve them the stress of cradling the phone between their head and neck.
  7. Footrest: If the chairs are too high for certain of your employees to rest their feet flat on the floor, consider offering them a footrest. You can find several types of footrests in the market.
  8. Desk dimensions: Ideally the desk should be at least 19 inches (48 centimeters) deep, 30 inches (76 centimeters) wide and, depending on the height of the employees, up to 34 inches (86 centimeters) high. Never ever use space under the desk for storage. Keep it clear for the user’s legs, knees and thighs.
  9. Monitor height: Place the monitor directly in front of the employees. The distance between the employees and the screen should be about 18 to 28 inches. The top of the screen should be slightly below the eye level of the user. If glare from fluorescent lighting or sunlight is a problem, turn off some or all of the overhead lights or close the window shades. Place the monitors in such a way that the brightest light source is on the side.

At Acedepot.com, you will find a range of office chairs and equipment that are ergonomically designed to offer maximum comfort to the users. Check them today.

Talks about office supplies usually center around pen, printing papers, marker, glue and post-its. Staplers are usually the last thing on everybody’s mind, and most of the times, they are bought only when some documents need to be joined together.

In layman terms, a stapler is a mechanical device that joins sheets of paper or similar material by driving a thin metal staple through the sheets and folding the ends. Whether it’s a government office, an eatery, a business office or a home, staplers are always a necessity.

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Staplers, invented in the 18th century in France for King Louis XV, are a third-class lever. They are manufactured from metal as well as plastic.

Methods

There are five methods of stapling. Let’s have a look into them.

  • Permanent fastening: Under this method, items are bound together by driving the staple through the material and into an anvil – a small metal plate that bends the ends – usually inward. Most of the today’s staplers have a rotating or a sliding anvil to change between bending the staple ends inward for permanent stapling or outward for pinning.
  • Pinning: This method binds documents and other items temporarily. To pin the items, the anvil will slide or rotate so that the staple bends outwards instead of inwards. Some of the staplers pin materials together by bending one leg of the staple inwards and the other outwards. This kind of pining can be easily removed.
  • Tacking: This method attaches objects such as bulletin boards to surfaces. A tacking stapler will have a base that folds back out of the way so that the staples can be directly put into an object rather than fold against the anvil. A tacking device without base or anvil is called a staple gun.
  • Saddle staplers: These staplers are generally used for making booklets as they have an inverted “V”-shaped saddle for stapling pre-fold sheets.
  • Stapleless staplers: Invented in 1910, these staplers staple documents by punching out a small flap of paper and weaving it through a notch.

Types of staplers

There are basically two types of staplers: manual and electric. Most of the manual staplers are hand-held but models that are used while set on a desk or other surface are also available in the market. For electric ones, several types of designs and models are available. They are primarily designed to join large numbers of paper sheets together quickly and smoothly. Generally used for industrial purpose, some of the electric staplers can join up to 20 sheets at a time.

For a normal stapling job, a desktop version – manual or electrical – is a good option. These staplers will fasten from two to 15 pages without any problem. Apart from being inexpensive, refilling them is easy.

For office purpose, a plier stapler is a good option as it can be used with one hand, and can staple up to 50 sheets at a time. These staplers can staple heavy envelopes without any problem.

For stapling books, programs and menus, go for long arm staplers. Their extended arm can span the length of the pages up to twelve inches, and can staple as many as twenty-five sheets of paper at a time. They are good for projects that require center stapling.

But for heavier jobs, opting for industrial type staplers – manual or electrical – is better as they can staple as many as 50 to 100 sheets at once. When the stapling task is large and time consuming, electric industrial type staplers are ideal.

If you are thinking to buy staplers, visit Acedepot.com. There you will find brands such as Swingline, Carl, GBC, Martin Yale, Master and Stanley Bostitch that offer optimum performance.

The biggest expenditure for any business operation is the management of resources; and human resources being the largest resource that any enterprise can have, an accurate and reliable time and attendance system becomes a necessity. Several types of time and attendance systems are available, including manual and automated. Although manual time and attendance systems are bit inexpensive compared to automated systems, it’s always advisable to go for the latter. Read on to find out why.

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1. Reliable

A manual timekeeping system requires employees to report their worked hours at the end of the day, increasing the chances of inaccurate time tracking. Also, there are other problems related to manual system such as illegible handwriting that makes the determination of the actual hours worked difficult, and ethics problem that arises when employees record incorrect hours to hide their inefficiency.

