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.

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.

1 How Unorganized Office Spaces Turn off Clients

Love it or hate it, but the fact is that clients dislike disorganized offices. In other words, out of whack offices with little or no filing system in place turn off clients. It simply says: You work in a clumsy environ and your attitude toward work may be equally or a lot clumsier.

So if you want impress your clients in the first instance itself, then besides the office décor and furniture, you need to invest a fair amount of money in spacious files and file cabinets as well. Systematic filing will not only help you and your employee’s access all the files quickly and timely, it also expedites work processes and in turn your delivery time as well.

The other important aspect to consider while maintaining files is the relevancy factor. It’s said that 75% of the papers filed never get referenced back again. So think about it? You can easily dumb all that irrelevant stuff, rather than stock them up in stacks and occupy unnecessary space in the file cabinets, and in all possibility, your mind space as well.

Also, a well planned filing system ensures that you store your documents category-wise. So as and when you need them, you just need to go category-wise to locate the required doc rather than going through all the files. This saves times, which can be better used for other crucial purposes.

Acedepot.com is a premium online supplier of Office Stationery. For unique and efficient file folders and other office stationery and equipment, take a look at our offerings section. It’s overflowing with the best and the latest office equipment and on top of it we are offering huge discounts on selected products. Visit now.

Cleanliness and productivity are interlinked. So if you are spending 40 or more hours at your workstation on a weekly basis, it becomes very important to keep it neat and tidy, if you really want to boost your productivity. However, there’s a gulf between expectation and reality. Because as your productive hours increase at the workstation, loads of useless stuff start crowding your desk as well, such as tea cup, coaster, rough sheets, over used pens, paper and what not. All this clutter is sure to affect your productivity in a big way. More than anything, you won’t feel like working at your workstation anymore.

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So if you want to keep your workstation clutter free, here are a few tips which will help you do so.

Dispose them 

Dispose off the pile of files and papers you haven’t used for a while. Throw  it in the bin and not at your workstation. Also, do give a thought to the old memos, drafts of old reports, printed e-mails and whatever is on your desk. Do you really need them?

Lose them 

If you are drawers are crowded with knick-knacks, it high time you lose them. Find the ones you have not been using at all. You may think that won’t be able to live without them, but simply get rid of them and you’ll realize that they were not worth the space occupied.

Clean them 

Clean your desk everyday. So you won’t be a witness to the clutter the next day. And more importantly, you will get to start the day on a happy note. If it’s not possible, spend every Friday evening (at least 5 minutes) before you call it day, to tidy you your desk.

Do you have any more tips on how to keep your workstation clean? Share with us in the comment box below.

Sitting Disease? Yes, you heard it right. Sitting disease, though not diagnosable, is deadly. Medical experts refer long periods of physical inactivity and its negative consequences as ‘Sitting Disease.’ According 2010 American Cancer study, women who are inactive and sit over 6 hours everyday are 94% more likely to die than who were physically active and sit less. Men who are inactive and sit over 6 hours are 48% more likely to die than their counterparts who stood more.

 sitting Disease

So sitting disease is real and it has been affecting many office employees specifically. With 50 to 70% of people spending six or more hours in the office sitting, the disease is spreading like a wildfire world over. Also referred to as metabolic syndrome, it’s a condition where by your blood vessels go to sleep after 60-90 minutes of inactivity. This may not sound harmful to you but in reality it is. The disease can lead to weight gain, diabetes, high cholesterol and heart problem.

So how to fight sitting disease? Simply stand, walk, contract/relax your muscles every hour to reactivate your blood vessels and get healthy enzymes moving. These healthy enzymes help restore your metabolism.

A combination of frequent movement and proper ergonomics is how you fight this disease. Acedepot, a leading supplier of office equipments, offers ergonomically-designed chairs for desk and office space. Speak to Acedepot consultants for more information on ergonomics.

Are you looking for the right environment with automated office equipment for better productivity and efficiency? Now need not worry.

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With the use of office automation equipment, a firm can store, transfer and manage business informations in a safe and secure manner. By combining different applications, both hardware and software, these tasks can be accomplished with ease and also within less time. Here, we will focus on the three major aspects of data storage, data exchange and data management and how these automation equipment help a firm to make their office jobs look simpler and easier.

