Category Archives: Print Management Trends

6 Questions to Ask Potential Managed Print Companies

Managed print services (MPS) can offer big benefits for your business. By finding the right service you can spend less time managing documents and more time on your business goals.
Asking potential managed print companies the right questions will help you get the best return on investment in the future.

To help you evaluate your best print management solution and find a service provider who can meet the needs of your organisation, here are six crucial questions you should be asking…

  1. Where can we read your client reviews?

Client feedback is a great place to start. Do your research and see if you can find online reviews and testimonials for each potential MPS. Do they deliver what they promise?

  1. What analytics do you use and what reporting will be provided?

A good MPS should be able to offer a bespoke solution that fits your business and work flows. They should be able to provide analytical tools and reporting that can tell you how much time and money you are spending on printing, scanning and managing documents.

  1. How secure is your solution?

From sharing and printing confidential information to accessing documents stored on your network, robust security is an absolute must when it comes to a print management solution. Find out how a MPS can assist you with your GDPR responsibilities and be sure to check that their print management security will work seamlessly with your existing security setup.

  1. What maintenance and help desk support do you offer?

When something works, you don’t notice it. Our preventative maintenance provides absolute peace of mind and lets you get on with running your business. We offer personalised, attentive service from local engineers so that your issues are resolved quickly and easily. This is the kind of service you should be looking for when choosing a MPS.

  1. How can your services improve workflow?

Find out how well a potential MPS can integrate both your digital and hard copy processes, so that all work flows smoothly and efficiently throughout your business. Will they suggest new software options to automate workflows? Will they provide suggestions for equipment placement within your office? Will they help with connectivity, cloud applications and mobile printing? And finally, what are their service response times like?

  1. How future-proof are your services?

This final question is probably the most important. Can this potential MPS meet your business needs for the future? How quickly and easily can you change or upgrade? And how much will it cost you? Take this opportunity to ask these questions and future-proof your investment.

Meet Mode at the PA Show – Olympia London

Mode Print Solutions, a leading supplier of digital print solutions in London and Hertfordshire, are excited to announce that they will be exhibiting at The PA Show at Olympia London on 26th and 27th February 2019.

The PA Show is the UK’s largest event dedicated to the development and progression of PAs, EAs, VAs and Office Managers. The exhibits and keynotes will include event management, corporate hospitality, travel and transport, teambuilding and motivation, training and development, corporate gifts, stationery, office supplies and much more.

We caught up with Anwen Haynes – Marketing Manager at Mode, to find out more about the event and why we should pay their stand a visit…

So Anwen let’s start with where your stand will be located at the event?

We are really happy to have secured our stand number: E220, right by the ‘Networking area’. This location is right in the heart of all the action, where we are looking forward to meeting lots of new people and networking with lots of new contacts.

And what will Mode be exhibiting at the show?

Our main theme is ‘How to create an office utopia’ and we will be showcasing how Mode can help you do this by using our unique ‘SIMPLE’ product. We like to keep things as simple as possible and we do this by providing all the equipment and services your office needs, as well as providing direct finance. We want to show that Mode doesn’t just supply you with a photocopier; by getting to know your business and understanding your workflows, we can help you to manage your business as a whole.

Why should attendees visit your stand?

We are really excited to have a brilliant Ricky Gervais (David Brent) lookalike joining us on our stand on Tuesday the 26th and a truly unforgettable magician called Lee Smith on Wednesday the 27th, so please come over and say hello, take a selfie and have some fun with us. Also, look out for a possible competition!

Who are you looking forward to seeing at the event?

I noticed that Ryman are the headline sponsor, so I do hope to spot Theo Paphitis there!
I am also looking forward to the talk by Catherine Arden (Theatre Director and Trainer), as we are always interested in how to best train our team here at Mode and we always like to embrace new ideas around training and recruitment.

What are you hoping to take away from the event?

This will be my first exhibition within this industry, so I am really looking forward to learning more from the keynotes and hopefully taking away lots of useful tips to help our business, as well as my own personal development skills.