Automated timekeeping systems, on the other hand, collect the necessary data electronically by requiring employees to punch in and out over a secure web server. As the data is collected in real time, the supervisors can also be alerted about early or late punches as they happen, helping them in efficient management of human resources.

2. Increased productivity 

In manual timekeeping process, the task of collecting time cards and re-entry of data into a payroll solution is tedious and laborious. In fact, it’s time consuming enough to take more than five hours of productive hours at the end of each pay period. With automated timekeeping system, these hours can be converted into productive hours. As the collected data is in electronic format, the transfer of data into payroll solution for payroll processing takes seconds.

3. Savings

An automated time and attendance system will help you save on your operational costs significantly by reducing human-generated payroll errors, eliminating time theft and overtime costs, and by increasing productive hours. Through an automated system, indirect cost savings related to workforce management can be achieved as detailed information about the time spent on various tasks will allow you to appropriately and proportionately allocate labor across your workforce.

With accurate timekeeping information at fingertips, it becomes easy to comply with various labor regulations. The compliance rules and regulations vary from state to state throughout the U.S.A. With the consistency in the timekeeping and the ability to quickly pull reports, the chances of being out of compliance becomes slim and very distant. This saves on penalty costs that you might have otherwise incurred due to noncompliance.

4. Streamlining operations

In manual process, human resource management needs to keep huge amount of paper-based employment and timesheet data for each employees. Also, massive amount of time is required to maintain these records. And the chances of inaccuracies and inefficiency in the process remains a distinct possibility. All these issues can be resolved with an automated timekeeping system’s employee self-service functionality, which can be found in most of the models.

5. Better company culture

When employees are aware of their performance, it empowers them to improve their performance – leading to positive impact on the company’s culture. As the engaged employees are enthusiastic, creative and optimistic, the company as a whole performs better.

The additional benefit of having a highly-valued company culture is the successful hiring and retaining of the best talent in the industry.

Paper folders are always handy for any enterprise – including schools, print shops, quick-copy centers, banks and mail-houses – as they are great for folding pamphlets, statements, invoices and correspondence. Usually, paper folders can fold anywhere from 4,000 to 115,000 sheets per hour depending on the model of the machine. Different types of folders are available in the market for different types of jobs. While making a buying decision, you need to select the one that suits all your requirements. Although you can find both manual paper folders and automatic paper folders in the low price range, automatic paper folder takes the cake when it comes to the ease of use and maintenance.

 

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Let’s have a look at the benefits offered by automatic paper folder.

Automatic paper folders do not need more than a single employee working on them and so it helps in channelizing the workforce into other required areas efficiently.

  • The speed of folding papers is infinitely more than the manual paper folders or when done by hand.
  • Automatic paper folders help in reducing wide format printer operating costs as well as labor costs associated with storage and retrieval of wide format prints.
  • As automatic paper folders improve the operator’s functionality and efficiency, the productivity goes up along with the profitability.
  • It’s quite easy to integrate automatic paper folders with many wide format copier/printers, leading to seamless workflow integration and better productivity with reduced costs of operations.
  • When the documents are large, automatic paper folders can handle them with minimum number of folds to minimize packet thickness. The reduced folds, in turn, are beneficial in two ways: they allow better readability when the documents are unfolded and they allow more packets to be shipped per box or envelope.
  • Automatic paper folders are highly flexible as they can be adjusted to match any organization’s storage and distribution requirements.
  • Advanced automatic paper folders offer multiple functions such as binding, stapling and filing to allow wide format documents to be combined with other office-sized documents.
  • Although automatic paper folders are bit expensive initially, they continuously offer costs savings throughout their life in the form of reduced manpower required to fold papers and enhanced efficiency in the storage of physical documents.

Maintaining journal has always been encouraged since the time immemorial. Some people use it to note down their day’s activity, some to plan their schedules and some to preserve important information. However, more and more people are maintaining journals to inspire creativity and to come up with out-of-the-box ideas.

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Some of the most popular reasons to maintaining a journal are:

  • Record ideas: While we are brainstorming, many times we are bombarded with ideas but when we sit down to elaborate on a single idea, the rest will fly away. So better note down all the ideas in a journal or a notepad.
  • Development of ideas: Once you have noted all the ideas, you can revisit them and build on it. As the ideas grows, start noting down the points under them.
  • Creative thinking: Keeping a journal containing all your creative ideas will further tempt you to think about it. So keep on thinking out of the box and keep noting it down.
  • Personal and professional growth: Putting your personal thoughts on paper is a good way to get clarity in your emotions. Decision making becomes easy when priorities of life are set right. In the same manner, noting down your creative ideas about work can help you get noticed at work.
  • Enhances writing skills: Writing in journals and notepads is quite different than texting. Instead of using abbreviations, when you use proper words and grammar, you will be able to feel the improvement in your writing skills.

