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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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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How To Buy A Fax Machine?

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.

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