  • Data Storage

Important documents, files, office forms and many other records need to be maintained and taken care of. For this, different text handling software applications like the word processor are available that help in editing files, images, worksheets and much more. They take care of all text manipulations by using sophisticated commands for formating, editing and even the printing needs. In addition to such commands, such applications also offer formatted templates that are pre-designed to help you follow your favorite styles for header, footer, page numbers and much more.

Another important thing under data storage is the desktop publishing feature. Combining the efforts of a word processor with latest design and layout features, this has become a blessing for creating newsletters, pamphlets and other important documents with improved graphics, photos, drawings and many more.

In addition to the software applications, different physical office supplies like computer accessories, shredder, multifunction, typewriter, letter folder, calculator, laminators, currency counter, timeclock, safes, hole punches, desk accessoriescopy holders, office machine stands, etc. that store your documents and durable office chairs and desks that save a lot of space are also available. They are helpful as they help in keeping the document and files in a systematic way thereby reducing the search time and storage space in your office and provide a comfortable work space to your employees.

  • Data Exchange

Once the data is manipulated and stored for future transactions, it needs to be interchanged with other party people for effective communication among businesses. There are many electronic transfer tools available that are helpful for an organized data transfer that occurs real time. Automation systems that share, receive and send data across networks with the additional level of security are also available these days.

  • Data Management

Many automated systems that help in tracking of the useful data for taking long term financial decisions by the top management and various other aspects of business are also helpful for a firm. Such automation systems and important information can be accessed by only the authorized personnel within a central location.

Get easy to use and reliable office automation equipment from Acedepot that not only ease office jobs but also provide hassle free working atmosphere. For more information on office automation equipment, call our professionals at Acedepot!

In light of worsening global warming, every individual and business has to contribute in some way or the other to preserve healthy and secure environment as much as possible. And due to this very reason, many people and businesses have already switched to recycled products because apart from being cost-effective, they prevent unnecessary wastage of lot of resources.

“Go green” is the new agenda followed by various business ventures. With every firm and individual taking such initiatives, the world is literally going the green way.

Listed below are some benefits of recycled products for a greener and healthier environment: 

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Creating jobs with recycle processes                        

Recycling is the process of manufacturing new products from scrap materials or waste. As it involves a lot of procedures and human efforts, is has significantly increased the job opportunities for many people.  With the start of the “go green” cause, many recycling firms have taken this initiative to employ more and more people for the smooth operations.

Refurbish office machines save huge bucks

If you are planning to buy brand new products, think again. Refurbished office machines like multifunction printers, shredders, cash registers, laminators etc. produce the same standard of work as that of a new machine. Many firms test these products for better quality and durability so that they produce enhanced results. Moreover, these products are available at half the price of a new product. So this means that you get same quality machines at rock bottom prices.

Cost efficient recycled material

All common office supplies like cartridges (refilled), toner (refilled), desk accessories, file folder are made from recycled plastic, paper, wood and other materials thereby reducing your operational costs. Additionally, the pollution is also reduced to a greater extent – making way for a healthy and cleaner environment.

Including Used/Demo/Open Box Office Machines

Used/ demo / open box machines offer excellent services and are available at less costs. Including these classic used machines in the office can make your office area look chic and trendy. For this reason, most firms don’t even mind spending extra bucks for the best recycled office machines that can also stay longer if properly maintained.

Giving away old equipment to get extra cash

Selling used equipment will earn you extra money instead of keeping such stuff at home that are of no use. If you want to donate them, it can also be an option with such products.

So if you are looking for recycled, refurbished/Open box, used product purchase and other branded office machines, visit Acedepot.com! Acedepot has a large collection of elegantly designed and recycled MFPs, fax machines, shredders and many more office equipment of famous brands like Cannon, Brother, Samsung etc. specially designed for your office space. Our recycled products helps you save your money with quality intact.

Old-fashioned or uncomfortable office equipment leads to lack of interest in work among employees. When a business stocks the latest technology office machines, it makes the job quick and easy while requiring minimum human efforts. For upgrading your office machines, you have two options: either you can buy new equipment or you can lease them. If you are buying a new machine and it’s rarely used, you will bear unnecessary costs as these machines are quite expensive. In this situation, leasing is a better business decision. When you lease an equipment, you are only paying a small amount of rent as and when required. However, if that machine is going to be used regularly for a long period of time, it’d make better sense to purchase it outright rather than leasing.

buyorlease

But making the decision whether to buy or lease is a tough one. Here are some key points that will help you make a proper decision whether to buy or lease:

  • Know your printing costs: If your printing jobs cover more than 500 – 600 pages a day, it is always beneficial for your firm to go in for a lease. Getting a refurbished printer on lease would any day be less costly than buying a new one. Whereas, if you’re printing job is for less than 600 pages then buying a printer will be more beneficial.
  •  Consider your budget: If you have enough budget and can afford buying large machines, then no issues. But if it is not, then getting them on lease would be a wise decision for cost cutting without spending a lion’s share of your budget. 
  • Getting rid of your taxes: Buying a brand new product will bring along an additional amount of tax; whereas with leasing, you can claim the monthly lease amount as an expense of your firm. 
  • Fixing issues: Buying office supplies has additional expenses like fixing issues when they break down or when some major problems crop up. But with leasing, the lessor will do all the updates and troubleshooting for your equipment.

So if you are planning to revamp your office space with refurbished or new office supplies, contact Acedepot. We provide a range of office machines, new as well as on lease, at the most affordable prices.

7 Emailing Tips For Effective Communication

When it comes to formal communication, emailing is the preferred method of doing so. Consequently, we end up spending most of our office hours emailing back and forth to colleagues, superiors and clients. As corporate communication is quite different than our informal communication that we use while texting or on Facebook, we need to be very careful while composing those emails. Let’s discuss some tips to make sure that our emails are impeccably written to convey the exact meaning that we want to.

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  1. Proper grammar: It doesn’t matter if you don’t use proper grammar on Facebook or Twitter, or while texting. But while composing an email to your client or superior, you have to be perfect in your grammar, sentence formation and punctuation because that will reflect on your professionalism and attentiveness.
  2. Emailing from phone: Sometimes you just have to reply to an important email no matter where you are. If you are replying to such an important email from phone because you are commuting or are on lunch break, make sure to keep your communication to bare minimum. Composing perfect email replies on phone is quite a pain, and so it’s better to write long emails that require proper composition from the computer or laptop rather than from your mobile phone.
  3. Avoid passive aggression: Expressing the right emotions through work emails is not always possible. It might happen that the sender meant to say something else but ended up understanding something entirely different. When this happens, we get frustrated and want to reply in a passive aggressive manner to let the other person know what we actually think about their email. Control this impulse. Better fix a meeting with your colleague or manager for clear and meaningful conversation. It’s lot more beneficial than resorting to underhanded insults.
  4. Proper layout: Presentation of your email matters a lot because no one wants to read sloppily written message. Make sure you use the fonts that are easily legible, the color of the fonts aren’t obscure and the margins are properly set.
  5. Emails aren’t private: Work emails are the company’s property. They can be retrieved, examined or used in a court of law anytime. Also, when you are sending emails over the internet, they aren’t secure unless they are encrypted. Additionally, they can be forwarded to unintended audiences unwittingly. So it always pays to keep the communication professional and brief. Instead of sending out important facts and figures in the email, call a meeting and share those numbers.
  6. Proper subject: Always have a relevant subject line in the email. If the email is important, having “Hi” as a subject line will definitely undermine its significance. If you are sharing quarterly sales figures with your team, have “Quarterly Sales Report” or “Quarterly Performance Report” in the subject line.
  7. Junk emails and chain letters: Don’t ever forward chain emails or junk emails to anyone. If you know any of your work friends who would enjoy such emails, just sent those to them instead of spamming inbox of every one in your directory.

Recently AceDepot partnered with Priority Payment Systems 30A to help small businesses grow and prosper in today’s highly competitive business environment. Priority Payment Systems 30A is popular for offering world-class payment services to the merchants that make their business operations smooth and easy.

Following are the benefits of Priority Payment 30A Systems solutions:

Service: PPS30A offers state-of-the-art service. The customer care representatives are always ready to offer you help.

Technology: The solutions offered by PPS30A offer a range of advanced features such as sophisticated reporting and powerful, new point of sale system. These features make your business more efficient and productive.

Comprehensive Payment Processing System: PPS30A solutions will make sure that you are able to accept all forms of payments from your customers, including credit cards, debit cards, gift cards and check conversion.

Easy To Register: It just takes a phone call to register with PPS30A. If you are already on an existing contract, the company will also help you select the best options to lower your transaction costs.

Value: All the solutions offered by Priority Payment Systems 30A are competitively priced. If your business is unique, Priority Payment Systems can also offer you solutions specially designed for you.

AceDepot values it’s customers, and believes in helping them whenever it can. This partnership showcases AceDepot’s commitment toward the success of its customers.

PPS