I love meeting and talking to new people and think it will be a great opportunity to listen to what business need help with and what issues can arise from other services.

We hope to successfully share our message of Mode at this event and improve our brand awareness and I hope to come away feeling inspired and taking lots of new contacts with me.

Cloud printing problems? We offer you the solutions

cloud printing

Cloud printing was hailed as the answer to a lot of our business issues in achieving that office mobile utopia. It allows users to print from any device on the network. It can connect your digital devices like your smartphones, laptops, tablets and any work stations with the printers in your network. This means that traditional printing, often with software driver issues or device compatibility issues have often been eliminated. Not only that software upgrades are done automatically, its greener and the IT infrastructure is a fraction of the cost!

However, what has become apparent in recent times, is that often conventional printing problems still prevail even though we should all now be able to be flexible and versatile in our approach to working.

Mode looks at some of the common issues with cloud printing you may be experiencing and how we suggest these can be resolved:

For some reason you can’t print:

  1. Check your devices are cloud print compatible
  2. If you are using Google Cloud Print, check that the printer you are using is registered properly
  3. Look at your admin tools and ensure that your printer does not have any basic network connection issues. Ensure you are using the appropriate ports (these are often 80, 8080, 5222, 5353) are open and that your router is not blocking any traffic.

Your printer is not registered:

  1. Make sure this is completed before you attempt cloud printing.

Removed/Deleted/Duplicated printers keep appearing:

  1. This is a very similar problem as conventional printing. Cloud printing requires chains of devices authenticating and relaying print jobs. Make sure old printers are removed from your devices and consoles. If necessary, remove all your devices and start again to add new devices.

Print jobs held in the queue:

  1. Just get rid of the print jobs and start again.
  2. Check your firewall and any security measures to ensure that they are not blocking your printing.
  3. Check your connection,
  4. Check for any updates, printer firmware for example as these can often cause issues with connectivity.

Legacy devices not working; this is often a term that refers to devices you have had for a while:

  1. There are often too many potential problems to list here, however, Clouding printing works better with devices that have been set up to have this functionality so getting your old device will be good luck!

As you can see there are always resolutions to your cloud printing problems but for more information on how Mode can help you with your cloud printing visit: https://www.modeprintsolutions.co.uk/managed-print/cloud/

Or call us on 0345 223 2203

Or email is at enquries@modeprintsolutions.co.uk

Myths About Managed Print Services

There are lots of misunderstandings where managed print is concerned, particularly regarding the costs involved and the level of complexity it is to instigate. We’re here to explain the realities surrounding those myths and expand your knowledge on the subject. As a result, you’ll be able to consider all of the options available to you and your business, rather than making an uninformed decision.

Myth Number 1: Managed print is too expensive

At Mode Print Solutions, we offer an audit and tailor our services to suit your requirements and your budget. This creates a sustainable solution that means that you’ll never spend more than you need to. What’s more, we will help you optimise your printing so that waste is reduced, therefore saving money in the long run. You can also expect a choice of various, flexible payment options.

Myth Number 2: Managed print is a security risk

If your business holds sensitive data, such as employee or client information, you might be worried about security. However, you can opt for secure printing which will ask you for a personal security code with each use. You can also have various anti-virus systems installed to keep cyber criminals away. By making sure you keep everything updated, meeting the appropriate regulations and following our advice, you shouldn’t have any issues with security.

Myth Number 3: The installation of managed print is disruptive

Implementing managed print isn’t always complicated! Where technology is already installed, the process can be as easy as flicking a switch. This means that your staff can go about their business without being disrupted by the installation of new equipment. Managed print is actually highly versatile and bespoke to suit your needs.

If you have any other doubts about managed print and want to speak to one of our professionals about it, please feel free to get in touch.

Print Still Wins in a Digital World

Following research Two sides conducted recently interviewing 10, 700 consumers over several countries including the UK, the evidence that print and paper in a digital world is still more important is overwhelming.