Do you wish to start maintaining a journal? If so, you will need to know what options are available to you when it comes to journals. Let’s look at the options.

  • Personal: You will need to keep this journal at home. For this, you can go for a simple one having lined pages with dates mentioned at the top.
  • Business: Always have this dairy handy at work. You can create specific sections in the journal according to the different projects that you handle or according to the different responsibilities you execute. For this, you can go for journals that come with pages divided into various sections.

Apart from the above journals, you can maintain journal for your diet, workout or any other thing that’s important to you. According to your needs, you need to pick and choose the journal that will work for you.

You can also visit Acedepot.com for outstanding quality of journals and notepads. The online store, which specializes in offering office equipments and supplies at reasonable prices, is highly recommended when it comes to quality products.

Despite the rising usage of emails in the business world, the importance of fax machines haven’t diminished. Apart from being faster and cheaper than the regular mail, fax machines are a good way of sharing contracts, proofs, and other written documents.

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How does fax machine works?

A fax machines scans the document and converts those images into a series of light and dark dots. The pattern is then sent in an audio format via phone lines. The receiving phone line again converts the audio file into the documents and prints it in black and white copy. You can also opt for color faxing; however, it’s not so popular currently due to its unreliability and poor quality.

Types of fax machines

There are three types of fax machines and all of them offer clear printing on plain paper. Thermal transfer tax machines and inkjet fax machines are at a longer rung, making them suitable for home office use; while laser fax machines are heavy-weight champions, designed to withstand the daily stress of heavy business operations. Let’s look at each of them in detail.

  • Inkjet fax machines: Cheaper to operate and maintain, inkjet fax machines are ideal for businesses having the need of less than 30 faxes on daily basis.
  • Thermal transfer fax machines: These fax machines are fairly reliable and economical, making them ideal for home office use. However, the printing quality is mediocre and it does make a bit of noise while in operation.
  • Laser fax machines: Laser fax machines are perfect for heavy usage. These machines use toner to produce high-quality images at faster print speed. Although costlier than the other two, businesses prefer laser fax machine for its superior performance.

What to look for while buying fax machines?

Fax machines, like other electronic gadgets, come with several features. As not all features are required by every business, it’s better to evaluate your need and then select the model accordingly. Basically, you need to look at the following features to choose a right fax machine:

  • Sending speed: Although fax machines with higher sending machines are expensive, you can save a lot on phone charges. A good fax machine will transmit at a top speed of 36.6 kbps, while low-end model will have a speed of up to 14.4 kbps. Needless to say, the former will result in low phone charges.
  • Data compression protocols: Data compression protocols reduce the time it takes a fax machine to send a page by describing it with a minimum amount of data. All fax machines comes with a basic compression protocol called Modified Huffman; the advanced models have Modified Read or Modified Modified Read protocols to send documents as much as 25% faster. Also, few models use proprietary compression protocols to further enhance the speed of transmission. However, remember that these protocols will only work when sending to or from same-brand models.
  • Memory: Like emails, fax machines too can store incoming and outgoing pages internally. Generally, 512 KB of memory space can store up to 20 to 25 pages. If this isn’t sufficient, you can always use additional memory cards.

If you are looking for reliable fax machines, you can consider brands such as Brother, Ricoh, Okidata, Samsung, Canon, Panasonic and Sindoh. Before making any final buying decision, do not forget to match and study the models’ features with your requirements.

Many times, a paper cutter is required in offices as well as classrooms to cut a large set of paper at once. Also known as paper trimmer, paper guillotine or a guillotine, the cutter is quite handy for cutting other materials such as foam board, cardboard, thin plastic and textiles. Due to the availability of several types of cutters, it becomes quite difficult to choose the right type.

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Before we embark on the process of choosing the right cutter, let’s understand the basic types of cutters.

  •  Guillotine paper cutter: This cutter features a large blade that can cut several sheets of paper simultaneously. They are also useful for cutting cardboard, textiles, and other materials. Available in different sizes, the guillotine cutter usually comes with a guide, a ruler, and a grid pattern for easy use.
  • Rotary cutter: Rotary paper cutters use a round cutting blade, which slides along a rail. Usually graphic designers or photographers prefer these cutters as they offer clean and accurate cut without any fuss. The rotary trimmers, which work well for paper, photographs, and other materials, feature blades that can cut in either direction. Due to its high popularity, electric rotary trimmers can be easily found in leading stationary or supplies store.

Once you understand the types of cutters you can have, the next question is which one is the best for you. While deciding upon the cutter, you need to consider:

  •  Purpose: Different materials require different types of cutters/trimmers. For foam board, different type of cutter is needed, while for cardboard, a different one. So the first factor to consider is the material for which you need the cutter. Once you know the purpose, you can narrow down on the type of cutter/trimmer.
  •  Frequency: How frequently would you need to use the cutter/trimmer? If the use is infrequent, borrowing or renting out cutters might be a better option than buying. However, if you have the need for them day in and day out, look for the brand that offers durability with functionality. If the cutters are good only for few months, buying them  ̶ no matter how cheap they are  ̶ doesn’t make sense. Better opt for durable ones even if they are bit on the expensive side. At least, it will save you the trouble of poor performance and the task of buying repeatedly.
  • Size and number of sheets: Small trimmers are good for cutting one or two paper sheets at a time. If you need to cut several sheets at a time, choose a bigger one. Also, consider the size of sheets you need to cut. If the sheets are thick, generally guillotine cutters are appropriate as they can cut up to a three-inch stack of papers.
  •  Automatic or manual: Manual cutters requires one or two pair of hands for cutting, while the automatic cutters are run by motors and they can adjust the materials themselves without the interference of human hands. If you are looking for cutting documents in large volume, it’s advisable to opt for the latter one as it will help you save cost of extra resources.
  • Portability: Large guillotine cutters can be heavy and immobile, taking up lot of space. So if you are planning to use a single cutter/trimmer at various locations, better opt for light cutters.

While purchasing a cutter, you may choose reliable brands such as MBM, Martin Yale, GBC, HSM, DocuGem, Fellowes, Premier, Swingline and Dahle.

Making a buying decision is always difficult, even when it comes to office equipments and supplies. The buying decision for binding machines is no different. However, you can simplify the process by considering the various types of binding machines available in the market and comparing them with your requirements.

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Let’s have a look at various types of binding machines.

Comb binding machine

Comb binding machines, which are perfect for small and thin books, punch round holes on the left side of the pages, and those pages are held together by a comb. The comb opens and closes when the loose pages are to be inserted or removed. This method is considered to be the least flexible style of bookbinding due to the plastic spine that forms the back of the binding.

Coil machines

Coil machines are also known as spiral coil machines. Considered to be better than comb binding method, this machine punches holes to bind the pages with a continuous spiraling plastic coil. Usually, the coil is made from PVC. Highly flexible and durable, coil machines are ideal for binding notebooks and legal documents.

Wire binding machines

Like other binding machines, wire binding machines too punch the holes in the pages and then uses multiple wires to bind the pages. The machine will bend and close the wires together after the pages are holed and fed into the wire ring. This method of binding is usually used for large books or documents.

Thermal binding

Thermal binding is widely used for giving a professional look to documents such as manuscripts. Under this method, the edge of the pages is inserted into the pre-glued spine of the folder and then the spine is heated until the glue melts.

Tape machines

These machines use a strip of adhesive tape to bind the edge of the pages together. Simple and cost effective, this method gives a tidy, finished appearance to the loose documents.

Strip binding machines

As the name suggests, strip binding machines run binding strips through the punched holes of the paper. The machine then secures the strips with heat.

Saddle stitching

These machines are quite costly and complex, and hence, exclusively used by dedicated printing companies. Saddle stitching machines punch, wire and staple through the folded edges of pages.

Velobind binding

 Velobind binding machines are perfect for binding legal-sized documents out of the box. These binding machines come with different functionalities to bind books that are thick up to one inch.

To make a right buying decision, you can compare the functionalities of these machines with your requirements. For example, if you are looking for a machine to put together a magazine, consider saddle stitching magazines. However, if you are looking to put together thick manuscripts or books, look for thermal binding machines or coil binding machines.

Acedepot.com is a leading online retailer of new and factory refurbished office machines and supplies. At the store, you can find popular binding machine brands such as Fellowes, GBC, Martin Yale, DocuGem, Spiral Binding Corp., Quartet and Swingline. Just head to the store to find your binding machine.

How To Cut Printing Costs

Printers are available at unbelievably low prices; however, the cartridges and toners aren’t. In fact, it’s quite common to find $100 printer that requires a set of $110 ink cartridges. Now imagine your yearly printing costs if your business requires you to print at least 20 pages on daily basis. You’d end up spending a small fortune just for printing requirements. If you are looking for ways to cut down on the printing costs, first of all you need to understand the types of cartridges available in the market.