18-55’s were interviewed during the research with an average of 19% interviewed for each age group up until 55+ where 32% were interviewed, however, 18-54 represented the larger group of participants with an equal share of male and females.

The conclusion of the research indicates that people prefer to read printed rather than digital versions finding them more enjoyable, with a breakdown as follows:

  • Books 72%
  • Magazines 72%
  • Newspapers 55%

Interestingly, only 33% of participants preferred receiving printed bills, with the majority preferring these in digital versions. We must not like to see those bills landing on our doorsteps!

What is evident is the trust placed in print, where the results showed that 65% of consumers gained a greater knowledge and understanding from printed versions and that trust was placed in the printed newspaper than news on social media with 71% of people worrying about fake news on social media.

Reading habits seem to vary with 54% of participants preferring books and 48% preferring magazines in the printed versions. However, all commented on their concerns over their digital health with 52% worried they spend too much time on their devices and 53% concerned that their over use of digital items could damage their health, whilst a third felt they had “digital overload”.

Regarding printed marketing and advertising, 52% prefer to read product catalogues and 45% responded to liking to receive personally addressed advertising and leaflets through the post whilst 46% paid attention to them and acting on seeing an advert in print. Surprisingly 68% of respondents don’t pay attention to on line adverts with 57% trying to avoid on line ads.

Interestingly, 71% of people interviewed showed concern over their privacy in holding personal information electronically with 73% believing that having hard copies kept in a safe place in their home was more secure.

So, it appears that contrary to the hype that print is over, it is very much integral to our lives and here to stay.

Printing is Sustainable: The Current Trends That are Emerging

Whilst in the past it has been predicted that printing will become an extinct use within any business, the opposite has happened. If anything, printing is evolving to meet our ever-increasing needs.

Problematic issues with disposal of hardware and consumables have been addressed by the industry manufacturers to ensure that concern over waste disposal is minimised, along with the power used to operate the devices and using paper that is more environmentally friendly.

SO, Mode has reviewed what trends are emerging and how printing needn’t be unsustainable nor environmentally damaging.

  • New models: whether they are desktop, mobile, multifunctional devices, are now far more energy-efficient than they ever have been. They are faster and less costly to run. MFD’s (Multifunctional Devices), help businesses reduce waste through monitoring paper usage.
  • Packaging: toners are now being packaged in recyclable cardboard, plus manufacturers now have more measures in place to recycle the toners themselves!
  • Follow me printing systems: there are various names for this but more and more, these systems are being implemented in business to prevent unused print outs sitting on the photocopier. By using a card that releases the print job when the card is presented at the machine means paper, energy and ink is saved and this is helping businesses to curb their overall environmental impact.
  • Devices destruction at end of life: these processes have been dramatically modified and responsible destruction should be a consideration when choosing a supplier to work with.

Having an awareness of your environmental impact will naturally create trust in your customers, therefore it’s essential any business works with a print solutions company that can help you deliver this.

Print has been leading the way in sustainability for some time and as a business there is a whole host of processes that you can use to help your environmental impact:

Review your current business practices: review and measure what your impact is and work out how to solve your issues. Any responsible service provider should help you consider the levels of damage your current equipment causes to the environment and help you resolve these.

  • How much paper is wasted?
  • How old is your equipment?
  • How are your consumables disposed?
  • Do you have an MPS solutions already? Is it efficient?

Encourage recycling within your organisation: this should be reviewed across all your processes and a policy created and implemented. This should include:

  • Paper recycling
  • Consumables recycling

You should check with your service provider, the recycling processes they have in place to make this easier for you.

Consider a multifunctional device: By having a multifunctional device, it means you can copy, scan and print with one device, meaning you can eliminate multiple machines, ensuring less impact on the environment.

All businesses need to strive for greater environmental efficiencies and reducing their impact. There are always opportunities to contribute to this and really in the end but improving your processes and encouraging sustainable practises, there can only be benefits.

Talk to Mode today if you would like advice on any of the issues discussed in this article.

GDPR and Your Print Environment

The new European Union General Data Protection Regulations, or the GDPR, is a hot topic of discussion which has been flying around in the media and in workplaces for quite some time now. Let’s take a more in-depth look at it and more specifically, what it might mean for your business and for your print environment.

What do we know about GDPR already?

GDPR has been designed to prevent breaches of security as well as the loss of personal data by any organisations which may hold or process Personally Identifiable Information (PII).

This new legislation will affect all organisations which supply goods or offer services, (including free goods or services) and it also affects organisations which monitor the behaviour of EU citizens.

The fact that the legislation will affect organisations of all sizes could have some pretty big ramifications for small businesses and charitable organisations which simply can’t afford to get hit by big fines; up to €20 million or 4% of annual global turnover depending on which is higher.

The GDPR are going to be a lot stricter than the Data Protection Directive which it will be replacing and with the penalties for breaking the rules predicted to be considerable, the subject is a serious one for all businesses.

The new legislation will come into play on 25th May 2018 and the UK will have to conform to the new rules regardless of Brexit.

How does this affect print environment?

It’s easy to forget just how powerful today’s printers are. Their internal hard disks have the capacity to store vast amounts of information and where information is stored, there’s a potential problem in waiting.

In busy offices, particularly offices which employ a number of part-time staff who might not always communicate well, there’s a lot of risk.

Within many offices, there’s often a tendency for staff to scan or print documents from mobile devices or computers and then move to the next task without even considering the fact that sensitive information has just been passed from device to device and is now stored in at least two areas…and that’s not even taking into account abandoned print jobs with hard-copies potentially left lying around.

This must change. Any organisation today which wants to keep their client data safe and stay on the right side of the GDPR, needs to take a close look at both the habits of their staff and at their equipment.

Losing data which contains client’s financial details, personal details or any private business information such as NDA’s or contracts, could have very serious consequences.

What can you do?

In the immediate, you can educate your staff about the implications of the GDPR and fully explain what it means for your business. This is best approached through both printed information and via discussion. Offering your staff the opportunity to ask questions will ensure that any changes you need to make are fully understood.

It’s wise to wipe the hard drives of any of your current printers or copiers, so that confidential information is eliminated. A managed print system would help improve your information security, whilst simultaneously saving time and reducing damage to the environment.

Instigating change is something which may take a little time as new programmes are installed or new devices built in which will help to lock-down all of the data which passes through your business.

Change is coming; don’t be left on the wrong side of the law as far as data protection is concerned!

GDPR Compliancy Essential for a Children’s Nursery

Compliance to GDPR is important for every business, but when there is a need to safeguard children, the need to protect data is of paramount importance.

The Nursery’s issues

When our Account manager visited the nursery, Mode was shocked to discover that the equipment they currently had was so old and outdated and therefore definitely not GDPR compliant, but that also their current suppliers had refused to continue to service the machines as they were too old! We were astounded by this lack of professionalism from a business in our industry and that the current supplier had been lacking in being able to offer the nursery new more modern equipment!

Mode’s Solution

The proposed solution included Mode Managed Print Suite which will prevent confidential or sensitive data from being left at the device. In addition to this, the Xerox device suggested is configured with an encrypted hard drive to prevent any malicious attempts at data recovery from the machine.

So, in the first instance we ensured that this nursery data was protected as well as GDPR Compliant, but we also provided them with features that included scanning to Google Drive, one drive, drop box as well as Office 365 but that the equipment was on an encrypted network for added security as well we are having exceptional Xerox print quality.

Why not speak to Mode today to see if we can help provide you with GDPR compliant print solutions.

With GDPR law in the next few days, how do you know your photocopier is secure?

GDPR launches in a few days on May 25th, making us all accountable as businesses, how we handle data and protect that data. Protecting your client’s sensitive information is not something that can be ignored, nor can any data breaches as the new law rightfully protects every individual’s information.