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Original

The original cartridges are specifically produced by the manufacturer of the printer to offer top-notch printing quality. However, this quality comes with a hefty price. Most of the times, original cartridges are more expensive than the printer itself. More so, when the printers come with special electronic chips that signals the need for cartridge replacements when in fact 40% of the ink is left.

Compatible

A compatible cartridge is made by the third parties that are designed to work with the printers. As these cartridges aren’t made by the printer manufacturer, they are available at quite low prices. In most of the cases, it’s impossible to see the performance difference between the two.

Re-manufactured

Re-manufactured ink cartridges are those which are refilled after being cleaned thoroughly. Apart from being cost effective, these cartridges don’t harm the printers while giving good quality prints. However, some unscrupulous companies do not clean the cartridges properly before refilling them. So it’s advisable to buy them only from a company you trust.

Refilled

Certain cartridges can be refilled without being re-manufactured. For such cartridges, you just need to buy ink and refill it yourself. However, these cartridges may stop working if they are refilled several times without being cleaned properly. Also, uncleaned cartridges can damage printers.

Which cartridge to opt for?

To find a replacement of OEM cartridge, first of all you need to decide the printing quality you are looking for. If it’s just for internal communication between various departments of the business, a cheap cartridge offering low-quality printing is a good option. However, if the printed material is going to be sent out to clients, printing quality will also matter along with the price.

The next step is to try compatible, re-manufactured and refilled ink cartridges, and compare the final printed output with the desired goal. Usually, compatible and re-manufactured ink cartridges and toners work well without any issues.

If you are looking for a reliable supplier of compatible, re-manufactured and refilled ink cartridges, ribbons and toners, try Acedepot.com. The store specializes in offering new and factory refurbished supplies at fair prices. To name a few, the collection includes brands such as Brother, Cannon, Dell, Epson, HP, Lexmark and Pitney Bowes.

Even though there are loads of calculators available in the computer and on the internet, the need for having a separate calculator doesn’t diminish. Whether you are a student or a retailer, a right calculator can go a long way to smoothen your life. Let’s see how many types of calculators are available in the market.

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Basic calculator

A basic calculator, also known as 4 function calculator, performs 4 basic mathematical function ̶ addition, subtraction, multiplication and division. The basic calculators also offer other functions such as percentage and square root. Designed for young students, the basic calculators come with large keys for easy use and sturdy design for durability.

Scientific calculator

Usually scientific calculators are used in higher mathematics classes and in fields such as science and engineering. There are various types of scientific calculators available with different function buttons and formats. The most common features are tangent, sine, and cosine keys, as well as hypotenuse, and parentheses keys.

Generally used by architects, designers, planners, and engineers, the buyer needs to make sure that the calculator has the exact function he/she is looking for. Also, these advanced calculators are bit pricey compared to basic calculators.

Graphing calculator

Graphing calculator is a type of scientific calculator which is used for plotting graphics, solving multiple equations, and working with variables. These calculators, which are usually programmable, offer highly advanced mathematical functions and usually they are the most expensive types.

Financial calculators

Financial calculators are widely used in finance industries such as banking and accounting. These calculators are also used by students studying in finance field. Usually financial calculators offers functions to make calculation of taxes, loan information and ROI simple and quick.

Printing calculators

As the name suggests, these calculators can print all the calculation you need for your records. Available across all calculator types, the printing calculators can print in black as well as in black and red. While buying these type of calculators, the buyer needs to consider the printing speed, the cost of replacement parts and the functionalities it brings on the table.

How to find the right one?

 As you can see there are various types of calculators available, it’s quite important to buy the right calculator as otherwise you might end up spending money needlessly or end up with a non-functional one. To choose the right calculator, first of all you need to zero in on the exact need. If you are a student, you need to consult with your school/teacher for the kind of functionalities you will need in the calculator. Also, it’s always a good idea to ask which models are allowed in the exams to make sure that you are buying the right type.

 The second factor to consider is the durability and the price of the calculators. If you are going to use the calculators for years, it’s always better to opt for reliable brand rather than an obscure brand or a generic one. Although the former ones are bit on the steep side, they are well worth the price when they offer reliable performance for years to come.

If you are looking to buy a calculator, head over to Acedepot.com. There you will find a wide range of calculators, including brands such as Sharp, Victor, Monroe, Canon, Casio and Royal.