There have been so many stories in the press regarding data breaches, making us all more aware of the need to protect laptops, PC’s and any mobile devices. However, have you ever considered that your photocopier may not be secure?

Most photocopiers now, especially as they are digital, contain a hard drive which means that whenever you scan, copy or email, that hard drive contains an image of what function you have performed. These hard drives are an essential part of modern photocopiers as they are necessary to help process large amounts of data.

Therefore, protecting that hard drive is imperative as should the unfortunate event happen where your business is hacked, then that information stored on your device could be accessed either via WIFI or once the machine has been removed from your premises.

You may think that you don’t use your photocopier very often, however, many institutions do hold your data on behalf of you or your business, or you may only scan to email. Either way, your business must implement steps to ensure the prospect of a breach occurring is minimal, and under GDPR you must be able to show the ICO (Information Commissioners Office), that you have endeavoured to do all you can to protect that data, even if a breach has occurred.

What happens if you lease your photocopiers?

As photocopiers are so transient, it is this that makes their hard drives such a security issue. Nowadays, to ensure your business has the most efficient and modern equipment, along with well serviced devices, they are often leased. Therefore, it is exceedingly important that you are aware of what procedures occur from your supplier when the machine is returned to them. You must ask this question!

At Mode, if we collect your device because of an upgrade to your equipment, we ensure that all data is wiped, so that any confidential information contained on that hard drive is eliminated.

Follow Mode’s advice as to how to protect your data on your photocopier:

  • Ensure data encryption is enabled: Most devices have this capability, but you must ensure that it is turned on. On installation day, you could ensure the engineers from your service provider have enabled this function.
  • Limit users access: You can ensure that you implement a policy that means employees can not reprint documents unless they have permission to do so. Mode would suggest a “Follow me Print” device installed so that print jobs are only released once the employee has arrived at the device and releases the print job via a code.
  • Enforce housekeeping! How about ensuring there is a policy in place that ensures that data is regularly deleted off the hard drive of the photocopiers. If you have an IT team internally then engage them to implement rules or speak to your service provider. At Mode our expert team of IT engineers would be able to assist you with this as part of our preventative maintenance.
  • Once you upgrade: Be aware of how the data is being deleted. Speak to your service provider about what the exact process is to remove the data.
  • Monitor and Audit: If you deal in highly sensitive information, then it is imperative that you review who has printed what.

Speak to Mode today about how our devices are protected for GDPR compliance.

83% of Europeans Say a Paperless Office is Unrealistic

paper in an office

For years, the businesses have been trying to cut down on paper and move to total digitisation – the paperless office has been an aim across a range of industries.

However, a survey by Canon Europe showed that 57% of office workers print more documents today than they did 3 years ago, and 78% of decision-makers say that document printing is either essential or very important to their business.

The vast majority of office workers say that printers are vital to their work – the humble office printer shows no signs of disappearing.

Increased bureaucracy and the need for contracts throughout the lifetime of agreements may be to blame for the increase in printing, but paperwork is more important than ever before to build and maintain relationships with both clients and suppliers.

Epson Europe’s research showed that 88% of office workers printed an average of 21 items per day – reports are the most popular items to print, followed by email attachments and emails themselves.

Global Futurist, Jack Uldrich, has a theory on why the paperless office was never realised, “every technology is unique and has tangible benefits, and paper is no different. Arguably, paper is the greatest instrument ever invented for conveying, sharing, and disseminating information.”

“In fact, scientific studies have demonstrated that people understand and retain information presented on paper at a far higher level than information presented electrically.”

Cost and improvements in efficiency may also be behind the growth of print. Rob Clark, Senior Vice President of Epson Europe, states that “organisations can achieve up to twice as many prints while producing 95% less waste and with much lower energy consumption” when comparing modern inkjet printers to laser printing.

Whatever the reason behind the growth of print, the 1978 dream of a paperless office is disappearing and being replaced by an intelligent office that uses both paper and digital processes to improve productivity and efficiency.

© MODE 2019
Site Map | Privacy Policy | Cookies |Design: Innermedia